About vendor payment notifications

Vendor payment notifications are emails that let vendors know when you’ve paid them. Notifications can include payment details, a PDF copy of the payment, or both, depending on your Accounts Payable configuration.

Payment notifications help vendors identify payments and give them contact information if they have questions.

When notifications are sent

Sage Intacct sends vendor payment notifications after payments are confirmed to the General Ledger. You can also send payment notifications after the payment has been posted.

For standard ACH payments and checks, notifications are sent after you generate the payment file or print checks and then confirm the payments.

Who receives notifications

Vendor payment notifications are sent to the email address for the Pay-to contact of the vendor. If the Pay-to contact is set to Same as vendor, Sage Intacct uses the email address on the vendor record. If another Pay-to contact is selected, Sage Intacct uses the email address on that contact record.

If your company is configured to include secondary email contacts in automatic payment notifications, Sage Intacct can also send automatic notifications to the secondary email address for the Pay-to contact.

Who notifications are sent from

The contact used as the sender depends on how payment notifications are configured.

Depending on your payment approval setup, you might have configured payment notification emails to be sent from a designated contact. However, when selecting bills for payment, users can select a different contact in the Send payment notifications from field.

Payment notifications can be sent from the following sources:

  • The user who selects bills for payment

  • A specific contact selected during payment processing

  • A designated contact used for all payment notifications, if payment approvals are enabled

The selected contact appears as the sender and reply-to contact in the notification email.

What’s included in notifications

By default, vendor payment notifications include a PDF with the same information as a printed payment copy.

  • Include the payment copy PDF

  • Include payment details directly in the email

  • Include both the PDF and payment details

  • Exclude the PDF

  • Bill number of included bills

  • Bill creation date

  • Reference number

  • Total billed

  • Amount outstanding

  • Discounts applied

  • Credits and advances applied

  • Payment amount

How vendors can identify payment notification emails

The greeting of the notification email uses the Print as name for the vendor. The company name depends on where the payment is issued:

  • If the payment is issued from the top level, the email uses the company name from the Company Information page.

  • If the payment is issued from an entity, the email uses the Print as name for the entity.

Notes about recipient and sender information

The recipient name and email address come from the Pay-to contact. If the vendor does not have a Pay-to contact, Sage Intacct uses the email address and Print as name from the first tab of the vendor record.