Invoices that appear on the Invoice screen are for vendors that accept American Express for payment of your invoices.
You can enable this, along with several other aspects related to the vendor, by modifying the vendor attributes.
To go to the vendors screen, click on Vendors
Find a Vendor
There are several ways to find a vendor. You can scroll or use your page up/page down keys. You can click in the Name column and start typing the vendor’s name. This action will take you to the vendor based on the characters you type.
You can also use the Search function, located in the upper right corner of the screen.
As you type the vendor’s name, a list will drop down of vendor’s name matching the text you have entered. When you see the vendor you are looking for, click on that name or use your cursor key to scroll down to the vendor and hit enter.
Once you have highlighted the vendor you wish to modify, you can double click on it, right click and select Modify Vendor or click on the Modify Vendor button in the lower right corner.
Enabling Accepts American Express
To have the vendor’s invoices show on the Invoice screen, you need to set the vendor to “Accepts American Express”.
This is done by selecting the American Express check box in the Modify Vendor window. Once this is set, any invoices and credits the vendor has will available for selection on the Invoice screen.
All of the information in the Contact Information part of the window comes from the accounting system.
You can control whether the following information is printed on the remittance advice letter at the vendor level:
- Print Expiration Date
- Print Full Credit Card Number
- Print Card Holder Address
- Print Card Holder Name
Contact preference is the method by which the payment advice letter will be delivered to the vendor. Regardless of which preference selected, the format of the document itself is unchanged. The letter is formatted to be tri folded for a windowed envelope.
By default, the contact preference for all vendors is Letter. If you add a new vendor, their Contact Preference will be Letter.
Letter – Standard tri fold format for windowed envelope
Phone – This will print a comment on the upper portion of the payment letter that the vendor must be contacted by phone. The phone number will be printed within this comment for your convenience.
Fax - This will print a comment on the upper portion of the payment letter that the payment letter must be sent by fax. The phone number will be printed within this comment for your convenience.
Email – If RewardWorks has been configured to support email, the payment letter will automatically be attached to an email and sent to the vendor.
Autopay – This is used for vendors or suppliers that auto draft your credit card and send you a statement that they charged your card. A comment will be printed on the payment letter stating the vendor has already charged the credit card, do not send this payment letter. Autopay allows you to enter the expense under the originating vendor and then move the liability to the American Express liability account in your accounting system. The transaction will then appear in the RewardWorks reconciliation report for American Express.
Online – Upon paying a vendor with this contact preference, your web browser will launch and connect to the vendor’s web portal. A window will indicate the amount the vendor is due. If there are multiple vendors in the payment batch that are set for online payment, a separate tab will be opened for each.
To configure this setting, simply copy and paste the web URL of the vendor’s payment portal in the space provided when you select Online.
Some vendors may have terms or conditions when paying invoices with American Express. There is an
area within RewardWorks where this information is located and can prompt you when you attempt to pay them.
When paying a vendor that does have a condition, you will receive this prompt during the payment process:
There are three status levels for conditions:
Accepted – When you select Accept on the prompt during payment, your selected invoices will be paid.
Declined – When you select Declined on the prompt during payment, the vendor will be unselected as accepting American Express and their invoices will not be available to pay on the invoice screen.
Deferred – When you select Accept on the prompt during payment, the invoices for the vendor will be unselected. The vendor will remain as an American Express accepting vendor.