Remittance Advice automatically notifies suppliers/vendors when you pay their Bills through ApprovalMax Pay.
The supplier/vendor receives an email with a PDF summary showing the payment amount and the Bills included in the payment.
Please note: Remittance Advice is available for Xero-connected Organisations for payments made via Wallets or Open Banking, and for QuickBooks Online-connected Organisations for payments made via Wallets. It's not currently available for payments made via Airwallex.
How to enable Remittance Advice
Remittance Advice can be enabled or disabled at both the workflow and supplier/vendor level.
Both settings must be enabled for Remittance Advice to be sent.
If Remittance Advice is disabled for the Batch Payment workflow, it won't be sent to any suppliers/vendors paid through that workflow. If it's disabled for an individual supplier/vendor, they won't receive Remittance Advice regardless of the workflow setting.
1. Workflow level:
In the Batch Payment workflow settings, an Administrator or Workflow Manager can set the Remittance Advice Status.
Click the gear icon to open the workflow settings.
In the Remittance advice tab, choose On or Off, then click Save changes.
Please note: This setting applies to all payments made through the workflow and is turned on by default.
2. Supplier/Vendor level:
On the supplier's Contact/Vendor Details page, an Administrator can set the supplier/vendor's remittance status and add email recipients.
Go to Contact/Vendor details under Workflows and settings, and select a supplier/vendor. Open the Remittance advice tab.
Use the Include this contact in remittance advice toggle to enable or disable Remittance Advice for that supplier/vendor.
Please note: This setting is also turned on by default and allows Remittance Advice to be turned off for an individual supplier/vendor without removing their saved email addresses.
How to add Remittance Advice recipients
Remittance Advice recipients are configured for each supplier/vendor on the Contact/Vendor Details page, under the Remittance address tab.
To start, click on +Add recipients.
In the pop-up, you can add recipients in one of two ways:
1. Sync addresses from your accounting system
You can import email addresses directly from your accounting system.
For Xero
Click Sync with Xero to import the supplier's primary email address, as well as the email addresses of any additional people on the contact in Xero.
Review and select the imported addresses to include. By default, all imported addresses are chosen; simply uncheck any you wish to exclude before clicking on Save.
The selected addresses are then displayed as the supplier's Remittance Advice recipients. This is a one-time sync, so changes made to the supplier's email address in Xero aren't automatically reflected in ApprovalMax. Click on Edit to run the sync again to import any updates.
For QuickBooks Online
Click Sync with QuickBooks Online to import the vendor's primary email address from QuickBooks Online.
The imported address is selected by default and added to the To field. Simply uncheck any you wish to exclude before clicking on Save.
The selected address is then displayed as the vendor's Remittance Advice recipient. This is a one-time sync, so changes made to the vendor's email address in QuickBooks Online aren't automatically reflected in ApprovalMax. Click Edit to run the sync again to import any updates.
2. Enter addresses manually
Whichever accounting system you use, you can also manually enter as many addresses as you need.
Enter the supplier/vendors’ email address or addresses in the To field. Add any additional recipients in Cc if needed, then click Save.
Please note: At least one To address is required before you can add a Cc address.
The addresses are then saved locally in ApprovalMax and are not synced with your accounting system (Xero or QuickBooks Online).
Synced and manually entered addresses can be used simultaneously.
Add addresses from a Batch Payment
You can also review or add a supplier/vendor's Remittance Advice recipients directly from the Remittance Advice column in a Batch Payment request.
Administrators and Organisation Owners can edit the addresses; for other roles, the addresses are read-only.
Addresses can be edited until the payment is submitted to the bank. Once paid, the Remittance Advice column in the request becomes read-only and shows the recipients to whom the advice was sent.
Any changes to the recipients made in a Batch Payment are saved for that supplier/vendor and will apply to future payments.
Please note: When a supplier/vendor's Remittance Advice addresses or Status are changed, ApprovalMax sends a summary email to all active Administrators and Organisation Owners. If multiple changes are made within a short period, they're grouped into a single summary email.
What's included in a Remittance Advice email?
Each Remittance Advice email includes a PDF with:
The paying Organisation's name and payment date
The total amount paid and payment reference
A breakdown of the Bills included in the payment, including the Bill number, date, amount and remaining balance
When is Remittance Advice sent?
Remittance Advice is sent once the Batch Payment request enters Processing status, using the recipient addresses saved for each supplier/vendor at that point.
Each supplier/vendor gets one Remittance Advice email per payment, covering all Bills paid in that batch. If a payment includes multiple currencies, a separate Remittance Advice is sent for each currency.
If a payment fails and is retried, a new Remittance Advice is sent when the payment is resubmitted to the bank.
When Remittance Advice is sent, an entry is added to the Batch Payment request's audit trail showing which supplier/vendor received it.
For payments to multiple suppliers/vendors, the audit trail entry shows the number of suppliers/vendors and Bills included in the Remittance Advice emails.
Please note: Remittance Advice emails are sent from a no-reply address, so replies aren't monitored.