This article defines the process to 1) set up and manage AP Connect and 2) process and transmit payments between Sage Intacct and the Wells Fargo Payment Manager Service®.

Setup 

AP Connect files consolidate data from three sources to generate payment files in accordance with Wells Fargo specifications: 

1. Company Settings: attributes specific to your company, such as Wells Fargo customer ID, banking information, and additional data required for specific payment methods. These are captured in the AP Connect Setup view 
2. Vendor Data: receiving party details stored on the Sage Intacct vendor record, including contact info, payment preferences, and banking information 
3. Payment Details: information generated through the standard payment process, such as date, dollar amount, payment method, and associated invoices

AP Connect Setup

Once AP Connect is deployed, you will see AP Connect appear in the applications drop down from your Sage Intacct home screen. AP Connect Setup is located under AP Connect > AP Connect Setup

Click View or Edit to open AP Connect Setup.

Use the AP Connect Setup window to set up or edit AP Connect settings. Please see descriptions and rules for each field below.

• Customer 4-Letter Code: the code Wells Fargo provides each company.
• Entity 4-Letter Code: optional and will likely not be needed.
• Export Path: the location to save the export file
• Primary Contact Name: optional
• Primary Contact Email: optional 
• Primary Contact Phone: optional 
• Standard Entry Code (SEC): can be ARC, BOX, CCD, CCP, CTX, IAT, PPD, PPP, TEL or WEB
• Company ID: ACH Company ID
• Include Funding Transaction in Export
• Immediate Destination Checking Account
• Email Address for Funding Notification
• Security Question/Postal Code: Corporate ZIP Code
• Security PIN: If blank Vendor ID is used
• CEO Company ID: the company ID assigned by Wells Fargo for commercial credit card payments
• Master Account:
• Division ID: the division ID provided by Wells Fargo for CCR payments.
• Document Template Number: the Check Face Style ID provided by Wells Fargo. It identifies which check face to use for the check.
• US Delivery Code: the three-character mail code that defines the delivery information required to deliver US Checks. This code can also be identified at the vendor level if the vendor requires a different code from the global setting.
• International Delivery Code: the three-character mail code that defines the delivery information required to delivery checks with international addresses. This code can also be identified at the vendor level if the vendor requires a different code from the global setting.
• Include Remittance in Export: select this if billing detail should be included in the export file, in which case Wells Fargo will provide the remittances.
• Include Invoice Description: this is an option in the event you do not want the vendor to see the description from the invoice.
• Send this in PO Number: options are PO Number, Invoice Number or leave blank. This field can be used to reconcile reports from Wells Fargo with Intacct.
• Payment Manager Plus (PMP): an enhanced service provided by Wells Fargo. This service is also known as Enhanced Remittances.
• Payment Delivery Preferences (PDP): an enhanced service provided by Wells Fargo for ACH payments. This service provides the ability for vendors to enter and maintain their bank information on the Wells Fargo website, instead of maintaining the vendor’s bank information in Intacct.
• EDD Biller ID:
• Last Payment Record Number: do not change; used to prevent duplication in export

Vendor Information

AP Connect files pull data from your vendor records. When you navigate to Vendors within Accounts Payable, you will notice a new AP Connect tab. The preferred payment method is maintained in this window, along with the required information for each payment. 

Payment Process

The payment process will resemble the default Sage Intacct Process with one additional step:

1. Enter a bill
2. Pay Bills
3. Approve Bills
4. NEW STEP: Create an AP Connect file

This section outlines the Accounts Payable process with AP Connect, starting with Pay Bills. 

Pay Bills

To Pay Bills, open the Accounts Payable application and click Pay Bills.

In the Select Bills to Pay window, the Payment Method must be changed to Record Transfer to pay vendors that are to be included in the Wells Fargo Payment Manager export file. Select the Due Date Range and/or set a Vendor range. Select Apply Filter button.

The bills for vendors assigned to a Wells Fargo Payment Type are displayed in the Pay Bills window. Select the bills to pay and the amount to pay, then select Pay Now. In this case, we've selected an outstanding bill to Blue Cross for $9,000.

Review the results, and optionally enter a memo and document number, before clicking Save.

Approve Payments

If your organization has an approval workflow in place, you may need to approve the payment. Payments left unapproved will not be pulled into an AP Connect payment file.

Under applications, click on Approve Payments with the Accounts Payable application.

Here you will see the payment to Blue Cross for $9,000. Select and approve the payment. Once Approve is selected, the payment(s) will post. 

Generate AP Connect File

Once payments have been approved and posted, you are ready to generate an AP Connect file. To export and send a file to the Wells Fargo Payment Manager, click on AP Connect under the Applications dropdown, and select AP Connect File.

On the landing page, you will see a history of past AP Connect files. Click on New AP Connect File in the top right.

On the New AP Connect File page, click Save to create a new file.

In the AP Connect File window select the Retrieve New Payments button. Payments that meet the following criteria will be retrieved and saved to the new file record:

1. Payment Method is Record Transfer (aka EFT)
2. The Vendor has a Wells Fargo Payment Type assigned
3. The payment has not been saved in AP Connect previously.

Once this is complete, you will see our payment to Blue Cross appear in the AP Connect Payments table, where you can view a summary of the payment information. Note that the Payment Type has been updated from EFT to Domestic ACH, the preferred payment method selected on the Blue Cross vendor record. The AP Connect File Info window will also display of summary of payments included in the payment file, including number of payments and total amount.

When ready, click on Create Payment File.

If there are any validation errors, the Status will show as “Errors” and the missing information is listed in the Message field next to each payment. All errors must be resolved before the file can be generated. 

If there are no errors, the payment file will be generated successfully which is indicated by a "Export Complete" status. Select the File Link to open the file and save to your local computer. You will upload this file to the Wells Fargo Payment Center.

Here is a sneak peek at what the payment file looks like.

AP Connect History

Under AP Connect, the AP Connect File page will display a history of all AP Connect payment files along with details such as date, total payment amount, number of payments, and the user who initiated it.

AP Connect also includes additional reporting on payments processed through this workflow, which can be helpful for troubleshooting any errors or rejected payments sent to Wells Fargo. This window includes additional details for the payments, including:

• The Document/Check No for the payment with the following format:
  • ACH: <ACH Company ID>-<Auto-Incrementing Number> (ex: 123456-3753, 123456-3754). These values are stored on the AP Connect Set Up view.
  • Check Numbering: auto-incrementing numerical check numbers specific to each bank account. See the Check Printing tab on Checking Accounts in the Cash Management app
  • Wire & Commercial Credit Card: auto-incrementing numerical value matching payment record ID (unique payment identifier assigned by Intacct)
• A link to the posted payment record for easy access, reporting, and traceability