Create a Vendor Payment Entry - Employer & Client - FI Mode Only

Description: In this topic, the user will learn how to submit vendor payments. Vendor Payments provide the ability to submit payments to approved vendors, per a client’s authorization.

Role Required: Employer, Client profile with Vendor Payments enabled

Permission Required: N/A

Mode: FI

Employer - Create Vendor Payment Entries in the Web Portal

1. Log in to DCI

2. Select Clients on the submenu

3. Use the filters to search by client name and click Search

4. Click anywhere in the client row to open the details page

5. Click Actions

6. Select New Vendor Payment Entry from the drop-down menu

7. Complete the Add New Vendor Payment Entry form wizard

   1. Entry Type: Defaults to Vendor Payment

   2. Account Type (required): Hourly or Vendor depending on the service code.

      1. Please note: See the Allow Vendor Payments on Service Codes section in the Vendor Payments article in the Help Center for more information

   3. Vendor (required): Type the vendor name and select it from the drop-down

   4. Service code (required): Select from the drop-down

   5. Dollar Amount (required): Enter the total amount for the invoice for all dates of service

   6. Invoice Number (required): Enter the invoice number

   7. Vendor Payment Reference Fields 1-5 (optional): Optionally add any additional information regarding the vendor payment

   8. Date(s) of Service (required): This may be one date or multiple dates. Enter the date and the amount for that date then click the blue plus sign (+) to add more as needed.

      1. Please note: The sum of the dates of service must match the dollar amount entered in the Dollar Amount field (see step 73)

   9. Notes (optional)

   10. Invoice Attachment (required): Click the Choose Files button to upload supporting documents (i.e., Completed Goods & Services Request Form, training invoice, etc.). Attachment must be in PDF, JPG, or PNG format.

8. Click Save 

9. Click Yes to confirm

Entries Requiring Sign Off Page (Employers Only - based on Service Code Setting)

Description: If the service code setting Enable Employer Sign-Off is set to Yes, Employers have an Entries Requiring Sign Off submenu tab where they can sign off on or reject vendor payment entries that are in Pending status. This applies to vendor payment entries for account type Hourly, or Vendor with vendor payments enabled. This functionality is only applicable in the web portal. If anyone other than the Employer creates the entry, the Employer sign off value is No and the entry flows to the Employer’s Entries Requiring Sign Off submenu tab for review.

Employer - Manage Vendor Payment Entries

1. Log in to DCI with employer profile

2. Click Employer on the main menu

3. Click Entries Requiring Sign Off on the submenu

4. Click the checkbox on the row of the entry to be managed

5. In the Action column, click the white S to sign off on the entry, or the red R to reject the entry.

6. Optionally, click the blue Select All button to select all entries, then click the green Sign Off button to sign off on all entries, or the red Reject button to reject all entries.

7. Optionally, click the blue Entry ID in the punch row to view punch details.
   Please note: Super Users and Vendor Admins can approve entries that have not been signed off on by the Employer

Employer - Create Vendor Payment Entries in the Mobile App

1. Log in to the DCI Mobile EVV App

2. Click the Menu in the top left corner of the screen

3. Select Vendors on the submenu

4. Click ACTION in the top right corner

5. Select New Vendor Payment Entry

6. Complete the New Vendor Payment Entry screen

   1. Click the Account Type drop-down to select Hourly

   2. Click Vendor Name to type and select the vendor

      1. Can’t find the vendor? View the New Vendor Request article.

   3. Click Client Name to type and select the client (Please note: The vendor name will display at this time)

   4. Click the Select Code drop-down to select the service code

      1. If the appropriate code is not available in the drop-down menu, please contact your local office or support coordinator.

   5. Enter the Total Amount for the invoice for all dates of service

   6. Enter the Invoice Number along with the client’s name

   7. Optionally enter any additional information in Vendor Payment Reference fields 1-5

   8. Click the calendar icon to select the Date(s) of Service

      1. Please note: Multiple dates may be selected. Click the date again to unselect it.

   9. Click the blue Ok button to confirm the selected date(s)

   10. If multiple dates are selected, enter the amount for each date.

       1. Please note: The sum of the individual amounts must match the Total Amount of the payment

   11. Optionally add Notes for the payment

   12. If options appear in the Statements section, select the Statement(s) (tasks) that were completed during the service.

       1. Please note: At least one statement must be selected if listed

   13. Click Add Attachment to access the device camera to take a picture of the invoice

7. Click the blue Save button when all fields are complete 

Client - Create Vendor Payment Entries in the Web Portal

1. Log in to DCI

2. Select Vendors on the submenu

3. Use the filters to search by vendor name and click Search

4. Click anywhere in the vendor row to open the details page

5. Click Actions

6. Select New Vendor Payment Entry from the drop-down menu

7. Complete the Add New Vendor Payment Entry form wizard

   1. Entry Type: Defaults to Vendor Payment

   2. Account Type (required): Hourly or Vendor depending on the service code.

      1. Please note: See the Allow Vendor Payments on Service Codes section in the Vendor Payments article in the Help Center for more information

   3. Client (required): Auto-populates

   4. Service code (required): Select from the drop-down

   5. Dollar Amount (required): Enter the total amount for the invoice for all dates of service

   6. Invoice Number (required): Enter the invoice number

   7. Vendor Payment Reference Fields 1-5 (optional): Optionally add any additional information regarding the vendor payment

   8. Date(s) of Service (required): This may be one date or multiple dates. Enter the date and the amount for that date then click the blue plus sign (+) to add more as needed.

      1. Please note: The sum of the dates of service must match the dollar amount entered in the Dollar Amount field

   9. Notes (optional)

   10. Invoice Attachment (required): Click the Choose Files button to upload supporting documents (i.e., Completed Goods & Services Request Form, training invoice, etc.). Attachment must be in PDF, JPG, or PNG format.

8. Click Save 

9. Click Yes to confirm

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