Automated Accounts Payable User Guide

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1 Automated Accounts Payable User Guide Free yourself for other important tasks and improve your office processes by using automated payments in GatewayLive. GatewayLive Server Requirements Minimum Recommended CPU Intel Core i5 or equivalent Intel XEON or faster Hard Disk 2GB free plus additional space for database(s) More than 4GB free plus additional space for database(s) RAM 4GB 8GB or more (equal size of database) Network Wired 100Mbit Wired 1Gbit or faster Internet 1 Operating System (32bit and 64bit) Download speed:1.5mb/s Upload speed: 256Kb/s Windows 7 Windows Server 2008 R2 SP2 Download speed:10mb/s Upload speed: 1.5Mb/s Windows 8 Windows Server 2012 SQL Server SQL Server Express 2008 R2 SP3 SQL Server Express 2014 with Filestream enabled 2 1) To ensure optimal performance when using third party scanning solutions with GatewayLive, you will require a reliable and fast Internet connection with download and upload speeds as noted. 2) We recommend that Filestream is enabled and the Filestream Conversion Wizard run on your SQL Express Database to ensure that you do not run into database size issues when using GatewayLive. Prerequisites Before you begin: Ensure your GatewayLive Database is configured for a Single-Trust (see page 2) Update GatewayLive to version 7.30 or later Install the Gateway Connect utility from MyConsole (see below) Ensure you have enabled Filestream on your GatewayLive SQL Server (if running SQL Express Edition) and have run the Filestream Conversion Wizard in GatewayLive Ensure Gateway user accounts meet password requirements (see page 5)

2 Important Information on Multi-Trust Databases In order to use the new Automated Accounts Payable feature in GatewayLive, your database must be configured to operate in Single-Trust mode. IMPORTANT NOTE: Multi-Trust databases are not supported with this integration and you will not be able to use Automated Accounts Payable with these databases. Please contact Console Support for information on how you can convert your multi-trust database to singletrust. To check if your database is configured for Single-Trust 1. Login to GatewayLive and the database you intend to use with Accounts Payable. 2. Click Transactions and then Accounts. 3. In the Accounts screen, if you see a single entry (e.g. Default ) in the list then you are operating in single-trust mode and will be able to continue with the rest of this guide. 4. If there are multiple entries in the list then you have multi-trust enabled in the database and will not be able to use the Accounts Payable feature until you have switched back to a single-trust. 2

3 Gateway Connect Gateway Connect is a utility that links your GatewayLive database to applications and services such as the LiveAgent Inspections, OnlineAgent Portal and other Console cloud services. To take advantage of the Account Payable Automation integration in GatewayLive, you must install Gateway Connect on your GatewayLive SQL server. IMPORTANT NOTE: If Gateway Connect is already installed on a workstation that is not the database server, please uninstall and reinstall it using the guide below. The How to Install and Configure Gateway Connect guide in MyConsole contains stepby-step instructions on installing Gateway Connect on your database server. After installation is complete and you have registered the database(s) that you wish to use with Automated Accounts Payable, please allow up to 15 minutes for data to sync to the Console data centre for the first time. Filestream Conversion Wizard GatewayLive can store images and documents (such as PDF invoices) relating to owners, properties or tenants directly in the database, negating the need for a separating filing system. As GatewayLive is shipped with Microsoft SQL Server Express Edition (2008 or later), given time the database can reach the 10GB SQL database size limit. The Filestream Conversion Wizard re-organises the way your file and image data is stored in your database by using a feature in Microsoft SQL Server called Filestream. When Filestream is enabled and the Filestream Conversion Wizard has been run, GatewayLive will keep files and images separately to your other data, reducing the overall size of your database and ensuring that file and images do not contribute towards the 10GB database size limit. IMPORTANT NOTE: If you are using Microsoft SQL Standard or Enterprise Edition, you do not need to run the Filestream Conversion Wizard as these versions do not have a 10GB database size limit. To check if your database has Filestream enabled 1. Login to GatewayLive and the database you intend to use with Accounts Payable. 2. Click File and select Database Properties. 3

4 3. Note the Filestream Size reported as shown below: 4. If the Filestream size is reported as Not Enabled and the database size is 8,000MB or higher, you will need to reorganise your database and files to free up additional space. Please refer to the Filestream Conversion Wizard guide for instructions on enabling Filestream and converting your database using the Filestream Conversion Wizard in GatewayLive. 5. If the Filestream Size is reported as a number (as shown below), this means you have Filestream enabled and can proceed with the next steps. 4

5 GatewayLive Password Requirements In order to use the Automated Accounts Payable feature in GatewayLive, all user accounts that will be used to login from the 3 rd party application (including the Administrator user) must have passwords configured in the database. To configure passwords for users in GatewayLive, follow the steps below for all users, starting with the Administrator. Note: The steps below must be repeated for all Gateway databases that will be using the Automated Accounts Payable feature. 1. Log out of GatewayLive and log back in as Administrator. 2. If the password is blank, a dialog box will appear prompting you to set a password. Click Yes to set a password now. 3. In the Change Password screen, enter a password, making sure to meet the password requirements noted below. 4. Click OK to save the new password and login to GatewayLive. 5

6 5. Go to Tools and the select Users and Profiles. 6. Repeat this for all users that do not have a password setup; double-click a username to open the user s profile screen. 7. Click Change Password 8. In the Change Password screen, enter the new password and ensure it meets the password requirements noted below. 9. Click OK twice to save the new password for this user and repeat this process for other users as required. 10. When complete, select File then Close to close the Users and Profiles screen. 6

7 Windows NT Authentication If you have NT Authentication enabled in GatewayLive, you will need to configure the online services password for each user. This password will be used when logging in with your GatewayLive username from third party applications. 1. Login to GatewayLive as a user that has Administrator access. 2. Go to Tools then Users and Profiles. 3. Double-click a username to open the user s profile screen. 4. Click Change Password 5. In the Change Password screen, enter the new password and ensure it meets the password requirements noted below. 6. Click OK twice to save the new password for this user and repeat this process for other users as needed. 7. When complete, select File and Close to close the Users and Profiles screen. 7

8 GatewayLive Creditor Setup Before you use a third party application (e.g. ScanAssist) to scan invoices electronically and send them to GatewayLive, you must ensure that all Creditors have been created in the Gateway database beforehand and have a default Dissection setup as shown below: 8

9 If you are scanning invoices for a Creditor whose preferred method of payment is BPAY, you will need to ensure that their BPAY Biller Code is entered in the General tab as shown below: Note: BPAY must be enabled in Tools -> Options -> EFT/BPAY for GatewayLive to create BPAY payments. 9

10 Processing Accounts Payable Invoices When creditor invoices are scanned using a third party Accounts Payable application such as ScanAssist, they are sent to GatewayLive for processing. To process them, follow the steps below. 1. From the main menu, select Transactions, then select Accounts Payable Invoices. Note: You must have Transactions -> Payments access on your user profile to open this screen. 2. The Accounts Payable Invoices dialog box will open. 10

11 3. Under the Invoices tab, a list of invoice batches will appear ready for processing. These batches are grouped by Creditor, and will display the number of invoices available for processing against each Creditor. Note: Depending on your internet connect speed, it may take several minutes for invoices to appear in this screen once they ve been scanned. You can use the Refresh button to update this list manually if required. 11

12 4. To process the invoices and automatically create payments in GatewayLive, click the Process button. 5. Payments in GatewayLive will be created as follows: 6. Creditors with payment method of Cheque or EFT 7. Journal Owners with sufficient funds 8. Pending Owners with insufficient funds 9. Creditors with payment method of BPAY 10. BPAY Owner with sufficient funds 11. BPAY Pending Owners with insufficient funds Note: BPAY payments will be processed only when BPAY information is available on the invoice and the BPAY Biller Code has been entered into the Creditors file. 12. A pop-up message will appear advising that processing a large number of invoices may take some time. Select Yes to continue. 12

13 13. GatewayLive will start creating payments for each invoice. Once completed, a summary will appear to show the number of payments that were successfully created, the number that were skipped and the number that failed: 14. When the processing is complete, all invoices will then be cleared from the Invoices screen. 13

14 15. If there were invoices that were Skipped, they will be available in the Invoices screen for processing again if possible. 16. By selecting the History tab, you can see all invoices that have been processed to date and additional details for each. 17. To view invoices processed on a particular day or date range, enter the dates within the Invoices Processed Between fields, then select Refresh to update the view. 18. Once done, Close the Accounts Payable Invoices dialog box. 14

15 19. To view the payments that were created, select Transactions from the main menu, then choose Payments. 20. A list of all Processed and Pending Payments will then appear. 15

16 21. Each payment will have the scanned invoice automatically attached to it for the Owner to receive with their next monthly statement. Right-click and Open 16