What is Avid Pay by AvidXchange?
Support?
As Avid Pay is a partner product, AvidXchange will handle all of your onboarding and ongoing support needs for both of their product offerings. Ministry Brands support will redirect you to the following support channels for AvidXchange related questions:
AvidXchange offers live support Monday through Friday from 8am to 8pm Eastern through two points:
Phone: 704-971-8170
Live Chat: help.avidxchange.com
If there are issues outside of these hours, support tickets can be submitted at any time through two points:
Email: support@avidxchange.com
Community Case: help.avidxchange.com
How to get?
Avid Pay by AvidXchange is available through your Ministry Brands Account Executive. Reach out for more information.
Integration Overview
Connecting Financials to AvidXchange’s API
To begin using Avid Pay in Financials, obtain the username, password, and API URL associated with your Avid Pay account. This information will be entered into Financials at Home > Utilities > Organization > Avid Pay Settings tab. Enter the username, password, and URL, then click Connect.
If the login information is correct, the green Connected box will appear on the screen, as shown below.
If the login information is incorrect, the red Connection Failed box will appear on the screen, as shown below. Reach out to AvidXchange support for assistance with troubleshooting.
Connecting Bank Accounts to Avid Pay
Access Bank Account Management > Modify > Bank Account Information. Notice there is a new column of information, titled Avid Status. Access the bank account that will be used with Avid Pay by clicking the corresponding edit Pencil icon.
Bank accounts that are to be integrated with Avid Pay have additional required fields beyond those normally required within Financials. These fields are Bank Account #, Routing # (found on the Company/Bank Info tab,) Address Line 1, Postal Code, City, Country, and State/Province. Additionally, Address Line 2 is available if needed. Finally, click the box Enable Use With Avid Pay and click Update at the bottom of the screen to send the account information to Avid’s Treasury team for approval.
Note that the Bank Account Routing # is found on the Company/Bank Info tab where the other fields are found on the Account Information tab within the specific bank account, found in Bank Account Management > Modify > Bank Account Information.
Submitted bank accounts can have 4 statuses on the Bank Account Information grid:
- Pending: The account is pending approval from Avid Treasury.
- Synced: The account is approved and ready for payment processing with Avid.
- Failed: The account was not approved, and contact Avid support is required.
- Blank: This account has not been shared with Avid for use with Avid Pay.
Create Avid Pay Transactions
First, ensure that an Avid Pay-activated bank account is chosen in Current Financial Settings.
You will see Avid Pay as a payment option in Accounts Payable > Enter > Transaction. Avid Pay only works as an Invoice or Adjustment and has a new optional field for Customer Account #, which will be passed to AvidXchange in the connection. Multiple Customer Account #s can be associated with a vendor and will display for selection by clicking in the field.
The Customer Account # can be entered as part of the vendor’s Accounts Payable record, found at Accounts Payable > Modify > Vendor Information on the Customer Account Number tab. Multiple account numbers can be saved if necessary.
As Avid Pay transactions are Invoice or Adjustment types, the posting steps are the same as any other Invoice or Adjustment through Accounts Payable > Manage > Unposted Transactions.
Notice that the Unposted Transactions grid has an additional information column for Avid transactions.
Managing Unposted Transactions for Avid Pay
A new Filter option for Avid Pay can be selected from the filters as a checkbox labeled Avid Pay.
Payment Processing for Avid Pay Transactions
Once posted, Avid Pay transactions are finalized in the same manner as other Invoices or Adjustments through Accounts Payable > Manage > Payment Processing.
A new Filter option for Avid Pay can be used in Accounts Payable > Manage > Payment Processing filter options.
The payment process behaves similarly to the ACH option, in that a Check Information dialog will appear, but with a Check Date as a required field and the First Check # auto-filled.
On the Accounts Payable > Manage > Payment Processing > Process Payments screen, two new buttons appear for Download Avid Pay File and Submit Payment & Finalize Post.
With the fully integrated API process, clicking Submit Payment & Finalize Post will post the transaction to Accounts Payable, General Ledger, Bank Account Management and send the transaction to AvidXchange for processing.
As with the ACH process, clicking Download Avid Pay File will prompt Financials to download a file to the local computer’s designated download folder, which the user can then take to their AvidXchange portal for upload to complete the process.
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