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Streamlining Acumatica Batch Payments: A Solution for Automated Vendor Notifications

This content explores the challenges of manual payment notifications in Acumatica and introduces an innovative solution for automating this process. 

Challenges

  • Lack of Automated Payment Notifications: Acumatica lacks a built-in feature for automatically notifying vendors when batch payments are made. This contrasts with other features in the platform that offer automated notifications, such as for sales orders and shipments. 
  • Manual Notification is Time-Consuming: Without an automated solution, consultants and clients must manually inform vendors of payments. This involves a significant investment of time, especially for businesses processing numerous payments each month. 
  • Potential for Errors and Inefficiencies: Manual notification processes are prone to human error, leading to potential inaccuracies and inefficiencies. 

Solution and Benefits

Nandakishore, a functional consultant at Tayana Solutions, recognized this challenge and developed a three-step solution: 

  1. Custom Generic Inquiry (GI): A custom GI is created to consolidate all essential batch payment information, including payment IDs and corresponding bills. 
  2. Business Event Trigger: A business event is configured to trigger an email notification whenever a batch payment is released. To streamline notifications, payments are grouped by reference number, ensuring vendors receive a single, comprehensive email instead of multiple notifications for multiple bills paid in a single batch. 
  3. Email Template with “For Each” Expressions: A customized email template utilizes “for each” expressions to generate a personalized breakdown for each vendor. This template functions similarly to creating individual packing lists for multiple boxes in a shipment. 

Benefits of this solution: 

  • Automated Notifications: Vendors are automatically notified upon payment release, eliminating manual effort and saving valuable time. 
  • Detailed Payment Information: The email notification provides vendors with a comprehensive breakdown of the payment, including:  
  1. Total amount paid 
  2. Payment date 
  3. Itemization of all bills included in the payment 
  4. Discounts applied 
  • Improved Vendor Relationships: Timely and transparent communication enhances vendor relationships by providing clear and organized payment information. 
  • Increased Efficiency and Accuracy: Automation reduces the risk of human error and streamlines the payment notification process, improving overall efficiency and accuracy. 
  • Enhanced Client Satisfaction: The solution frees up client resources and provides a professional, streamlined payment experience, leading to increased satisfaction. 

This solution, while not universally applicable to all clients, highlights the power of creative problem-solving within the Acumatica platform. By tailoring this solution to specific client needs, consultants can offer a valuable service that streamlines processes and enhances client experiences. Tayana Solutions, the largest Acumatica services partner, stands as a valuable resource for consultants seeking to improve their Acumatica skills and deliver innovative solutions to their clients.