AVO with Payment Automation

Using Advanced Vendor Onboarding with Payment Automation

If you use Payment Automation, your onboarding forms can collect payment details directly from the vendor and pass them to Charted as a payment method. This removes the need to send a separate payee invitation or manually key in bank details.

Key concept: two onboarding paths

There are two ways to collect payment details from a vendor:

• Payee Onboarding doesn't require a separate package, but is less customizable.
• Advanced Vendor Onboarding requires separate configuration, but is highly customizable and allows ongoing data synchronization between NetSuite and Charted.

Work with your customer success or implementation manager to determine which path is right for you.

This section covers Advanced Vendor Onboarding. For Payee Onboarding, see Managing Payee Invitations.

Before You Start

• Ensure Payment Automation is enabled, and your business entity is verified, and funding source verified and linked.
• Your onboarding form includes a Charted Payment Method element (see below). These elements are added in the Advanced Form Builder and must be on the form before it is sent (guide).

Adding a Payment Method Element to Your Form

Two element types are available in the Advanced Form Builder:

Element type	Use it when
Charted Payment Method	You want the vendor to choose how they're paid. The vendor selects ACH or Check, and the form displays the fields for their selection.
Charted Payment Method (ACH Only)	You want to require ACH. The vendor is not offered a choice and must supply bank details.

What the Vendor Provides

If the vendor selects ACH, they must enter a routing number and account number that make up a valid US bank account, and check the authorization box:

By checking this box you agree to Our Terms of Service and Privacy Policy

Both are required. If the bank details are invalid or the box is unchecked, the form cannot be submitted.

If the vendor selects Check, a check payment method is created from the address they provide.

First Form Submission

The first time a vendor submits a form containing payment details:

1. Charted validates the details supplied.
2. A payment method is created and approved for the vendor.
3. The vendor is automatically imported into Charted as a payee.

Because the payee is created as part of this process, you do not need to import the vendor separately from the Import New Payees page, and you do not need to send a payee invitation.

A payment method captured on a vendor's first form submission is approved automatically in Charted, since the form approval process serves as the approval, and set as the payee's preferred payment method. It does not appear in the payment method approval queue. Only details submitted after the payee exists in Charted are queued for approval.

Syncing Payment Method Updates After the First Submission

Only a vendor's first form submission creates a payment method automatically. Details supplied on a later forms are applied to the NetSuite vendor record but do not reach Charted unless one of the following settings is turned on:

Setting	What it does
Sync ACH Payment Method Updates from AVO	ACH details submitted through onboarding forms flow to Charted as pending payment methods for already-imported payees.
Sync Check Payment Method Updates from AVO	Check details submitted through onboarding forms, and vendor address changes made on the NetSuite vendor record, flow to Charted as pending payment methods for already-imported payees.

To enable either setting, go to Charted Home > Settings > Payment Automation > Settings > General Settings and turn on the setting you need. Both settings apply to your entire Charted account, not to individual payees or forms.

Reviewing Synced Payment Methods

Payment methods created through these settings arrive as Pending and must be approved before they can be used. To review them, hover over Charted, then AP Automation, click the Home tab, and select Payment Methods in the left navigation.

Review and approve as you would any other pending payment method. For full steps, see Approving Payment Methods.

Approving check payment methods can override ACH

When Sync Check Payment Method Updates from AVO is on, any address change on a NetSuite vendor record creates a pending check payment method — including for payees you currently pay by ACH. Because the setting is account-wide, this applies to every payee that is already onboarded in Charted, not only vendors you are actively onboarding.

On the approval screen, Make this the payee's preferred payment upon approval is checked by default. If you approve the check payment method without clearing that checkbox, check replaces ACH as the payee's preferred payment method, and future bill payments for that payee will be issued as checks.

Until this behavior is changed in an upcoming release:

• Before approving a check payment method, confirm how the payee is currently paid and clear the Make this the payee's preferred payment upon approval checkbox unless you intend to switch them to check.

You can confirm or change a payee's preferred method at any time on the payee's payment method page. See Managing Preferred Payment Methods.