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BuyerQuest Pay with Ascendant e-Payment Provider

See Documentation Topics:

BuyerQuest Pay Overview - Secure Settlement via B2B e-Payments

BuyerQuest Pay Configuration

BuyerQuest Pay Benefits and Process Overview

When implementing BuyerQuest Pay, buying organizations have a choice between two e-payment providers, CSI and Ascendant, to configure a powerful, secure, end-to-end e-payment capability within the BuyerQuest system. 

Clear benefits are swift settlement, multiple payment methods, and visibility into detailed transaction information, enabling frictionless and secure settlement.

Payment handling logic and processes are slightly different for each payment provider. 

BuyerQuest Pay Configurations for Integration with a Payment Provider

All BuyerQuest Pay integrations with either payment provider - CSI or Ascendant - require configurations in the BuyerQuest platform.

See the topic BuyerQuest Pay Configuration for details on these configurations for BuyerQuest Pay. 

These configurations enable the BuyerQuest system to recognize the payment method, the companies and Suppliers using BQPay, and the properly permissioned users serving as payment managers who may pay invoices from Suppliers who have been configured to be paid from the BuyerQuest platform. 

Additional Configurations and processes specific to the Ascendant Payment Provider are described below. 

Ascendant API Documentation Reference 

Useful reference for Ascendant is the ApayLink API Documentation found here:

ApayLink_API_Integration Guide_v5.23.pdf

URL and Credentials Enabling Integration with Ascendant

End Point URL https://afxlink-staging.ascendantfx.com/AFXLinkCustom.svc
Shared Key/Username RTULzRJt
Private Key/Password xGt2VZgvUB20AUk6TqLp7PlQW

BuyerQuest Pay Process Overview with Ascendant Payment Provider

The payment provider Ascendant provides secure e-payment in a two-step process. 

  1. Retrieve funds from the payor account the payment is made from and then place and hold the funds in Ascendant's holding account.
  2. Retrieve and release the funds in correctly calculated amounts from Ascendant's holding account into the Supplier's account after a configured number of days. 

Configuration of Ascendant as BuyerQuest Pay e-Payment Provider

Payment integration with Ascendant is configured at SYSTEM ADMINISTRATION > Settings and Configurations > Manage System Configurations > PAYABLES > Payment Integration. 

Ascendant Configuration Details for Payment Integration

Configuration details specific to Ascendant include Partial Payment configuration, Holding Period, used to determine Payment Date, and Rebate, used to calculate Payment amount

  1. Select Yes to Enable BQPay.
  2. Select Yes to Enable the Net Amount field for Partial Payment InvoicesNet Amount is the amount remaining on a partially paid Invoice. 
    No to Disable the Net Amount field for Partial Payment Invoices
  3. Select Ascendant as the Payment Provider
  4. Select Region and Client ID for payments in currencies other than US dollar.
  5. Use Add Configuration to specify additional Regions and Delete to delete a Region. 
  6. Select the number of days for the Holding Period - the number of days before the funds are moved from the holding account to the Supplier's account. 
  7. Enter percentage of the invoice payment that will be held back by the franchisee. Default Value is 0. 
  8. Enter the URLs and Credentials established for the integration with Ascendant
 

BuyerQuest Pay Configurations Required by the Ascendant Payment Provider

BuyerQuest and Ascendant must also be configured with specific values for key fields in the Supplier and Location records for the Ascendant payment process to complete successfully.

Ascendant stores and uses data that must be matched with data in the BuyerQuest Location and Supplier records:

Buyer (Payor)  -- identified by the Location External ID in the Locations record on BuyerQuest used as the Bill To Location in the Invoice.

Supplier (Payee) -- identified by the Global Supplier ID in the Supplier record on BuyerQuest.

Preferred Currency of the Supplier - used in the payment calculations, which must also be the currency used in the Invoice. 

Records on BuyerQuest must be populated to match values in the Ascendant system and are used as described below. 

Field Use Notes regarding Invoice
Location External ID in the Location record is provided by Ascendant Identifies Buyer/Payor account the payment is made from  The Bill To Location specified in the invoice must be assigned the same Location External ID in both the BuyerQuest and Ascendant systems. 
Global Supplier ID in the BuyerQuest Supplier record must be the same the Supplier ID as provided by Ascendant  Identifies Payee - the Supplier to be paid  
Preferred Currency in the Supplier record matches the Preferred Currency in the Ascendant Supplier record Used in calculation of amount paid to Supplier Payee Invoice must use the same currency as the Supplier's preferred currency to ensure correct calculation of amount paid to Supplier 

Location External ID for Bill To Location Specified in Invoice

The Location External ID is maintained in the Admin Control Panel at LOCATIONS > Manage Locations.

In the Invoice, the specified Bill To Location must be assigned the same External ID in the BuyerQuest system as is assigned in the Ascendant system.

The Location External ID is used to determine the Payor account. 

BuyerQuest ManageLocations2021May06.png

Global Supplier ID and Preferred Currency in the Supplier Record

The Supplier record is available from the Admin Control Panel at SUPPLIERS > Manage Suppliers > {select a Supplier} > Supplier Information > General

The Global Supplier ID value and Preferred Currency value must match the values in the Ascendant Supplier record for the same fields.   

BuyerQuest AscendantSupplierRecord2021May06.png

  1. Global Supplier ID must match the Supplier ID in the Ascendant Supplier record.
  2. Preferred Currency for the Supplier must match that in the Ascendant Supplier record and also be specified as the preferred currency in Invoices paid through the Ascendant Payment Provider. 

Invoice Payment with BQPay with Ascendant as Payment Provider

Invoice Payment with a Payment Provider is as described in the topic: Pay Invoices with BuyerQuest Pay.

When the Payment Provider is Ascendant, the Payment Date is calculated by the system using the number of days specified in the configuration of the Holding Period added to the current date. 

Payment Review displays the Payment Date calculated by the system.

BuyerQuest AscendantReviewPayments2021May07.png

Fund Transfer on Payment 

For each Invoice on the Payment Review page the system determines the account to be used for payment according to calculations described below. 

A percentage of the funds are released to the supplier based on these system calculations using the configured rebate and any other discounts that have been determined to apply.

The Payor account is identified by the ID associated with the Bill To Location of the Invoice.

The system then retrieves the funds from the Payor account and moves them into the holding account. 

Each night the system determines which payments are to be made based on the payment date and releases the funds from the holding account to the Supplier's account, as identified as the Payee through the Global External ID of the Supplier associated with the invoice. 

Invoice Details - Payment Records 

After the Invoice batch has been submitted to Ascendant and Payments have been made, the Payment Records section is featured on the Invoice Details page for each Invoice. 

BuyerQuest PaymentRecordAscendant2021May4.png

Payment Calculations Determining the Amount Paid to Supplier

Calculations When Invoice is Paid for the First Time

For each Invoice the Supplier is paid Shipping, Taxes, Handling and (Product Total less rebate).

When an Invoice is paid the system first pays the taxes, shipping and handling followed by the product total. This is done to ensure the system can correctly apply the rebate to the product total.

  • Net Invoice Sub Total = Invoice Sub Total - Discount
  • Tax & Shipping = Invoice Total - Net Invoice Sub Total

When the Invoice is being paid for the first time, and the Rebate value is greater than 0,  the payment amount is greater than or equal to the Invoice tax, shipping & Handling. 

 If the Invoice was previously paid an amount  <= 0 the default Net Amount value is Tax&Shipping

If the User enters a Net Amount is less than Tax&Shipping, the following error is displayed: 

"Amount entered can not be less than Shipping and Tax"

Amount released to the Supplier = Tax&Shipping + (100-rebate)%*(Net Amount - Tax&Shipping)

Calculations When Invoice is Not Paid for the First Time

if previously paid amount is greater than 0, the Net Amount value is (Invoice Total - Prev. Paid).

Amount released to the Supplier = (100-rebate)%*(Net Amount).