Workamajig has partnered with American Express to integrate a way of managing payments.
If you are not enrolled at this time, then check out their site for more information of their service.
If you are already enrolled with an AMEX vPayment account, then read on.
NOTE: This requires communication with Workamajig in order to get it working. If you are interested in this integration, then email us at firstname.lastname@example.org and put in the subject or body of the email that you're interested in connecting to your AMEX vPayments account. From there we will setup some additional communication with you to compete the setup. As connections to AMEX have to be done by our engineers on the server side.
Credit Card Setup
Go to your Setup Setup > GL Accounts.
With your Credit Card GL Account setup, from the Account Details, in the drop-down for How Will You Use This Card, choose American Express vPayment system.
From the Vendor record, you can specify that this vendor Accepts Credit Cards.
To enable this, click on Purchasing Defaults, then edit the Payment Options.
From here check the box next to Accepts Credit Cards.
Choose which Credit Card Account will be used by default when paying this vendor.
In the Email Credit Card Information To field, you can enter an email address where the payment information should be emailed. If this field is blank, Workamajig will use the email address of the Vendors Primary Contact.
Select Invoices To Pay
From the Today Purchasing page, on the left hand workflow, scroll down to the section called To Pay As Of DATE, and then click on Vendor Invoices.
Check the filter for Accepts Credit Cards. This will make it so only Vendor Invoices for those Vendors with this option checked will appear.
Next, check the box next to the Vendor Invoices. Then click Pay AMOUNT.
From the Payment Options screen that appears, click on Credit. Choose the Credit Card. And then Generate Payments.
NOTE: With the Payment Options is set to Credit, and then clicking Generate Payments, this will actually create Credit Card Charges in Workamajig.
Email Charges To Your Vendors
Once the Credit Card Charges have been created, you can send them to your Vendors. To do this go to your Views > Purchasing > Credit Card Charges. Then search for the Charges you have created.
NOTE: We have some pre-made views such as Credit Card Charges not sent to Vendor that you can use. Or you can filter, search and create your own views.
Now check the box next to the Charge(s) you want to send. Then click on the Email To Vendors option that appears above.
NOTE: When using AMEX vPayment, the charge will be created, but not posted. There is a nightly process that runs in the background that will check when the number is actually used. When that happens, we will post the charge at that time. This more closely times the liability with when it was created.
This is an example of the email the vendor will get. Notice that no credit card information is actually emailed to the vendor. They will need to click the link in the email to retrieve that.
Once they click on the link, if you just typed in an email address, we will prompt them to enter their name and enter as a guest. You do not need to set up user id's and passwords. But you can require a vendor to log in first if you want. If you select this option, you will need to specify an actual user on each vendor record as the primary contact.
Once they log in, they will see a page that presents them all the information they will need to process the charge.