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Sharing Invoice Payment Information with Vendors

If your TeamConnect invoices are updated with payment information from a custom accounts payable (AP) system integration, you can share invoice payment information with your vendors. In this case, as soon as your invoice record is updated with a payment from your AP system, your vendors will be notified that the invoice is paid, and can view the payments details that you selected to share.

If your payment information is stored as detail fields at the top level category, Invoice, on the invoice record and uses the required field types, you can share the following payment data with your vendors:

  • Payment Amount (requires that the field type is Number)
  • Payment Date (requires that the field type is Date)
  • Check Number (requires that the field type is Text)
  • PO Number (requires that the field type is Text)

Important: These invoice payment fields must not have any default values (including 0). Otherwise, the default value will be sent to your vendors instead of the correct value. Your TeamConnect administrator should verify that these fields have no default values.

If you store your payments in another area or format, you may need to create additional fields on the invoice record and determine how best to populate the fields with payment data. For example, you could build a rule for transferring payment data to the fields.

To share invoice payment information with vendors

  1. From CSM Settings, click the Information Sharing link from the left pane.
  2. Select the Share payment information with vendors check box.
  3. Specify the data you want to share by selecting the corresponding Share check box.
  4. From the Invoice Field Name drop-down list, select the name of the field used to store this info in your system.
    The drop-down lists only show the current custom fields of the specified formats found under the Root invoice category. For example, the Payment Date field shows all the custom date fields with the invoice Root category.
  5. Select one of the following options from the Payment Currency drop-down list to indicate how you your foreign invoices are paid:
    • System Currency—Indicates that all your invoices are paid in your default system (home) currency. For example, if your home currency is USD then CSM will assume that all your foreign invoices are also paid in USD.
    • Invoice Currency—Indicates that your invoices are paid in the currency in which they are submitted. For example, if your home currency is USD then CSM will assume that invoices from a Canadian law firm will be paid in Canadian dollars while invoices from your US firms will be paid in USD.
  6. Click a save option.

All custom invoice fields that display in the Invoice Payment Field drop-down lists are restricted to the top level category, Invoice. If any of the following apply to your custom fields for payment information, you may need to contact Mitratech Support or Client Services for data conversion assistance:

  • Payment information is stored in custom fields defined for a TeamConnect object other than Invoice
  • Payment information is stored in Invoice custom fields associated with a category other than Root
  • Payment information is stored in custom fields with defined types other than:
    • Payment Amount (requires that the field type is Number)
    • Payment Date (requires that the field type is Date)
    • Check Number (requires that the field type is Text)
    • PO Number (requires that the field type is Text)
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