Invoice Approval Sequence :.

An approval sequence ensures that all necessary users have reviewed and approved an invoice before it’s scheduled for payment.   To create the sequence, select a user and assign an approval level.  Members are allowed as many levels as needed and can have more than one user at each level.

Users in the approval sequence are notified via Email or a visual icon on the pending payables list that a transaction is ready for review.  Since all documents are exchanged electronically, Epay eliminates the need to exchange paper documents. 

Before creating an approval sequence, a member must create a user account for every employee to be placed in the sequence.  Please see the Add New User guide for more information.

Only those members who use Epay as an accounts payable system are required to setup an approval sequence.  Approval sequences are not required for members who only receive funds.

Create an Invoice Approval Sequence:

1. Login to www.epaymanager.com
2. Click Company
3. Click Approvals
4. From the drop down menu, select a User for the approval sequence
5. In the next column, select the Level for this user
6. Click Add
7. Repeat until all necessary users are in the approval sequence
8. When all users and levels are completed, click Save
9. If you need to make any revisions, delete the line item that is incorrect and Save again

Important Notes:

• Approval levels are in ascending order. 
• The level with the highest number is the final level before payment is scheduled.
• Users may appear on multiple levels of the same approval sequence.
• It is recommended that your company places more than one user per approval level to avoid problems when employees are away from the office.
• Changes to the approval sequence will result in all pending transactions being reset to the first level. This assures that all invoices not yet approved go through the current approval sequence.
• Any user at a higher approval level may override, or skip, the level(s) below their current level. 
• The first level will default to the user who originally registered the company.

Payment Terms List :.

The list of payment terms is where members may view the details of each payment grid currently available.  From this page, a user may add new terms, edit existing terms or delete an entire grid.  The terms listed on this page will be available to assign to any payee on the member’s payee list. 

Follow the instructions below to edit or delete a payment term grid:

Edit Payment Terms:

1. Login to www.epaymanager.com
2. Click Company
3. Click Payment Terms
4. Locate the grid you wish to edit and click Edit
5. The screen will now display two versions of the grid.  The top grid allows a user to make changes while the bottom grid retains a view of the current version for comparison. 
6. Click Delete to remove a single term from the grid.  Repeat as necessary.
7. In the blank text fields, enter each new term for the grid and click Add.  Repeat as necessary
8. Make any changes to the default term and settings for discounts expiring if necessary
9. Review all changes and compare to current payment terms.  Once satisfied, click Save
10. Changes are saved and the user is returned to the Payment Terms list

Delete Payment Terms:

1. Login to www.epaymanager.com
2. Click Company
3. Click Payment Terms
4. Locate the grid you wish to delete and click Delete
5. A screen will appear asking the user to confirm the deletion of the payment term grid.  Click Continue to confirm the deletion or click Back to cancel the deletion.
6. Payment Terms are deleted and the user is returned to the Payment Terms list

Important Notes:

• If any payee is currently assigned to the terms that are being deleted, a page will display a link to view a list of those companies.  In order to complete the deletion of that payment term, a user must assign a new set of payment terms to each of those payees.
• Providing discounted payment terms is an option to members.  Only standard, non-discounted terms are required.
• Asterisks on the list denote the default term for each grid.
• The best payment term grids are designed to benefit both the shipper and the carrier.  If discounts are excessive, they may be counter productive to carrier relationships. Most successful grids average 1-2% for 10 day payment.
• Payment terms may be edited at any time by the payer, but the changes will only affect those transactions that have not yet been created. 
• Payment terms are assigned to a specific carrier or group of carriers so that each member may only view the terms currently offered to them.
• New transactions use the default term assigned to the carrier.  The carrier has the option to select new payment terms prior to invoicing.
• Payment terms are equal to the number of days from invoicing that the payer has to approve and pay a transaction.  It does notrefer to the date funds are credited to the carrier’s bank account.
• Payment terms do not begin until the invoice is sent.  Payment terms are calculated as the last business day within the number of calendar days allotted by the terms.  For example, thirty day terms will default to the closest business day to the 30th day from the invoice date. 
• Zero day pay is the fastest option that may be entered.  It requires a quick response from the payer in order to collect the discount offered.  The payer agrees to approve the invoice prior to 2 PM CT the same day the invoice is submitted, for payment (debit) the following business day.  It’s up to the companies involved to allow a fair amount of time between submitting and approving.

Add New Payment Terms :.

This feature of Epay is designed to allow members to offer customized grids, each containing multiple payment options, to their carriers.  By pre-determining the required discounts for early release of funds, companies can take control of payables in a completely new manner. 

To create a pay term grid, first determine your cost of funds.  This may be the daily cost of a line of credit or the lost opportunity of investing cash.  Then, add an interest factor to this cost that will be sufficient to induce your company to release funds early and be acceptable to your carriers.

Once these factors have been determined, a grid may be created using the following steps:

Add Payment Terms:

1. Login to www.epaymanager.com
2. Click Company
3. Click Payment Terms
4. Click Add New Payment Terms
5. Follow instructions for Step 1 to name the grid and set conditions
6. Click Continue to proceed to Step 2
7. Enter the number of days to associate with standard, non-discounted terms (i.e. 30 days, 0%)
8. Click Add
9. Add additional discount terms (i.e. 10 days, 2%)
10. Click Add
11. Repeat Steps 9-10 as necessary to complete the grid
12. Choose a default term that will be offered to any carrier assigned to these terms
13. Click Continue to proceed to Step 3
14. Review the grid for accuracy and click Continue to save

Important Notes:

• Providing discounted payment terms is an option to members.  Only standard, non-discounted terms are required.
• The days associated with each discount correspond to the time that the payer has to approve the invoice.  Example:  One day pay means the payer has one full business day to approve the invoice before losing the discount.  It does not mean that funds will be credited that same day.
• Zero day pay is the fastest option that may be entered.  It requires a quick response from the payer in order to collect the discount offered.  The payer agrees to approve the invoice prior to 2 PM CT the same day the invoice is submitted, for payment (debit) the following business day.  It is up to the companies involved to allow a fair amount of time between submitting and approving.
• The best payment term grids are designed to benefit both the shipper and the carrier.  If discounts are excessive, they may be counter productive to carrier relationships. Most successful grids average of 1-2% for 10 day payment.
• Payment terms may be edited at any time by the payer, but the changes will only affect those transactions that have not yet been created. 
• Payment terms are assigned to a specific carrier or group of carriers so that each payee may only view the terms currently offered to them.
• New transactions use the default term assigned to the carrier.  The carrier has the option to select new payment terms prior to invoicing.
• Each payer will have a payment term grid assigned as a default.  This grid will automatically be assigned to the company’s payees, unless modified.
• Epay Manager takes no position on any payment term and provides the tools necessary for a company to create, manage and utilize multiple terms.

Fee Terms List :.

The fee term list is where members may view the details of each set of fee terms that are currently being used.  From this list, a user may add new terms and edit or delete existing terms.  The terms listed on this page will be available to assign to any payee on the member’s payee list. 

Follow the instructions below to edit or delete a fee term:

Edit Fee Terms:

1. Login to www.epaymanager.com
2. Click Company
3. Click Fees
4. Locate the term you wish to edit and click Edit
5. Make the desired changes to the fee criteria
6. Review all changes, click Save
7. Changes are saved and the user is returned to the Fee Terms list

Delete Payment Terms:

1. Login to www.epaymanager.com
2. Click Company
3. Click Fees
4. Locate the term you want to delete and click Delete
5. A screen will appear asking the user to confirm the deletion of this fee term.  Click Continue to confirm the deletion or click Back to cancel the deletion.
6. The fee terms is deleted and the user is returned to the Fee Terms list

Important Notes:

• The transaction fee assigned to the member is displayed in the top left corner of the page.
• If any payee is currently assigned to the terms that are being deleted, a page will display a link to view a list of those companies.  In order to complete the deletion of that fee term, a user must assign a new set of fee terms to each of those payees.
• Fee terms may be edited at any time by the payer, but the changes will only affect those transactions that have not yet been created. 
• Fee terms are assigned to a specific payee or group of payees so that each member may have a different fee relationship with the payer.

Add Fee Terms :.

In most cases, the only fee for using Epay Manager is a single transaction fee that is charged for every successful payment processed through the system.  The allocation of the transaction fee is decided by the payer.  Each fee term defines how the fee is split between the parties.  Members are allowed to have as many different fee terms as necessary and can assign each term to a specific carrier or group of carriers. 

Below are instructions on how to create a set of fee terms.

Add Fee Terms:

1. Login to www.epaymanager.com
2. Click Company
3. Click Fees
4. Click Add New Fee Terms
5. Enter the name of the new fee term in Step 1
6. Enter the percentage the other party will pay in Step 2
7. Review the criteria and either click Cancel or Save in Step 3
8. Click Save to create the fee terms and return to the list of fee terms

Important Notes:

• Fee criteria define the portion of the transaction fee that is paid by the carrier. 
• Fees are split from a total of 100%.  If a user enters criteria for the carrier to pay 75% of the fee, then the user’s company will pay the remaining 25%.  For example, a $3.00 transaction fee would be split so the carrier pays $2.25, and the payer pays $0.75.
• A member is permitted to have as many different fee terms as necessary and a different fee term may be applied to every carrier paid through this system.
• The initial default on any new fee term is to have the carrier pay 0%, which means the entire fee is paid by the payer.
• Once a new default is set, all new payees will be assigned that fee term unless modified.

Payee List :.

The payee list displays the preferences for all Epay members that are permitted to submit invoices to the payer.   A member is allowed to have as many companies on the payee list as necessary.  Carriers are added to the payee list either automatically at registration or manually when the payer selects from a global list of Epay members.  This list displays the name of the company, assigned payment and fee terms, current status and links to edit or delete each payee’s profile. 

Follow the instructions below to edit or delete a payee’s profile:

Edit Payee Profile:

1. Login to www.epaymanager.com
2. Click Company
3. Click Payee List
4. Locate the payee you wish to edit and click Edit
5. The payee’s profile will be displayed and allows the user to Select New payment terms, fee terms, bank account, and turn on/off auto invoicing and approving, or change the company’s status.
6. Make any necessary changes to the payee’s profile and return to the payee list.

Delete Payee Profile:

1. Login to www.epaymanager.com
2. Click Company
3. Click Payee List
4. Locate the payee you wish to delete and click Delete
5. A screen will appear asking the user to confirm the deletion of this payee. Click Continue to confirm the deletion or click Back to cancel the deletion.
6. The payee is deleted and the user is returned to the payee list.

Important Notes:

• The payee list may be sorted by company name, payment terms and current status by clicking on any of the column headers. 
• The list is divided into pages of twenty-five companies each for optimal page loading speed.  The orange numbers located above and below each list denote the total number of pages and the current page.  All sorts include data across all pages.
• The user may view the payee’s profile at any time by clicking the name of the company they wish to view.
• All companies that need to invoice the payer must be on the payee list before invoicing.  The list gives the payee permission to submit invoices and designates specific billing preferences.
• Specific payment or fee terms cannot be edited from the payee’s profile because they may be assigned to more than one payee.  The list provides the ability to select new payment or fee terms only.  All changes to a payment or fee term must be done from the main list of terms.
• From the payee profile, the payer may elect to set the payee to auto approve status.  If this status is on, any invoice submitted by the payee will automatically be approved for payment, bypassing the approval sequence of the payer.
• From the payee profile, the payer may elect to set the payee to auto invoice status.  If this status is on, any transaction created by the payer will automatically be invoiced from the payee, bypassing the requirement for the payee to review and accept the invoice.
• A user may deactivate a payee directly from the list by clicking on the status link.  This will reverse the current status.  (Example: Clicking on Active will change the status to Inactive)

Add New Payee :.

Adding a new payee to the payee list allows the payer to create a billing profile for that specific company.  The member can designate specific preferences and defaults for payment terms, fee terms, bank accounts and company status. 

Any company electing to make or receive payment must be a member of Epay Manager.  Any company wishing to submit an invoice to any other member must be on that member’s payee list. Companies are added to the payee list in one of two ways. 

Follow the instructions below to add a new payee:

Option 1 – Carrier Automatically Added to Payee List:

If a carrier is not a member of Epay Manager, the payer may extend an invitation to register.  During the registration process, carriers will have the option of selecting the payers they wish to notify.  As soon as registration is completed, an email is automatically sent to each of the payer’s contacts and users to inform them of the registration.  The carrier is also automatically added to the payee list of each member selected.

Option 2 – Carrier Manually Added to Payee List:

1. Login to www.epaymanager.com
2. Click Company
3. Click Payee List
4. Click Add New Payee
5. A search field will be displayed.  Type in the name of the company you are looking for (or a few letters) and click Continue.
6. Locate the company(s) you wish to add to the payee list and click the corresponding Select box or check the box of each carrier you wish to add.
7. The user will now view the default profile for the payee and may select new payment and fee terms
8. Once changes are made and the user is satisfied, return to the Payee List

Important Notes:

• If the search does not yield the company the user is looking for, that company may not be a registered member of Epay Manager.  Before adding the company to the payee list, the payer must first contact the other company and request registration.
• The company search will only display matching companies that are currently active and approved members of Epay Manager.
• When a new payee is selected, that company will be assigned the default payment and fee terms as set by the payer.  Other terms may be assigned at the discretion of the payer.  This ensures that all companies on the payee list have a set of payment and fee terms.
• Searches can be widened by only typing a few letters of the company’s name that is being searched.  This can help in cases where a company may use initials or abbreviations in the company name.

Addresses :.

The address feature allows a company to customize the bill to address of each electronic invoice.  Each address can be assigned to a user. 

Create an Address:

1. Login to www.epaymanager.com
2. Click Company
3. Click Addresses
4. Click Add New Address
5. Fill out the required information
6. Click Continue

Important Notes:

• The address database must be created before it can be assigned to a particular user.
• The address assigned to a specific user will appear on all invoices and rate agreements created by that user.

User Accounts :.

Members are allowed as many user licenses as needed and it’s strongly recommended that every employee who uses the system has their own username. 

For security purposes, we do not store any of your passwords online.  All passwords are encrypted on our servers to ensure the highest level of protection for your data.  Epay provides each new user with a temporary password that requires the user to change it to something unique. 

User information is stored on a list in the Company section of the website.  From this page, you can view a list of users, send passwords and view details of any user.

Create a User Account:

1. Login to www.epaymanager.com
2. Click Company
3. Click Users
4. Click Add New User
5. Fill out the required information
6. Click Continue
7. The new user will receive an Email with a username and a temporary password
8. Login using the temporary password
9. Enter a new password, known only to the user and click Continue

Edit a User Account:

1. Login to www.epaymanager.com
2. Click Company
3. Click Users
4. Click Edit
5. Make the required changes and click Continue

Important Notes:

• Usernames cannot contain special characters or spaces.
• Each user must have a unique Email address.
• The user is assigned an address from the address database so that each transaction they create will display the correct office information.
• Users can be assigned different permissions based on expected activity.
• User accounts may be disabled at any time by clicking Disable from the user list.
• If a user forgets their password, a new one can be sent from the user list by clicking Send Password or by clicking the Forgot Password link from the homepage.
• Temporary passwords are always sent to the Email address in the user database.  If Email addresses change, make sure to update the user database. 
• The default address used for all users is the main address entered when the company registered.

User Options :.

There are several custom settings that each user may adjust to make their Epay Manager experience more user friendly.  This section allows each user to assign a default start page, adjust their refresh rate and set email preferences. 

The options set by each user will only affect that user’s account.  Each user in the company can set their own preferences that will make sense for their own department.  To view and edit your system options, please follow the instructions below.

Edit User Options:

1. Login to www.epaymanager.com
2. Click Options, the tab located just below the Epay Manager logo
3. Review and choose Login Options
4. Review and choose Email Options
5. Review and choose Refresh Options
6. Click Continue

Important Notes:

• The default start page is a blank page.  You may change it to any of the pages listed in the drop down menu.  This option loads the selected page each time you login.
• The default refresh option is to never refresh.  You may change this so that your lists automatically refresh anywhere from 2 to 60 minutes.  
• The default email option is set to receive all emails.  Each user may turn off any or all of the email options.
• If the ability to refresh is turned on, all lists will automatically refresh on the given interval.  This option should only be used by those who do not approve invoices.  Automated refreshing may cause you to lose your place when batch approving.

Change Password :.

Users may change their password at any time.  It is strongly recommended that all users change their passwords on a periodic basis to protect the integrity of their login. 

To change your password, follow the instructions below:

Change Password:

1. Login to www.epaymanager.com
2. Click Company
3. Click Password
4. Type in your Current Password, (case sensitive)
5. Type in your New Password, (case sensitive)
6. Re-enter the New Password for confirmation of accuracy
7. Choose a password Question and Answer that may be used if you have difficulty logging in
8. Click Continue and your new password will be activated

Important Notes:

• This feature is used when the user knows their current password and wants to reset it.  If the user has forgotten their password, the user will need to follow the instructions on the home page for retrieving a new password.

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