The Vendor Management page is where you can invite vendors, add ACH details, and see the contact and remittance information for all of your vendors.
Vendor Management Overview
This table has a number of fields, allowing you to see a snapshot of vendor details, and potentially take further actions.
Vendor Management Fields
Vendor ID: The Vic.ai ID assigned to your vendor for your company
Vendor: The vendor's name
Click the arrows to Sort By this field
Network Status: The status of whether a vendor has onboarded to VicPay
Not Connected: No outstanding vendor invitation
Pending: Existing vendor invitation sent - not yet onboarded
Connected: Vendor has onboarded to VicPay, and created/been linked to their Global Vendor Record
Payment Method: The payment method a vendor selected for payment
Check
ACH
Virtual Card
A yellow warning sign, ⚠️, indicates that the Vendor has onboarded but skipped selecting a payment method. They're using the payment method they originally had on file prior to VicPay.
Added On: The date that a vendor was added to VicPay
Click the arrows to Sort By this field
Search Bar
The search bar can be used to search for the Vendor ID or Vendor Name.
Download Button
This will download a CSV report of your current vendor information in VicPay which includes a number of fields, primarily related to address, remittance email address, contact information, payment method, and connection status to a global vendor.
Vendor Interaction
After finding the vendor you wish to interact with, click on their row. A right side bar will appear with details about the vendor. This includes the contact information for their Accounts Receivable, chosen Payment Method, and business address.
Inviting/Resending Onboarding Invitations to Vendors
For Not Connected or Pending vendors, on the Payment Method section, there is a button to Send/Resend Invitation.
Steps:
Find the vendor and click it
Click Find Vendor in Network button
Click the Invite Vendor button
Enter the invitation details and click Invite Vendor
Name*
Email*
Must be same as existing remittance email address
Phone
Message
This will appear in the body of the invitation to VicPay
You can only send invitations to the same email domain as the remittance email address. If you need to send to a different email address, please contact Vic.ai Support.
Adding ACH Details
You can add or replace existing ACH details for vendors that have not completed onboarding to VicPay - aka if they're in a Not Connected or Pending status. Once they are connected, the Vendor will manage their details themselves.
Steps:
No ACH details: Click the grey rectangle that contains has Add ACH Account
Existing ACH Details: Click the three dots, and then Update Account DetailsNote, for security reasons, you won't see the existing details other than the last 4 digits on , and will instead see a fresh entry screen.
Enter in the details and click the Save button
Account Holder Name: Display field if there is a name for this account
Routing Number*: Required field. Make sure to use the ACH routing number, as some institutions may differ between ACH and wire
Account Number*: Required field
Description: Information about the account
Reminder: If you enter ACH details for a vendor who has not completed onboarding, ensure the information is accurate. Payments made using customer-provided details are the customer’s responsibility.