Posting Payments to Accounts Payable System
Once all documents in your draw have been reviewed and assigned properly to the budget line items, and you are ready to finalize the draw, the last step is to post invoice payments to your accounts payable system.
Navigate to the Payments tab within your current draw to view your payable documents:
Note that the Payment functionality is gated by a user-level permission setting. If you do not see this tab, contact your Rabbet administrator for permission.
Verify the correct Vendor Payment Type has been auto-classified by Rabbet for each vendor from the drop down menu (explanations below):
Primary Pay Application - the primary pay application document from the General Contractor will be auto-classified as such under payment type by default
Direct Pay - documents containing soft cost line items will be auto-classified as such under payment type by default
Subcontractor Direct Pay (Subtract from Primary Pay Application) - documents for subcontractors will have this setting by default unless manually changed
Do Not Pay Directly - documents with this payment type will not receive any payment directly from Accounts Payable and will not be sent to the accounts payable system.
It is important to understand how each Vendor Payment Type will affect the 'Payment Amount' column:
The General Contractor pay application/invoice that serves as the main documentation for hard costs should have the 'Primary Pay Application' type selected
All soft costs (and any other costs) receiving direct payment to the vendor should have 'Direct Pay' selected. Amounts with this payment type will not be subtracted from any other document
All subcontractor pay applications/invoices that are included as backup for the General Contractor's primary pay application (ie. marked as 'Do not apply to draw') are set to "Do not pay directly" by default.
Subcontractor pay applications/invoices receiving 'Direct Pay' will automatically have their 'Payment Due' and amounts 'To Be Posted' subtracted from the 'Payment Due' and amount 'To Be Posted' from the primary pay application.
Any document set as 'Do Not Pay Directly' will show $0.00 under 'Payment Due' and will not be posted in the accounts payable system.
Note that in order for vendor payable documents to populate on the 'Payment' tab, you will have to mark all payable vendors as 'Payable' within the 'Organizations' tab.
Once you've verified that each document to be posted to accounts payable has the correct vendor payment type for that document and vendor, click 'Post' to push this information to your accounts payable system. Note that you can either individually post payments by clicking the grey 'Post' button next to the 'Status' column, or you can post all payments within the draw at once by clicking the blue 'Post' button at the top right of your screen.
The 'Status' column will update from 'unposted' to 'posted' and this record will stay within the payments tab for that draw for future reference/confirmation.
If any changes or edits need to be made after posting payments, this must be performed in the accounts payable system. If necessary, you can make changes to a previously posted document by clicking "reset" on the document(s) that require an edit.
It is important to note that by "re-posting" payments, you could be sending a duplicate invoice to the accounts payable system, so documents may need to be removed from the accounts payable system prior to "re-posting" payments from Rabbet.
What Information is Sent?
In addition to posting payment information to the accounts payable system, Rabbet will also include a copy of the Stamped Document for review within AvidXchange. This will include a copy of the payable document, and some additional information (vendor, address and document approvals) An example of the information available on the stamped document is below:
After Posting Payments (AvidXchange)
After successfully posting your payments in Rabbet, all posted payable documents will be automatically pushed into your company's connected "AvidInbox". Those with access to AvidXchange will be able to confirm and review the documents that have been posted within this inbox.
Do you have questions or feedback? Please email us at firstname.lastname@example.org