External Payment Processor

Form ID: (AP205500)

You use this form to create a payment processor and specify its settings, such as companies, users, and funding accounts.

Attention: You can create only one active BILL payment processor and one active AvidXchange payment processor on this form. An active payment processor has the Active check box selected in the Summary area.

You also use this form to onboard companies to BILL by using API calls and a widget.

Users assigned to the Administrator and AP Admin roles have the Delete access rights to this form. Users assigned to the AP Clerk, AP Viewer, and AcumaticaSupport roles have the View Only access rights. These users cannot perform any action, click any button in the left or right pane, or on any tab.

This form appears in the system if the BILL Integration or AvidXchange Integration feature is enabled on the Enable/Disable Features (CS100000) form.

Form Toolbar

The form toolbar has only standard buttons.

Button	Description
Onboard Organization	Starts the enrollment of your organization in AvidXchange, or continues an enrollment that has already been started. If the Onboarding Status box is empty, the system opens the Onboard to AvidXchange dialog box, in which you specify the name of the organization and the contact details. The Funding Accounts tab must list at least one funding account; if it does not, the system displays an error message instead of opening the dialog box. If the Onboarding Status box is filled in, the system updates the onboarding status and opens the AvidXchange portal in a new browser window so that you can continue the application. If the updated status is Enrolled, Expired, Rejected, or Canceled, the system displays an error message instead of opening the portal. This button appears on the form only if AvidXchange is selected in the Plug-In box. The button is available if the Onboarding Status box is empty or contains a status other than Enrolled, Expired, Rejected, or Canceled.
Refresh	Updates the onboarding status of the organization, the name of the organization, and the settings and statuses of all funding accounts with the data received from AvidXchange. AvidXchange maintains the onboarding status, and the system does not update it automatically when the status changes in the AvidXchange portal. This button appears on the form only if AvidXchange is selected in the Plug-In box. The button is available if the Onboarding Status box is not empty and contains a status other than Expired, Rejected, or Canceled.

Button

Description

Onboard Organization

Starts the enrollment of your organization in AvidXchange, or continues an enrollment that has already been started.

If the Onboarding Status box is empty, the system opens the Onboard to AvidXchange dialog box, in which you specify the name of the organization and the contact details. The Funding Accounts tab must list at least one funding account; if it does not, the system displays an error message instead of opening the dialog box.

If the Onboarding Status box is filled in, the system updates the onboarding status and opens the AvidXchange portal in a new browser window so that you can continue the application. If the updated status is Enrolled, Expired, Rejected, or Canceled, the system displays an error message instead of opening the portal.

This button appears on the form only if AvidXchange is selected in the Plug-In box. The button is available if the Onboarding Status box is empty or contains a status other than Enrolled, Expired, Rejected, or Canceled.

Refresh

Updates the onboarding status of the organization, the name of the organization, and the settings and statuses of all funding accounts with the data received from AvidXchange.

AvidXchange maintains the onboarding status, and the system does not update it automatically when the status changes in the AvidXchange portal.

This button appears on the form only if AvidXchange is selected in the Plug-In box. The button is available if the Onboarding Status box is not empty and contains a status other than Expired, Rejected, or Canceled.

Table 1. Onboard to AvidXchange Dialog Box. You use this dialog box to provide the information that AvidXchange needs to create the enrollment application for your organization. This dialog box opens when you click Onboard Organization on the form toolbar and the enrollment has not been started yet.
Element	Description
Organization Name	The name of your organization in AvidXchange. AvidXchange prints this name on the checks it issues and includes it in the remittance emails it sends to your vendors. The name is used for the payments of all companies in the tenant. An alphanumeric string of up to 255 characters can be used.
Contact First Name	The first name of the person AvidXchange contacts about the enrollment. An alphanumeric string of up to 50 characters can be used.
Contact Last Name	The last name of the person AvidXchange contacts about the enrollment. An alphanumeric string of up to 50 characters can be used.
Contact Email Address	The email address of the person AvidXchange contacts about the enrollment. An alphanumeric string of up to 250 characters can be used. The system checks that the value you enter is a valid email address.
This dialog box has the following buttons.
Onboard	Submits the enrollment application to AvidXchange, along with the bank details of the funding accounts listed on the Funding Accounts tab, and closes the dialog box. When the application has been created, the system fills in the Onboarding Status, Organization, and Tenant ID boxes, updates the statuses of the submitted funding accounts, and opens the AvidXchange portal in a new browser window so that you can complete the application. Any funding account that could not be registered keeps the Pending Onboarding status. To register it, you click Onboard Account on the table toolbar.
Cancel	Closes the dialog box without starting the enrollment.

Selection Area

In this area, you can specify or modify the basic settings of an external payment processor.

Element	Description
Payment Processor ID	The unique identifier of the external payment processor. If the AvidXchange Integration feature is enabled on the Enable/Disable Features (CS100000) form, the automatically created AVIDPAY external payment processor appears as an option in this box. This payment processor is active and has the For Production Use check box selected.
Name	A detailed description of the payment processor. An alphanumeric string of up to 30 characters can be used.
Active	A check box that indicates (if selected) that this payment processor is active. Attention: You can set up only one active payment processor linked to BILL.
Plug-In	The payment processor plug-in. One of the following options is available: BILL: The BILL external payment processor is used. This option is available if the BILL Integration feature is enabled on the Enable/Disable Features (CS100000) form. AvidXchange: The AvidXchange external payment processor is used. This option is available if the AvidXchange Integration feature is enabled on the Enable/Disable Features (CS100000) form.
For Production Use	A check box that indicates (if selected) that the payment processor is configured for production use. If this check box is cleared, payment requests are sent to the BILL or AvidXchange sandbox environment. If this check box is selected, the system displays a banner about using a live production environment. The banner appears only if a valid license has been applied on the Activate License (SM201510) form. Attention: If you select this check box while the license is invalid, the system will not display the warning banner but will save the check box state. If the license becomes valid later, the processor will be active for production use with no banner or notification. This check box becomes unavailable as soon as the Onboarding Status box is filled in.
Bill Upload Tag	A tag that identifies bill scans. When a value is selected in this box, only AP document files with the selected tag are uploaded to BILL during payment processing. The max. allowed file size is 6 MB. When recognition runs on the Incoming Documents (AP301110) form and a tag has been selected in the current box, the system automatically adds the tag to the file after the AP document is created and the file is attached.
Upload Untagged Single File	A check box that indicates, if selected, that a single file will be uploaded if an AP document has only one attached file without a tag.
Onboarding Status	The status of the enrollment application of your organization in AvidXchange. AvidXchange maintains this status; the system displays the status it received the last time you clicked Onboard Organization or Refresh on the form toolbar. This box is read-only, and it is empty until the enrollment has been started. The status can be one of the following: Draft: The application has been created with partial data about the organization. AvidXchange uses this status only for partner enrollment flows. New: AvidXchange has notified the organization about the application. In Progress: The application is being completed in the AvidXchange portal. Under Review: AvidXchange has flagged the data of the application for review. Completed: AvidXchange has approved the data of the application. The activation steps have not been completed yet. Enrolled: AvidXchange has completed all the activation steps for the organization. The organization can be used for payments. Expired: The application was not completed within the lifetime AvidXchange defines for an application. Rejected: AvidXchange has reviewed the data of the application and rejected it. Canceled: The organization has canceled the application. If the status is Expired, Rejected, or Canceled, the application can no longer be continued. To enroll the organization, you must create another payment processor.
Organization	The name of the organization in AvidXchange, which was specified in the Organization Name box of the Onboard to AvidXchange dialog box when the enrollment was started. This box is read-only. If the name has been changed in AvidXchange, the system updates the box when you click Refresh on the form toolbar.
Tenant ID	The identifier of your organization's tenant in AvidXchange, which the system receives from AvidXchange when the enrollment application is created. This box is read-only. You might need this identifier when you contact AvidXchange support.

Left Pane: Companies Table

This table lists all companies that have been added to the selected payment processor. The table displays only the companies to which the current user has access in Acumatica ERP.

This table appears on the form only if BILL is selected in the Plug-In box.

Table 2. Table Toolbar.
The table toolbar includes the buttons described below.
Button	Description
Onboard	Onboards the selected company. This button is available if a company is selected in the table. Once you click this button, the system does the following: Creates a BILL organization by using an API call to BILL. The system saves the organization ID from the response to the database and maps the organization to the selected company. Creates a BILL user by using an API call to BILL. The system saves the user ID from the response to the database and maps the new BILL user to the current user in Acumatica ERP. Starts the Onboarding Organization widget. You can use this widget to enter the detailed address and other info, register the user's phone number and verification code received by SMS, and create one funding account under the organization. Once the onboarding is complete, the system creates a webhook for the company.
Create Webhook	Creates a webhook for a company that was onboarded but not subscribed to a webhook. This button is available if the selected company has the check box in the Onboarded column selected. Once you click this button, the system creates a webhook on the Webhooks (SM304000) form and fills in its name in Webhook column.
Delete Webhook	Deletes the webhook for the selected company. This button becomes available if the company has been subscribed to a webhook. Once you click this button, the system does the following: Unsubscribes the webhook from the organization ID by using an API call to BILL. Empties the webhook ID and subscription ID in the BILL organization that is mapped to the selected company. The Webhook column of the table becomes empty for the company. Deletes the webhook and the history related to it.

Table 3. Table Columns
Column	Description
Company ID	The company ID in Acumatica ERP.
Company Name	The full company name in Acumatica ERP.
Onboarded	A check box that indicates (if selected) that the company has been onboarded.
Webhook	The name of the webhook, is the concatenation of the external payment processor ID and the company ID.
Webhook Activated	A check box that indicates (if selected) that the webhook for the company is active. This check box is read-only and displays the state of the Active check box for the webhook on the Webhooks (SM304000) form.
External Org. ID	The external organization ID in BILL.

Users Tab

On this tab, you can add users to BILL under the selected company, activate, and deactivate these users.

This tab appears on the form only if BILL is selected in the Plug-In box.

Table 4. Table Toolbar.
The table toolbar includes the buttons described below.
Button	Description
Onboard	Onboards the user by sending an API call to BILL. This button is available if the user's status in the Status column is Pending Onboarding.
Activate	Activates the user by sending an API call to BILL. This button is available if the user was deactivated in BILL and the user's status in the Status box is Inactive.
Deactivate	Deactivates the user by sending an API call to BILL. This button is available if the user's status in the Status box is Active.

Table 5. Table Columns
Column	Description
Username	The username in Acumatica ERP.
Name	Read-only. The full name of the user in Acumatica ERP.
Email	Read-only. The user's email address.
Status	Read-only. The user's status. The status can be one of the following: Active: The user has been activated or restored in the external payment processor. Pending Onboarding: The user has been added to the current tab but not yet onboarded. Inactive: The user has been deactivated in the external payment processor.
External User ID	The user ID in the external payment processor.

Funding Accounts Tab for BILL

On this tab, you can manage the funding accounts with the Bank type in BILL, map the funding accounts to cash accounts, verify the accounts, and delete them.

This tab appears on the form only if BILL is selected in the Plug-In box.

Table 6. Table Toolbar.
The table toolbar includes the buttons described below.
Button	Description
Manage Accounts	Opens the Funding Accounts widget where you can create, manage, and verify the funding accounts for the organization ID, and also identify yourself on those funding accounts. When you close the widget, the system refreshes the list of funding accounts.
Refresh Accounts	Refreshes the list of funding accounts of the Bank type and the funding account users, and updates them in the database.
Disable	Permanently disables the selected funding account.

Table 7. Table Columns
Column	Description
Bank	The bank of the selected account.
Account Type	The account type.
Account Holder	The full name of the person who is indicated as the account holder.
Routing Number	The routing number of the account.
Account Number	The masked account number.
Status	The account status.
Cash Account	The cash account in Acumatica ERP mapped to this funding account.
Created By	The full name of the user who created the record.

Funding Accounts Tab for AvidXchange

On this tab, you can add the funding accounts (the bank accounts you want to pay from), onboard them in AvidXchange, and map each of them to a cash account in Acumatica ERP. You can add a funding account at any time, but a funding account can be registered only after the enrollment of the organization has been started.

Above the table, the system displays a reminder to ask your bank to allow ACH debits from the authorized originators of AvidXchange; otherwise, the debits can fail.

This tab appears on the form only if AvidXchange is selected in the Plug-In box.

Table 8. Table Toolbar.
The table toolbar includes the buttons described below.
Button	Description
Onboard Account	Registers the funding account selected in the table with AvidXchange. When you click this button, the system saves the table and sends the bank details of the selected row to AvidXchange. If the registration succeeds, the status of the funding account changes from Pending Onboarding to Pending or Active. If it fails, the status remains Pending Onboarding and the system displays an error message. This button is available if you have selected a row whose Status column contains Pending Onboarding. The system displays an error message in any of the following cases: The enrollment of the organization has not been started yet. The Onboarding Status box contains Under Review, Expired, Rejected, or Canceled. Another funding account with the same routing number and account number has the Pending or Active status.

Table 9. Table Columns
Column	Description
Cash Account	The cash account in Acumatica ERP mapped to this funding account. This column is available for editing at any time regardless of the status of the funding account. You can select only USD cash accounts belonging to companies located in the United States.
Company ID	The identifier of the company the mapped cash account belongs to. This column is read-only.
Company Name	The name of the company the mapped cash account belongs to. This column is read-only.
Bank Name	The name of the bank in which the account is opened. An alphanumeric string of up to 22 characters can be used. This column is available only if the Status column of the row contains Pending Onboarding.
Account Holder	The name of the business that holds the account, as it is registered with the bank. An alphanumeric string of up to 100 characters can be used. This column is available only if the Status column of the row contains Pending Onboarding.
Routing Number	The nine-digit routing number of the bank account. This column is available only if the Status column of the row contains Pending Onboarding.
Account Number	The number of the bank account. A string of four to 17 characters that can contain digits, hyphens, and spaces can be used. This column is available only if the Status column of the row contains Pending Onboarding.
Status	The status of the funding account in AvidXchange. This column is read-only, and the system updates it when you click Onboard Account on the table toolbar or Refresh on the form toolbar. The status can be one of the following: Pending Onboarding: The account has been added in Acumatica ERP but has not been sent to AvidXchange yet. While the account has this status, you can edit its bank details and delete the row. Pending: AvidXchange has received the account and has not activated it yet. The account cannot be used for payments. Active: AvidXchange has activated the account, and the account can be used for payments. Inactive: The account has been deactivated in AvidXchange. Locked: The account has been locked.

Funding Account Users Tab

On this tab, you can view the relations between a BILL organization users and funding accounts (which users are verified on which funding accounts). You can also disable the relations between users and accounts.

This tab appears on the form only if BILL is selected in the Plug-In box.

Tip: You cannot verify yourself on this tab. You can do that in either of the following ways:

Go to the Funding Accounts tab and click Manage Accounts.
Open the User Profile (SM203010) form by clicking your username in the Info area (in the top right corner of the Acumatica ERP screen) and clicking My Profile.

Table 10. Table Toolbar.
The table toolbar includes the buttons described below.
Button	Description
Refresh Accounts	Refreshes the list of funding accounts of the Bank type and the funding account users, and updates them in the database. This button is available if the company is onboarded.
Disable	Permanently disables the access to the funding account for the user.

Table 11. Table Columns
Column	Description
Username	The username in Acumatica ERP.
Name	The full name of the user in Acumatica ERP.
Verification Status	The verification status of the user (Pending, Nominated, Verified, or Disabled).
Bank	The bank of the selected account.
Account Type	The account type.
Account Number	The masked account number.
Account Status	The account status.
Cash Account	The cash account in Acumatica ERP mapped to this funding account. If you click the link, the system opens the cash account on the Cash Accounts (CA202000) form.