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Integration Overview
Connecting Financials to Avidpay'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. Contact AvidXchange support for troubleshooting assistance.
Connecting Bank Accounts to Avid Pay
- Access Bank Account Management > Modify > Bank Account Information.
- Notice a new column titled "Avid Status".
- Access the bank account that will be used with Avid Pay by clicking the corresponding edit Pencil icon.
- Bank accounts to be integrated with Avid Pay require additional fields beyond those usually required in 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: The Bank Account Routing # is on the Company/Bank Info tab. The other fields are on the Account Information tab for the specific bank account, in Bank Account Management > Modify > Bank Account Information.
- Submitted bank accounts can have four possible 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
- Ensure that an Avid Pay-activated bank account is chosen in Current Financial Settings.
- You will see Avidpay as a payment option in Accounts Payable > Enter > Transaction.
- Avipay supports only Invoice or Adjustment and includes a new optional Customer Account # field that will be passed to AvidXchange via the connection. Multiple Customer Account #s can be associated with a vendor and will appear for selection when you click in the field.
- The Customer Account # can be entered in 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.
- Because Avidpay transactions are Invoice or Adjustment types, the posting steps are the same as for any other Invoice or Adjustment in 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 is available in Accounts Payable > Manage > Payment Processing.
- The payment process behaves similarly to the ACH option: a Check Information dialog appears, but it includes a required Check Date and auto-fills the First Check #.
- On the Accounts Payable > Manage > Payment Processing > Process Payments screen, two new buttons appear:
- Download Avid Pay File.
- Submit Payment & Finalize Post.
- With the fully integrated API process, clicking Submit Payment & Finalize Post posts the transaction to Accounts Payable, General Ledger, and Bank Account Management, and sends it to Avidpay for processing.
- As with the ACH process, clicking Download Avid Pay File prompts Shelby Financials to download a file to the designated download folder on the user's local computer, which the user can then upload to their Avidpay portal to complete the process.
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