Using EDI 820 Payment Documents

Using EDI 820 Payment Documents Version

This topic discusses:	Links to related topics:
Overview - Security Setting up a bank for EDI 820 Adding EDI 820 information to your system records Processing EDI 820 payment documents View EDI 820 payments	Making payments and processing checks EDI purchase orders, confirmations, and invoice matching Processing vendor catalog EDI 832 files Set up and maintain EDI vendor relationships
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Overview

Accounts Payable provides two methods of paying invoices electronically: EFT (electronic funds transfer) and EDI 820 Payment documents. This topic describes how to set up and use EDI 820 payment processing.

Hospitals that wish to use EDI 820 documents must contact the Help Desk for setup. Hospitals must obtain the needed transmission IDs from the bank that receives payments to vendor. Also, users will need to enter bank ID information and set several other parameters in their own bank and vendor records in the application.

Security

To access organization, department, or asset location data, the organization, department, or asset location must be included in your data profile.

The following role objects control elements of this feature:

"Bank" - minimal setting is Create.
"VendorsAP" - minimal setting to edit a vendor AP location record is Modify.
"Payments" - minimal setting to edit a payment profile is Modify. To create or copy a payment run, the minimal setting is Create.

Setting Up a Bank for EDI 820

The Help Desk builds EDI 820 processing for the banks that vendors use. After you talk to the Help Desk, you may need to contact the bank for several pieces of information:

Bank ISA Interchange Qualifier (ISA07) Bank ISA Interchange ID (ISA08) Bank Application Code (GS03)	These are fields on the EDI document that identify the bank.
Payer ISA Interchange Qualifier (ISA05) Payer ISA Interchange ID (ISA08) Payer Application Code (GS03)	These fields identify your hospital -- the "payer."

EDI Transaction Document Formats has more detailed information about fields on an EDI document.

Adding EDI 820 Information to Your System Records

You will need to add EDI 820 information to several system Records:

Edit the Vendor AP Location panel

From the Accounts Payable main Contents,

Select Vendors > Vendors.
Locate the vendor of interest.
Click Menu > AP Locations.
Locate the AP location.
Click the edit icon or Menu > Edit.
The AP Location panel opens with the Main tab on top (Figure 1).

Note: Do not enter bank information for EDI 820 until the Help Desk has set up the bank. EDI 820 will not work.

Figure 1 - The AP Location Edit Panel

On the Main tab of the Vendor AP Location panel (Figure 1),

- Select: EFT/820 Location
- Enter a value in each field:

Vendor EFT/820 Bank
Vendor EFT/820 Bank Account
Vendor EFT/820 Bank Routing Number

- Click Submit when you are finished.

Edit the Bank panel:

From the Accounts Payable main Contents, select Tables > Banks.

Locate the bank of interest.
Next to the bank, click the edit icon, or Menu > Edit.
The Bank edit panel appears (Figure 2).
Click the EDI Setup tab.

Help

Figure 2 - The Bank Edit Panel EDI Setup Tab

On the EDI Setup tab of the Bank edit panel (Figure 2),

- Select: Send Enabled.
- Using the information from the bank, enter a value in each field:

EDI File Prefix
Bank Company ID (BRP10) (If required by the bank.)
Bank ISA Interchange Qualifier (ISA07)
Bank ISA Interchange ID  (ISA08)
Bank Application Code  (GS03)
Payer ISA Interchange Qualifier  (ISA05)
Payer ISA Interchange ID  (ISA08)
Payer Application Code  (GS03)

- Click Submit when you are finished.

Edit the Bank Account General panel

From the Accounts Payable main Contents, select Bank Accounts.

Locate the bank account of interest.
Click the edit icon or Menu > Edit.
The Bank Account panel opens (Figure 3).

Figure 3 - The Bank Account Edit Panel

- On the Bank Account edit panel General tab, for the field Send AP Check Output To, select: EDI Payment 820.
- Click Submit when you are finished.

Edit the Payment Profile panel

From the Accounts Payable main Contents, select AP Tables > Payment Profiles.

Locate the payment profile of interest.
Click the edit icon or Menu > Edit.
The Payment Profile panel opens (Figure 4).

Figure 4 - The Payment Profile Edit Panel

- On the Payment Profile Edit panel, for the field Send AP Check Output To, select: EDI Payment 820 (Figure 4A).

Figure 4A - The AP Check Output Field on the Payment Profile

- Click Submit when you are finished.

Processing EDI 820 Payment Documents

Once EDI 820 is set up, you can transmit payments to a vendor's bank account as EDI 820 documents.

To process EDI 820 documents:

Build a payment run as described in Payment Run Steps.
- Select a Payment Profile that specifies EDI 820, or
- Select a a vendor AP location that specifies EDI 820.
- Select an EDI 820 Bank and Bank Account.
- For Send AP Check Output To, select EFT Payment 820. See Figure 5.

Figure 5 - Building a Payment Run for EDI 820 Document Transmission

A payment run is built (Figure 6). The invoices selected for the payment run are only for EDI 820 vendors.

Figure 6 - An EFT Payment Run

Commit to the payment run.
The Work With Payment Run panel is refreshed when the commit process has finished.
Click Process Checks.
The AP Checks EDI 820 Export panel appears (Figure 7).

Figure 7 -The AP Checks EDI 820 Export Panel

Enter the starting check number for the payments.
Click Submit.
The EDI 820 document is created.

View EDI 820 Payments

You can view the Payment Export (EDI 820) list and download an EDI 820 document, if you wish.
- From the AP Main Contents, select Imports / Exports > Payment Export 820 . The list appears (Figure 8).