Submitting Payment Files through the Finexio Portal.
This guide will help you understand how to submit your payment file, what to do if your file is rejected, and how to navigate submitted files.
Submitting and managing payment files is now easier than ever with the files feature in the Portal. Once your payment file is in the Finexio payment file specification, it can be submitted through the Portal.
Note: A user must be provisioned as a Company Admin to have access to File Management. A Standard User will only be able to see the Reporting and Supplier Management tabs.
Submitting your file:
You can upload your first payment file in four easy steps.
- Log in
- Choose your file
- Review file for errors & notices
- Receive a submission status
1) Log in
When you log into the Portal you will need to navigate to the Files view by clicking the file icon in the navigation menu on the left side of the page. This is where you will be able to manage your payment files.
2) Choose your file
Select the upload button ( cloud icon ) on the right side of the screen to upload & review your payment file.
Choose a file from your documents and click the blue Upload Invoices to continue.
3) Review File for Errors and Notices:
Once your file has been uploaded, you are able to review each invoice for errors or notices. Errors will show in the first rows, with a red triangle to notate the error. Hover over the red triangle for more information.
Invoices that are ready to process will show below all errors.
Some may have an orange triangle- this is a reminder that will not effect the payment submission. Please take note, however you are free to move forward with orange highlighted invoice rows.
If you would like to move forward with all non-errored invoices, click the blue Remove and Download Errors at the top of your screen, Download the file for later review, and then click the blue Submit button on the top left corner.
4) Receive submission notification:
Once you have submitted your payment file, you will see a listing of the file in the center section of the Files tab.
You will also receive a confirmation email that your file has successfully processed. Emails are sent to the user who submitted the file along with any other recipients the buyer chooses.
What to do if your file is rejected:
If you submit your file via API or SFTP, there may be errors after submission that cause a delay or rejection of a payment file. Usually, files will be rejected if there is a discrepancy in the file specification.
You will also receive an error notification email with a copy of the rejection log listing the errors found in the file. Emails will be sent to the user who submitted a file, along with any other recipients the buyer has chosen.
Your file will then be moved to the REJECTED folder with an ERROR status.
You can also click on the ERROR status to view the error log.
These error messages can include:
- Missing required fields
- Invalid values
- BuyerID does not exist
- SupplierID does not exist
- Duplicate invoice
Once all errors on your payment file are resolved, you may submit a new file via your API, SFTP, or utilize the direct uploader available in the Files tab.
How to navigate submitted files:
The Files tab will show a history of all payment files that have been submitted. You will be able to view and identify each file through the following fields:
- Name - The naming convention of the submitted file
- Created - The date the file was submitted
- Orders - The number of payments on the file
- Amount - The total dollar amount of payments on the file/the amount that will be pulled from the buyer’s account
- Status - can be one of the following:
Success - The file was accepted, and payment instructions are processing.
Complete - All payment instructions have been accepted and payments are processing.
Error - The payment file was rejected by the system. You can click on the Error status to see the reason for rejection.
Depending on the status of your file, it will be located in one of the four tabs in file management, as well as the All Files view.