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CSI Preferred Partner Virtual Credit Card Payment Processing Users Guide

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CSI has worked closely with Advantage to create a special integration for our mutual customers which greatly improves the processing of virtual credit card and other payments. These improvements save time but also help to maximize benefits! CSI Preferred Partner – Virtual Payment Processing Overview

• Pay vendors electronically using either your CSI virtual credit card or the CSI check writing service.

• The payment process is streamlined and fully automated through the Advantage check writing module – no exporting and no uploading!

• CSI receives data from Advantage that helps to increase vendor participation and rebate potential.

• Advantage receives data from CSI that updates vendor status automatically so you don’t miss out on potential rebates.

• The reconciliation process is simplified through the acceptance of cleared payments from CSI.

Security

Group or User Security – Consider the following modules in addition to the standard modules that will likely already be unblocked such as Vendor & Bank Maintenance and Check Writing.

Maintenance | General |CSI Preferred Partner Settings - Only those authorized to grant Advantage the rights to transmit data and establish user and password information should have rights to this module.

Maintenance | General |Advantage Services Settings – This is the general services module within Advantage which includes the CSI Preferred Partner service.

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CSI Preferred Partner Settings

Once you’ve established a relationship with CSI, you can sign up for the CSI preferred partner electronic transmission of data through this module and receive corresponding benefits:

Sign Up – Click here to read the Data Transfer Agreement and grant Advantage permission to send and receive data. Only those authorized to grant access should have rights to this module.

o Customer must agree to the data transfer policy in order to activate the preferred partner features. Until this step is completed successfully, data cannot be transmitted automatically.

Signing up sends Advantage a key to activate permissions. To deactivate, click on Unsubscribe.

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Advantage Services - CSI Preferred Partner

Advantage Services is the module that actually moves data from Advantage to CSI and from CSI to Advantage (with the exception of Cleared Checks/Payments). From the Advantage Services Settings module, access the CSI Preferred Partner service. Please refer to the CSI FTP User Guide for details on the settings.

• Download Folder: Enter the file path to store the downloaded Vendor and Check Register data that Advantage will receive from CSI. This should be a folder on your network or computer.

• Upload Folder: Enter the file path to store the Vendor file that Advantage will send to CSI. This folder is used only for this purpose. This should be a folder on your network or computer.

• Both the User and the Server must have access to the folders. • IMPORTANT: Don’t use the same folder path, they must be different for uploads and

downloads.

Advantage Agency – Accounting Option – Import tab should be used to setup the temporary directory for the Cleared Checks files, if being used.

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When the service is activated, data will be transmitted (automatically) or on demand per the note below:

• Cleared Checks Imports: o Com Data – Done manually from Cleared Checks Import. o Fixed File Format – Done manually from Cleared Checks Import.

• Depending upon which format you are using for the Cleared Checks Import, choose the appropriate template when importing in the checks.

• Vendor Data – Done automatically through this service, once daily. The ‘process now’ option can also be used.

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Bank Maintenance

Setup banks for your CSI Virtual Credit Card, Check payments or CSV accordingly. You can have any number of CSI accounts. Using the Payment Manager tab, select the appropriate CSI option.

The account number and customer ID are important in that they identify you to CSI.

The CSI Preferred Partner Settings are used for automatic transmission of data.

• User Name & Password – This is the CSI account user name and password which you would obtain from CSI.

• Target Folder – By default, this can be left blank. Based on your settings, CSI may supply you with a specific folder to enter here. Advantage will transmit payment data and send it to this location (root directory on FTP or specific folder entered).

• Account Code & Password – This is your Account Code and FTP password which you would obtain from CSI.

• If you are using both the CSI Card and CSI Check export types, you’ll need to setup two different File Output Directories on your server and map by account.

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Vendor Maintenance

Vendor settings include the options below which can be used in check writing to isolate vendors to be paid in each check run, along with other options.

On the Default/Notes tab in Vendor Maintenance, use the following options: o Default Bank – Optional, but allows you to manage multiple accounts and assign a

vendor to each. o VCC Status – Virtual credit card status – Indicates whether the vendor accepts virtual

credit card payments, has declined, or has not been approached yet. Advantage electronically updates the VCC Status based on data retrieved from

CSI as they successfully sign up new vendors. This is done as part of the automatic services.

o VCC Limit – This is related to the VCC option to pre-pay vendors within the Media Manager and is not related to normal CSI payments.

o Special Terms – Enter special terms in the Notes field. These can be displayed in check writing as you are processing CSI payments.

o Send BCC with Media Order - This is related to the VCC option to pre-pay vendors within the Media Manager and is not related to normal CSI payments.

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Check Writing

The Advantage Check Writing module is used to select the CSI bank (either virtual credit card or checks) and process payments accordingly.

Once payments have been selected, you can review the selected items prior to processing. From the Vendor Summary tab, each vendor’s email and special terms status is displayed. From the vendor row, click to drill down and read the notes or update the email address(s). Email address changes can be saved from this window.

When all data is updated and ready to process, click on the Transmit button to send the payment records directly to CSI where they will process payments using your account. Advantage processes and sends data every 5 minutes.

If Transmit (Powered by CSI) has not been run prior to closing the Check Printing screen, a message will be generated reminding that this option was not processed.

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Cleared Payments Import & Reconciliation

Advantage downloads cleared payment files either from the ComData account information specified in Bank Maintenance (CSI Preferred Partner settings | Account Code & Password) or from CSI using a fixed file format. The Import Path setup in the Agency maintenance (Agency | Accounting Options | Imports | CSI Cleared Checks Import Path) is temporary directory that will store the file prior to displaying in the cleared checks staging screen. The process of importing the Cleared Checks occurs in the Cleared Checks Import module using the ‘CSI Preferred Partner” Import button. This can be done as often as needed. When the import button is clicked, the cleared payment data is retrieved and a batch is created automatically. Review each batch and post.

Cleared payments include the cleared date so that statements are reconciled easily. Use the Bank Reconciliation module and standard reports to reconcile your CSI account(s). Bank Reconciliation includes the Cleared Check Date so that you can un-check items that are not on your statement based on the date. The following information is retrieved from the ComData file or the Fixed File Format and used in Advantage Cleared Checks Import (by batch):

• Cleared Date • Vendor Name (to verify the correct vendor was paid) • Check Amount (Payment Amount) • Check Number (used for matching check number in Advantage) • Bank Account Code (used for matching bank in Advantage)

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Vendor Export – To CSI

Behind the scenes, Advantage exports vendor data (see list below) and uploads it to CSI daily no later than 12:05 AM or when the services are started. The goal is to expose vendors that are not currently accepting credit cards and allow CSI an opportunity to sign them up as soon as possible! Sent to single FTP using Account in Filename. Information sent to CSI:

• Vendor Name • Vendor Code • Vendor Category • Vendor Address • Vendor Address 2 • Vendor City • Vendor State • Vendor Zip • Vendor Phone • Vendor Fax • Website • Notes/Comments • VCC Status • Annual Payable Amount (12 Month Running) • Vendor Email Address • Country • Vendor Tax ID

Vendor Update – From CSI

CSI updates vendor records and makes them available for Advantage to process. The services searches for this file daily and it can also be processed using ‘process now’. Advantage reviews the vendor data and updates the fields listed below (only) for each vendor in the file. This means that the vendor status will change based on information received from CSI which translates to maximum rewards for you. Fields updated:

• Vendor Notes/Comment • Vendor VCC Status • Payment Manager Email Address • Terms Flag (indicating there are special terms)

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Reporting Accounts Payable Report – Paid Invoice Summary: Advanced Report Writer Report available for download from our Ftp Site.

• Download from our FTP Site under: \Support\Report_Sharing the instructions on downloading, importing the report and how to access the report. Also download the report file listed below.

o Importing in Custom AWR Report.pdf o Accounts Payable Report – Paid Invoices Summary.repx

• Once downloaded, the report can be accessed from either Advantage or Webvantage from the Desktop/Report Writer/User Defined Reports.

Dynamic Report Writer: The Dynamic Report Writer datasets can be used to assist in maintaining and querying which Vendors are setup for Payment Manager i.e. the Bank Default, their VCC Status, Terms, Payment amounts, Accounts Payable detail, Payment Amounts and more. The Dynamic Report Writer can be accessed from the Desktop/Report Writer/Dynamic Report Writer application. The following are the datasets:

• Accounts Payable Invoice Detail• Accounts Payable Invoice with Balance Aging• Vendor

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CSI File Troubleshooting Guide

Payments File troubleshooting:

• Payment file was processed through check writing, but clicking the “Transmit (Powered by CSI)” an error message was received.

o The user’s workstation doesn’t have access to the File Output Directory setup in bank

maintenance. This should be a UNC (shared) file path.

• Payment file was processed through check writing, by clicking the “Transmit (Powered by CSI)” no error message was received at that time. However, CSI is not in receipt of the payment file.

o The server must also have access to the File Output Directory shown above. o Firewalls must be disabled to allow the files to pass though. o From the server, make sure Advantage services for CSI has been started and enabled. o From the server, check the log on Advantage services that may note the issue. You will

need to hit the refresh button to update the log.

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Examples of error messages are:

• Cannot upload files for bank>Directory does not exist. Server must have access to the file output directory in bank maintenance.

• File failed error message> A supplied password or user name is incorrect. Rekey the user name and password in the CSI Preferred Partner Settings in bank maintenance.

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• If there is not an indication that an attempt has been made to send a payment file, it is possible that the transmit button may not have clicked in check writing. Verify that an actual file resides in the file output. If not, we can process the file using the manual method.

• Duplicate payment files being received by CSI. o If the client has a bank for CSI Card and one for CSI check, one of the following must

apply: There must be completely separate output directories in bank maintenance,

otherwise payment files will be sent one time for each bank. This solution does not apply to hosted clients.

There must be a different Account Number and Client ID for every bank setup. o If the client has the live database and their training database setup and enabled in

Advantage Services, payment files will be sent one time for each database.

Vendor File troubleshooting

• CSI not receiving vendor files from client. (Automatically sends once a day)

o The server must have access to the upload folder. o Firewalls must be disabled to allow the files to pass though. o Advantage services must be enabled and started. o If you are attempting the process now option from the user’s machine, the user

must have access to the upload folder.

*The vendor file is named from the account code in bank maintenance

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• Vendor File from CSI not updating the vendors in Advantage. o Make sure the client is actually receiving the file by checking the CSI download

folder to ensure a file exists. If not receiving the file:

• Make sure the server has access to the download folder. • Advantage services must be enabled and started. • Firewalls must be disabled to allow the files to pass though. • If you are attempting the process now option from the user’s

machine, the user must have access to the download folder. • Check the log from Advantage Services from the server, for any

error messages. If the file is received:

• If the file is named a .old and the vendors are still not updated, this means that Advantage Services did attempt to download the file and update the vendors however, double check the date of the file was modified to ensure it’s a current file:

o Check the file’s header row to ensure that is it in the exact format and contains the exact descriptions as the file that was uploaded.

o Check the entire file to make sure there are no wrapping or blank rows in the file.

o Check the log from Advantage Services from the server, for any error messages.

o Compare the files: Hit the process now button in order to generate a new upload file. Get a copy of the file that was renamed .old in the download folder and

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compare it to the file in the upload folder by summing the status columns. If both files total the same number, then the vendors were updated.

• If the file is not renamed a .old o Check that the file name in the download folder

matches the account code in bank maintenance. • Vendors are missing prior data in email and notes fields.

1. If CSI puts out a vendor file for download and have removed the notes or emails addresses, they will be removed from vendor maintenance. Any update to the notes should be added to the end of the notes that already exist. Any email address that the client has already setup for that vendor should not be changed.

CSI Cleared Checks Troubleshooting

• Cleared checks not importing

A log automatically displays any errors when importing cleared checks that will help you determine the issue with the import. Below is a list of possible messages and cause.

1. Files were downloaded successfully.

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2. The CSI Cleared Checks Import Path does not exist

Solution: Agency maintenance must contain a valid import file path and the user must have access to that path.

3. Errors received validating the FTP information, user name and/or password is incorrect.

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Solution: The correct user name and password must exist in bank maintenance for CSI.

4. No files available to download from FTP.

Solution: Files are automatically removed from CSI’s FTP once they are retrieved by Advantage. When these files are pulled into the cleared checks staging area, the files in the cleared checks directory will be renamed with a file extension of .old. Once these files have been pulled down, you should either import them in or leave them in the batch to import later. If the data is not needed, it can be deleted. In case of accidental deletion, the file extension of .old can be removed from the appropriate file and re-imported.

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5. Files exist but are zero bytes and no data to import

The wizard will display that the files were downloaded, but once you complete the wizard, not data will display in the cleared checks import staging.

In the cleared checks file directory, you will see the file and the file extension will not be renamed to .old. The file size will display as 0 KB. The cleared checks application has been programmed to ignore 0 KB files.

Solution: Contact CSI to resolve 0 KB files.