Send a supplier the details of a payment

Use remittance advice to tell a supplier which bills are covered by a posted payment batch. The advice is a communication step after the payable is paid in Versa. It does not prove that the bank has settled the payment, and it does not replace the AP team's bank reconciliation.

Set up the recipient and email path

An administrator can turn on Send Payment Remittance Advice After Bill Payment Batch is Posted in Settings → Setup → Feature Settings → Bills. In Emailing, choose Email 1, Email 2, or Email 3 for the advice. These correspond to Primary Email, Second Email, and Third Email on the supplier record. An active outgoing-email connection is needed for the automatic message on batch posting.

The AP team should confirm the supplier's preferred remittance address before a payment run. A bill-submission address may belong to a different person than the one reconciling payments. If Email 2 or Email 3 is selected but empty, Versa falls back to Email 1. If all available email fields are empty, that supplier will not receive automatic advice.

Complete the payment communication

1. Prepare the payment batch and check the suppliers, bills, amounts, payment method, and references. Resolve any bill or bank-detail question through the normal approval process before posting.
2. Post the batch. When the setting is on and outgoing email is active, Versa sends advice for eligible supplier payments in the posted batch.
3. Open the posted batch and review the covered payments. Check the supplier communication record and recipient if the team needs to confirm delivery or investigate an omission.
4. If a supplier's address was missing or needs correction, confirm and update the appropriate email field. The posted batch's Send Remittance Advice by Email action sends to every supplier in that batch with a selected or fallback address, including suppliers who already received advice. Do not use it as a single-supplier retry. For one missed supplier, communicate the payment and covered bills through the team's approved supplier-contact process. If the whole batch needs resending, review previous notices and warn affected recipients before using the batch action.
5. Reconcile the actual bank transaction separately. If the supplier disputes the allocation, compare its statement and payment reference with the posted bills and correct the financial records through the normal AP process.

Check the result

The batch is posted, the intended supplier has an advice message identifying the paid bills, and AP retains a path to the payment and its bank settlement. If no advice went out, check the batch status, the setting, active email connection, and chosen supplier email field. Review the full batch recipient list before using the batch-wide resend action.

Related articles

• Basics: Payment Disbursements