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ePayables

ePayables. 2012 Commonwealth of Virginia Annual Card Summit Department of Accounts Amy Butler Helen Dickinson. Agenda. What are Electronic Payments (ePayables)? How does the COV ePayables Program work? How much does it cost? What are the benefits? Q&A. ePayables Summary.

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ePayables

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  1. ePayables 2012 Commonwealth of Virginia Annual Card Summit Department of Accounts Amy Butler Helen Dickinson

  2. Agenda • What are Electronic Payments (ePayables)? • How does the COV ePayables Program work? • How much does it cost? • What are the benefits? • Q&A

  3. ePayables Summary • Bank of America solution implemented by DOA • Managed separately from Purchasing Card Program • Process Accounts Payable payments to vendors via credit card 14 days before due date.

  4. ePayables How does the ePayables Program work?

  5. ePayables - Vendor Edit Table

  6. ePayables Check Number

  7. ePayables–How does it work? • Vendors each have their own credit card # with zero balance • Works receives payment file • Cards are funded with authorized invoice amounts • Remittance emails are sent notifying vendors to process

  8. Remittance Advice Email Original Payment Notification Date: 03/01/2012  Commonwealth of Virginia Agency: 000-VA DEPARTMENT OF TESTING  Vendor Payment Reference: P1234567  Vendor Name: TESTCOMPANY INC  Charge Amount: $13,388.76 Card Number Ending In: 0123 Name on card: TESTCOMPANY INC Billing Address: 101 N 14th St Richmond VA 23219 To receive payment for the invoice(s) below, please draft the total amount of $13,388.76 AS A SINGLE TRANSACTION on your dedicated credit card with the account ending in 0123. INV DATE INVOICE NBR CUSTOMER ACCT# INVOICE AMT OFFSET AMT NET PAID AMT Invoice Description Voucher --------------------------------------------------------------------- ---------------------------------------------------------------------------------------------- 2012-01-12 027110 $13,388.76 $13,388.76 $13,388.76 MAINTENANCE SUPPORT 0022111 ------------ TOTAL: $13,388.76 Please refer questions regarding the processing of this payment to our eCommerce department at ecommerce@doa.virginia.gov or call 804-692-0473. Thank You, Department of Accounts COMMONWEALTH OF VIRGINIA

  9. ePayables Cost to Participate • DOA does not charge a fee to vendors that participate. • Vendor’s merchant fees for these transactions still apply.

  10. ePayable Benefits • Enhances cash flow • Increases efficiency • Less exception handling • Increased security • Going green • Commonwealth regains lost rebate opportunities • No change to current invoicing procedures

  11. Questions • Q & A

  12. ePayables Contact Information ePayables Contact Information: Department of Accounts eCommerce Hotline: (804) 692-0473 Email: eCommerce@DOA.Virginia.Gov

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