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CSI VCard integration [in-depth guide]

Workamajig is happy to have partnered with CSI globalVCard to integrate a new & easy way to manage payments. CSI globalVCard is a leading provider of innovative corporate payment solutions that include virtual card & mobile payment technologies. (Learn more about virtual card payments.) Whether we deliver your B2B payments through our SaaS platform or mobile application, you can be assured that your financial data is secure and facilitated by CSI–a trusted leader in the industry.

For more information and support on this feature, please visit https://www.corporatespending.com.

Guide contents: Overview | System setup | Vendor setup | First run | Pre-funding | Workflow | Troubleshooting

Overview

Use the following notes to set up your CSI integration and for guidance on how to use it in Workamajig.

Besides following the instructions in these notes, you can also reach out to CSI sales at LSanson@corporatespending.com or Workamajig support at support@workamajig.com.

You can also refer to our webinar for further help.

NOTES:

  • Be sure you can access your CSI dashboard, as that is the login credentials you will need to enter in Workamajig.
  • You can access the PrintChecks and Batch screens from the Today purchasing page.
  • Your accounting controller must be involved in this setup & workflow process.
  • If you are asked to provide payment history by CSI, you can do this by going to Today purchasing > Views > Payments, and then by modifying the report view, to include any additional columns & filter for the desired payment date range.
  • Additionally, you can email support@workamajig.com for further assistance with modifying reports in Workamajig for this purpose.

System setup

GL accounts > New account

NOTE: This level of setup is typically completed for you prior to any training.

Create a GL account to act as the VCard clearing account.

Go to Menu > Admin/manager > System setup > GL accounts.

  • Click Insert row to add a new account.
  • For the Account type use 'bank account' (this will act as the VCard clearing account for this accounting process in Workamajig).

NOTE: New bank accounts default with a number sequence starting at 0, however, you can adjust the starting number to match your current sequence. Please speak with your VCard rep as they may ask you to do a test run first.

Connections > Credit cards

Go to Menu > Admin/manager > System setup > Connections > Credit cards.

  • Under vCard setup, add your username, password & customer ID that is provided to you by CSI globalVCard.
  • Click Test connection to verify the correct credentials have been entered.
  • Be sure you have signed into the CSI dashboard prior to this as well, since their site may ask you to update your password.

NOTE: Must be populated with valid credentials to work. Also, these credentials expire every 60 days from CSI, so make sure to visit this setup page to update at that time.

Print checks > System settings

Go to Menu > Today purchasing > Checks to print.

In case you have no checks to print, the direct URL to the Print check screen is:
https://appXX.workamajig.com/platinum/?aid=purchasing.payments.list

  • From the Print checks screen, click on System settings.
  • Check the option for Use CSI VCard.
  • Save.

NOTE: Do not check Use CSI test site. This is used for Workamajig support to troubleshoot & test only.

Vendor setup

Updating vendors individually

Go to Purchasing > Vendors.

  • Locate and click on the desired vendor record.
  • Click on the Edit icon for Payment options.
  • Check the option Accepts VPay.
  • Save.

Mass updating vendors from the vendor list views

  • You can also update multiple vendors from the Vendor's view.

Updating vendors using an import file

From the Menu > Admin > Import, you can choose Vendors and then upload a CSV file with the following:

Example of the *.CSV file to create and use.

Vendor ID,Accepts VPay,
Company1,Yes,
Company2,No,

First run through

1. You will want to connect with your CSI rep on their overall training & process.

2. Schedule training with Workamajig to review the workflow process that takes place on this side of the integration.

3. With knowledge of both sides of this feature, you will want to create a test vendor, so you can create a $1 vendor invoice and payment, for the purpose of running it through the full workflow process described in this guide.

  • This way CSI can verify the transaction is processing through their system.
  • You also might be asked to do your first run-through with your CSI rep, as they can monitor the first live batch you process.

PreFunding

From the Today accounting page, you can click on New at the top and choose Journal entry.

With the GL account setup, you can then enter a journal entry to prefund the VCard clearing account as needed.

  • The above screenshot is just an example of what your journal entry might look like.
  • This is just a recording of what actual transactions exist on your bank account to match what you have wired to CSI.
  • By prefunding the account, you can see the current available balance of your VPay account from the Select invoices for payment screen.

Workflow

Select invoices for payment

Go to Menu > Purchasing > Today purchasing.

  • Under the To pay as of section, click on Vendor invoices.
  • Check Accepts VCards. While this is optional, it helps to narrow down payments/vendors that work with this feature.
save image
  • Click Search.
  • From the results that appear, Check the vendor Invoices you want to pay.
save image

Generate payments

  • Click Pay $ to open the Payment options panel.
save image
  • Enter the VCard clearing account in the Cash account field.
  • Click Generate payments.

NOTE: You can see the 'balance', along with the 'to pay' & 'remaining' amounts, based on the PreFunding that was entered prior.

Print checks

Go to Menu > Purchasing > Today purchasing.

  • Click on Checks to print.

This will open the Print checks page.

Add to batch

Select your 'options' and 'payments' then 'add to batch'.

blobid1.png
  • Choose the VCard clearing account in the Cash account field.
  • IF you have multiple CSI companies, then choose which one this is for, if none leave blank.
  • Check the desired payments.
  • Click Add to batch.
  • This will bring up the Batch transactions screen.

Publish batch

All payments listed are part of the batch.

  • Click Publish batch.
  • Or come back later and click View batch, to then add or remove transactions prior to pressing Publish batch.

NOTES:

  • You can only publish one batch at a time.
  • If you have multiple GL accounts you pay from, be sure to only create one batch per card. Do not add two cards worth of transactions into one batch.
  • If you receive an error when you press Add to batch, this typically means your password in connections is outdated.
  • If you receive an error when you press Publish batch, this typically means the vendor is not established on CSI's system.
  • If you Remove a transaction from the batch and re-add it back, the next check number will increase.

Review your CSI GlobalVcard dashboard & payment center

The following image is just an example of what the CSI dashboard looks like.

  • Check for errors and if needed, please contact your CSI rep to address any concerns with what you see here.

Troubleshooting

  • The password you enter in connections (the one you use to access your CSI dashboard) expires around every 60 days. So be sure this is up to date with your current password if you receive any errors. You can use the Test connection button in the Connections setup screen to verify this is correct and working.
    • NOTE: If you request a password reset from CSI, then be sure to first log into your CSI interface, as it will ask you to enter a new password twice and save it. Then, take that new password and update it in Workamajig.
  • If you receive a red banner/error in the Workamajig interface at any time when you click View batch, Add to batch, or Publish batch. Please read the error and handle it accordingly. If you do not understand the error, or if the error is not legible, please email support@workamajig.com with a screenshot of the error and what button you pressed.
  • A common error you might encounter is the missing/remittance email that can appear in the CSI interface. This can be solved by adding an email address to the primary contact of the vendor record within Workamajig, but would only apply to future payments. You would still need to resolve the one(s) in the CSI interface.
  • If you remove a payment from the Batch screen in Workamajig. Be aware that the check number will increase by 1 when you re-add it.
  • Payments that have been successfully sent over to CSI and have a batch ID in Workamajig, cannot be resent. Even if you blank out the check number. Please contact support@workamajig.com if you are having an issue and need to get the data cleaned up on the Workamajig side.
  • If a payment was sent in a batch, but never received on the CSI end, after you figure out the issue, you can blank out the check ID of the payment in question and add it to the batch again.

 

Remember, CSI and Workamajig partner in helping you smooth out any bumps you may experience with this integration, so don’t hesitate to reach out for support!

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