Managing Vendors for Accounts Payable
Add the vendors you pay, keep their payment details current, and deactivate the ones you no longer work with.
Vendors are the businesses and people you pay through Accounts Payable. Every bill and every vendor payment is tied to a vendor record, so the details you store here — contact information and payment preference — determine whether a payment goes out cleanly.
Finding the Vendors Page
Log in to your Alternative Payments partner dashboard: app.alternativepayments.io
In the left-hand navigation panel, select Accounts Payable.
Select Vendors.
Creating a New Vendor
Search for the vendor first. Small spelling differences are enough to create a duplicate record, and duplicates are harder to untangle after bills are attached to them.
From the Vendors page, select Create new vendor.
Company information Enter the vendor name and email address. Phone number is optional, but useful if you expect to follow up with them.
Vendor payment preference Enter the bank name, routing number, and account number for ACH payments.
Select Create vendor.
Viewing a Vendor's Profile
Select a vendor's name from the list to open their profile. The profile has two cards:
Company information -- the vendor's name, email address, phone number, and address details.
Payment information -- the payment preference on file. Account numbers are masked to the last four digits.
Requesting missing details from the vendor
When a vendor's record is missing payment or company information, you can ask the vendor to fill it in themselves rather than chasing it over email.
From the vendor's profile, select Request data. You can also start the same request from a bill when it's blocked by missing vendor details.
Confirm the recipient email address. This is the address that receives the secure link.
Review the reminder cadence shown on screen, then send the request.
The vendor receives an email with a secure link to a form where they review and complete their company and payment information. No login is required. Bank details are validated when they submit, so an incorrect routing number is caught on the spot and the vendor can correct it without needing a new link.
The secure link expires after 7 days. Reminder emails go out automatically while the request is still outstanding.
You can track the request status on the vendor's record:
Requested
The request has been sent and the vendor hasn't responded yet.
Complete
The vendor submitted their details and the record has been updated.
Email failed
The email couldn't be delivered. Correct the address and resend.
Expired
The 7-day window closed without a submission. Send a new request.
Editing a Vendor
You can update a vendor's details from either the list or the profile:
From the Vendors list -- select the ellipsis menu on the vendor's row, then select Edit.
From the vendor's profile -- select Edit on either the Company information or Payment information card.
Make your changes, then select Update vendor to save.
Deactivating and Reactivating a Vendor
Deactivate a vendor you no longer pay. Deactivating doesn't delete anything — the vendor's record and their bill history stay in place for reporting and audit purposes.
To deactivate a vendor: select the ellipsis menu on the vendor's row, or open the vendor's profile, and select Deactivate.
Deactivated vendors move to the Inactive tab on the Vendors page. They can't be selected for new bills or payments while they're inactive.
To reactivate a vendor: open the Inactive tab, find the vendor, and select Activate. They return to the Active tab and can be used on bills again.
Questions about a vendor record or a payment that isn't going through? Reach out to customersuccess@alternativepayments.io.
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