Importing Bill Payments from SAGE Accpac ERP into Telpay

Payables with Accpac ERP and Telpay
 
Setting up Your Billers in Sage Accpac ERP
 
Create a EFT payment code and assign EFT code to each biller:
To create the EFT payment code, go to: Accounts Payable > AP Setup > Payment Codes and create a payment code for Telpay payments.

Using a Payment Type of 'Other' ensures that your Sage AccPac ERP software knows that cheques are not going to be printed during AP payment processing.



For all billers who will be receiving electronic payments, change their Payment Code to 'EFT' as follows:
  • AP Vendors> Vendors> Processing Tab> Payment Code> EFT


Billers that use Customer Account Numbers

Some billers assign account numbers to their customers in order to properly allocate payments (e.g. telephone, utility, and credit card companies).  For these billers you must enter your customer account information under the Remit-To Location for each biller, alternatively this can be entered directly into Telpay for Business once the payments have been imported.
  • Go to A/P Vendors > Remit-To Locations > Find Vendor > New.
  • On the Remit-To Location field enter “EFT”.
  • On Address Line 4, enter YOUR CUSTOMER ACCOUNT # for that biller.


Create Payment Batch
 
Go to Accounts Payables > A\P Transactions > Create Payment Batch to generate a payment batch.  
 
Set 'Pay from Bank' to Telpay (or your Clearing Bank Account).

 
On the Criteria tab set the Payment Code range as From 'EFT' To 'EFT'.  This will select all of the billers whose default payment method is EFT. 

 
Note: Do not Post the AP Payment Batch until you have transmitted payment to Telpay.

Using the Telpay Interface with Sage Accpac ERP:
 
Once the Payment Batch has been created and is ready to be transmitted there are two ways to log into the Telpay EPayment Interface:
   
  • Double-click the Telpay EPayment Interface icon in Sage Accpac ERP. 
OR
  •  From Start Menu > All Programs > TelPay for Business > Telpay EFT Payments for Sage Accpac ERP.
 
Log in with the Sage Accpac ERP credentials of either the 'ADMIN' user or other Sage Accpac ERP user with equivalent rights.
 
Create a transmission file. Select or enter the batch number.  Only "Open” batches will be available.
 


Payment Type will populate with PY (for Payment batch), total amount will populate with the batch total from Sage Accpac ERP.  Verify that you have selected the correct batch. 
 
Set the Override Payment Due Date to 'No'.  Telpay for Business will process the payments according to the payment dates entered in Sage Accpac ERP
 
Note:  Telpay for Business will search the Output Directory for AP payment batch files.  To save files to a different location enter or browse to the new location (save settings). 
 
You will be presented with the following screen. Click 'OK' and Stop. 

 
Do not press either 'Yes' or 'No' until you have completed your transaction in Telpay for Business.



 
In Telpay for Business, click on “Import or Creating Payables Files”. Under “Telpay File Format” choose the file which was just created and click “Next Step”. 
 
 
In the top right corner the 'Accounts Payable' should be selected.  The payment file will appear, highlight the batch and click 'Next Step'.
 
 
Your payments will now appear.  Selected billers will appear in Telpay for Business as below.  You must configure each biller before submitting your payments to Telpay. To configure the biller, select the ‘Edit’ pencil as circled

 
The Import Biller screen will be displayed. The first step is to choose the classification/type of the biller you are paying.  Select the 'Find' button to search Telpay’s online biller list

 
Once you select 'Find', Telpay will either:
  1. Option 1) not find a match for the biller but, allow you to create your own biller and add it to the Telpay system. 
  2. Option 2) find a matching biller

Option 1) No Matching Biller found:
 
If no matching billers are found or they are not suitable, select ‘Create your own Biller’

 
 
  • Confirm the Biller Account No. for accuracy by re-entering it in the second box. If you have not made changes to the account number, simply click in the second box and the software will inform you that confirmation is not required
  • Enter in a fax number of email address
  • If you are creating a new biller, you may enter their banking information in the section provided at the bottom of the screen. This information is optional, but if you supply it, it ensures that your payment will be made electronically
  • Select 'OK' to confirm this biller. You will be returned to the File Review screen. Your biller will be highlighted in color to indicate that it has been configured

 
 
 
Option 2: Find a matching biller: 

If the search finds one or more matching billers, select the correct one by clicking on the appropriate biller name in the list. Additional details about the biller will be displayed. If the details are acceptable, select ‘Use this Biller’

 
 

After choosing ‘Create your own Biller’ or ‘Use this Biller’, the Biller Account No. should be verified. Accpac does not store vendor account numbers, therefore Telpay will automatically insert your biller’s phone number as the account number. We recommend that you override the phone number with your account number, if one has been assigned to you by your biller, to ensure that the biller can easily match your electronic payment to your account. Telpay for Business will use the account number that you enter for subsequent payment imports
  • Confirm the Biller Account No. for accuracy by re-entering it in the second box. If you have not made changes to the account number, simply click in the second box and the software will inform you that confirmation is not required
  • Enter in a fax number of email address
  • If you are creating a new biller, you may enter their banking information in the section provided at the bottom of the screen. This information is optional, but if you supply it, it ensures that your payment will be made electronically
  • Select 'OK' to confirm this biller. You will be returned to the File Review screen. Your biller will be highlighted in color to indicate that it has been configured

 
  • For billers who are individuals, you must enter their banking information in the space provided (it is not optional for paying individuals/funds transfers. Once the banking fields have been filled, the OK button will activate


Once you have configured all of your billers, select ‘Next’



Confirm the file contents and then select ‘Next’



Enter Authorized Officer’s password, or email for approval and then select ‘Send Payments’




You will be presented with the Funding screen. Choose your preferred funding option, and then select ‘Send Payments’



Once payments have been transmitted to Telpay, import your journal entry
 
  • Journal entry: Dr Clearing Account / Cr Bank
 
The path to your journal entry can be found on your transmission reports
 
Once your system has successfully connected to Telpay, you will receive a Transmission Report which you can print or continue. This report will be stored in the history of your Telpay for Business software



You will then be required to back up your system. Select a network drive or an external drive. Then select 'Backup'


 
Telpay will collect all of your vendor’s bank account information.  You can encourage your vendors to submit their banking details to Telpay by sending them a notification letter or email. We have prepared a template letter that has been used successfully by many customers to notify their Billers. 
 
Download the template Notify Your Suppliers letter and the blank Telpay Biller Information Form.  Modify the letter to suit your requirements. Send a letter with the Telpay Biller Information form to your vendors. 
Powered by Zendesk