Administrative operations
All payer administration changes, such as adding and removing users from the Tipalti Hub, are CC'd to a preconfigured email address within your organization. This email address cannot be changed by the user.
Select an action/ operation below to reveal how-to steps.
General
Required user role Payer Administration
You can find payer contact details in the Tipalti Hub by going to Administration > General > Contact details. The types of details that display differ from one company to another.
To have the details updated, please submit a request to our Support Team.
Required user roles Payer Administration & Technical
Add, edit and delete custom fields that display in Tipalti (Tipalti Hub, iFrame/ Supplier Hub, and technical integrations). Refer to Custom field limitations to see the limitations of the values for each field.
It is not mandatory for users or payees to complete custom fields that display in Tipalti.
To add a custom field:
- Go to Administration > General > Custom fields. If custom fields have previously been configured, a list of these fields displays.
- On the right side of the screen, click "Add custom field" to open the "Add new custom field" screen.
- In the "Name" field, type the name of the custom field.
- If you have enabled the "display names for custom fields" feature with the our Support Team, then a "Display name" field appears below the "Name" field. Type the display name for the custom field.
- In the "Description" field, type a description of the custom field.
- In the "Entity" field, select an entity to assign to the new field. If you use the PO Matching feature of the Bills module, you can select multiple entities.
- In the "Category" field, click and select the category of custom field.
- In the "Value type" field, click and select the type of custom field. The available options depend on the type of entity you selected in the previous step.
- When creating a new custom field of type "List", this field is automatically set as "Mandatory" for and editable by bill approvers (To change the field settings, refer to Customize bill coding preferences).
- For custom fields of type "Text/ Date", the setting is defined as "Optional" and non-editable by bill approvers.
- Depending on the "Entity" selected in step 6 above, a "Display options" field appears where you can indicate whether the field is to display in the iFrame (iFrame/ Supplier Hub).
- For "List" type custom fields of category "Coding", if you selected "Bill", "Bill+PO", "Bill line", or "Bill line+PO line", a check box displays at the bottom of the screen. Select this check box to let us know the custom field is relevant for all your employees and is used for identifying the correct approvers for each bill. This custom field can then be used when importing your org chart of all employees.
- Do one of the following:
- Click "Create". The newly configured field displays on the "Custom fields" screen.
- Click "Create + add another" to clear all values so that you to add another custom field.
If you select "List" or "List (multiple selection)" for the value type, a list values table displays on the right side of the screen. Complete the "ID" and "Display name" fields.
For custom fields that display in the Setup Process iFrame, you can create text that precedes the fields to introduce the fields to the payee; for example, "Please complete the following fields:" (see Edit templates to edit the "Setup Process - Custom fields header" template).
- Go to Administration > General > Custom fields. If custom fields have previously been configured, a list of these fields displays.
- Find the custom field you want to edit and click the row to open the "Edit custom field" screen.
- To edit a field, beside the field value, click . Type or select the new value. Click the check mark to confirm.
- If you want bill approval rules to be based on this custom field, select the check box at the bottom of the screen.
- To edit list values, beside the "List values" table, click , then type the updated value in the "ID" and/ or "Display name" fields.
- To delete a list value row, at the end of the row, click .
- Click the check mark to confirm.
When deleting a value of a custom field list, it is removed completely from all relevant records including bills. To avoid this, you should either use CreateOrUpdateCustomFieldValue API to delete the value or disable the value in your ERP (if the field is synced from the ERP).
Currently, you cannot edit the "Entity" or "Value type" fields.
- Go to Administration > General > Custom fields. If custom fields have previously been configured, a list of these fields displays.
- Find the custom field.
- At the end of the row, click and select "Delete".
- Click "Confirm".
When deleting a value of a custom field, it is removed completely from all relevant records. To avoid this, you should either use our API (CreateOrUpdateCustomFieldValue) to delete the value or disable the value in your ERP (if the field is synced from the ERP).
Field |
Description |
Limitations |
---|---|---|
Name |
|
|
Display name |
|
|
Description |
|
Max. # of characters = 50 |
Entity |
|
|
Category |
The category of custom field
|
|
Value type |
The type of custom field:
|
The entity/ entities selected determine which options display in this field. |
Display options |
|
Does not display for:
|
List value limitations
When "List" or "List (multiple selection)" is selected in the "Value type" field, the following fields display on the right side of the "Add custom fields" screen. These fields allow you to define the items you want to appear in the list.
Field |
Description |
Notes |
---|---|---|
ID |
|
|
Display name | The list item name you want displayed for payers (in the Tipalti Hub and reports) and payees (onboarding process) |
|
Set value for custom field
Once a custom field has been created, the way to set a value for the field depends on its assigned entity.
- Custom field values assigned the "Payment" entity can be set:
- In the payment file, when submitting payment instructions
- When calling the ProcessPayments API
- Custom field values assigned the "Payee" entity can be set:
- In the Tipalti Hub, on the "Payees" tab, GENERAL section (click to enable editing)
- When calling the UpdatePayeeCustomFields API
- Using additional parameters on the query string
- Custom field values assigned the "Bill" or "Bill line" entity can be set:
- In the digital bills file
- In the Tipalti Hub, on the "Bill details" (and "Invoice review") screens
- When calling the CreateOrUpdateInvoices API
- Custom field values assigned the "Purchase order" or "Purchase order line" entity can be used when calling the CreateOrUpdatePurchaseOrders API
When setting the value of a "free text" custom field, the character limit = 140.
Access management
User Management
The following actions apply to Tipalti Hub users.
Required user role Payer Administration
You can add your org chart of employees to the Tipalti Hub. By doing so, you will not have to manually assign approvers for each bill. Tipalti AI will identify the relevant approvers according to the information that you provide and the approval policy rules that have been set.
Before adding your employee list to the Tipalti Hub, make sure that you have already defined employee-related custom fields of type "List" (see step 10 of Add custom fields).
Prepare a CSV file of all your employees in your company org chart, including past employees. Each row in the file details a different employee. Click the image below to download a sample of the CSV file structure. You can clear all data in the file and enter your own data for upload. The maximum file size allowed is 20 MB .
You can also download the template from the "Import employee file" dialog. For instructions on how to get to this dialog, see Upload employee file below.
File structure
Fields are not case sensitive.
Field |
Description |
Limitation |
Mandatory? |
---|---|---|---|
The employee's email address |
|
Mandatory | |
First name | Employee first name |
|
Mandatory |
Last name | Employee last name |
|
Mandatory |
Direct manager's email | Email address of the employee's direct manager |
|
Mandatory |
Title | Employee role |
|
Optional |
Level | Your company's organizational level (e.g., Director, VP) |
|
Optional |
Entity of employment | Name of payer entity linked to the employee | Optional | |
Org chart CF |
|
|
Optional |
Termination date |
|
MM/DD/YYYY | Optional |
To import the employee list file to the Tipalti Hub:
- Go to Administration > Access management > User management.
- At the top right of the screen, click "Import" to open the "Import employee list" dialog.
- Click "Select", choose the relevant file and click "Open".
- Upon upload, the system validates your file.
- If validation is successful: Click "Import" to complete the import. A green confirmation message displays indicating the number of employees created and updated.
-
If validation fails:
- In the yellow warning message, click "Download error report" to view the specific validation errors.
- Fix the errors and re-upload the file.
Required user role Payer Administration
If you exceeded the number of users you purchased, you will be charged for each additional user beyond the number originally stipulated in your contract. Note that users with only bill approver user roles are free of charge.
Follow these steps to add a new user to the Tipalti Hub.
- Go to Administration > User management to view all current users.
- At the top right of the screen, click "Add user" to open the "Add new user" screen that lists all user permissions.
- In the "User name" field, type the name of the user in the following format: user@domain.com
- If you use the Bills module, an "Allowed entities" field displays.
- If the user needs to view/ manage bills of one or more specific entities, select those entities from the list.
- If the user needs to view/ manage all bills, including those not linked to an entity, select "All".
Users with the Bill Approver role can approve any bill assigned to them, regardless of the "Allowed entity(ies)" selected.
- To the right of each permission you want to assign the user, click the pencil icon and toggle the button "On".
- If the Bill Approver permission is turned "On", you can also:
- Define the approver's display name.
- Apply a maximum approval limit and enter the value of the limit (please enter the value in the payer account currency that displays).
- Enable/ disable permission for the user to approve bills via the Tipalti Hub.
- Have bills that do not get approved in time escalated to an assigned manager.
- When you are finished adding roles, do one of the following:
- At the bottom of the screen, click "Create".
- If you want to add another user right after creating the current user, click "Create + add another".
Newly added users receive an email containing a link to the Tipalti Hub registration page where they must provide their email address, create a password and select a security question and answer. Users need to agree to the Tipalti User Terms of Use before they can be registered successfully.
The link provided in the email is only valid for one week. If the link expires, users must contact the payer who can email a new registration invite.
When cloning a user you can easily create a new Tipalti Hub user with all of the permissions of an existing user, eliminating the need to manually go through the list of permissions and select the relevant ones.
Required user role Payer Administration
If you exceeded the number of users you purchased, you will be charged for each additional user beyond the number originally stipulated in your contract. Note that users with only bill approver user roles are free of charge.
Follow these steps to add a new user by cloning an existing user.
- Go to Administration > User management to view all current users.
- Select the user to be cloned and from the menu select "Clone". The "Add new user" screen that lists all user permissions displays.
- In the "User name" field, type the name of the new user in the following format: user@domain.com
- Make the relevant changes or adjustments and click "Create".
Newly added users receive an email containing a link to the Tipalti Hub registration page where they must provide their email address, create a password and select a security question and answer. Users need to agree to the Tipalti User Terms of Use before they can be registered successfully.
The link provided in the email is only valid for one week. If the link expires, users must contact the payer who can email a new registration invite.
Required user role Payer Administration
Follow these steps to update user permissions in the Tipalti Hub.
- Go to Administration > User management to view all current users.
- Find the user. You can use the search box by typing the user's name and selecting the user from the populated list.
If the roles listed in the "Permissions" column are followed by an ellipses (...), hover over these roles to see a complete list of all roles assigned to that user.
- Click the user row to edit the permissions. If you use the Bills module, you can also edit the "Allowed entities", so that the user can view/ manage bills of these entities.
Hover over the beside any user role to see the actions that can be performed by the user who is assigned that role. For a list of topics in this documentation that apply to each action, see User Roles.
Required user role Payer Administration
Remove users from the Tipalti Hub.
- Go to Administration > User management to view all current users.
- Find the user. You can use the search box by typing the user's name and selecting the user from the populated list.
- At the end of the user row, click and select "Delete".
- In the "Delete user" dialog, click "Confirm" to remove the user from the "User management" screen.
Required user role Payer Administration
You may need to reset a user's two-step verification for two-factor authentication (2FA) if, for example, the user moves to a different country or changes their phone number.
- Go to Administration > User management to view all current users.
- Find the relevant user and at the end of the row, click and select "Reset 2 step verification activation".
- In the dialog, click "Confirm". When the user next accesses the Tipalti Hub, they need to enter their mobile number again as part of the verification process.
You can also reset 2FA by clicking the user row to access the "Edit user" screen. Click "Actions" and select "Reset 2 step verification activation".
Communication
Required user roles Payer Administration & Edit Templates
You can configure a new domain, or delete and update existing domains to ensure that emails we send on your behalf reach your payees' inbox.
- Go to Administration > Communication > Domain registration.
- Click "+ New Domain".
- In the "Domain name" field, enter the name of your domain and click "next".
- Click "Yes, submit".
- Click "Copy" or "Copy instructions and close" to copy the instructions and send it to your IT team to complete the process.
The new domain is added in a "Pending" status.
- The configuration is validated.
- If the validation is successful, the new domain displays with a "Verified" status.
-
If the validation is not successful, the new domain displays with a "Failed" status.
- Click "Retry domain configuration".
- Click "Yes, retry domain configuration".
The configuration is retried and the domain displays in a "Pending" status.
You can also submit a request to our Support Team for help.
You must complete the configuration in 72 hours, otherwise it will fail.
A confirmation pop-up displays confirming that the text was copied.
Required user role Payer Administration
Configure email notifications to be sent to payees and specific individuals within your payer organization. Select your use case below (single entity or multi-entity) to learn how to configure notifications for your payees and your payer.
- In the "Payee emails" section, beside "Send email to payees", click .
- To enable/ disable the feature, toggle the button "On" or "Off", respectively.
- If enabled, an additional field "All emails to payees will be sent from" appears. Type the source email address that you want displayed in the "From" field in emails to your payees.
- Click the check mark to confirm.
This email address is required if Tipalti will be sending emails to payees on your behalf.
This setting overrides the "Enabled" field setting that can be configured for email templates on the Administration > Communication > Templates screen (see Edit templates).
- In the "Payer emails" section, you see the following 3 configurations.
- "When admin user changes settings, send email to" - Changes are sent to the preconfigured email address that displays in this field. Currently, this setting can only be edited by the master user, who must submit a request to our Support Team to make changes.
- "Notify this email when payments are rejected"
- "Notify this email when payee details change"
Beside the relevant field, click .
- To enable/ disable the feature, toggle the button "On" or "Off", respectively. If enabled, an additional field displays to the right of the toggle button where you can type the payer email address and add multiple emails if needed.
- Click the check mark to confirm.
You can configure email notifications on the Administration > Communication > Email notifications screen in the Tipalti Hub. First, you need to define the entity before setting up the different email addresses for payee and payer emails.
In the right-hand panel, click "+ Add configuration per entity".
Name the configuration and select entities.
Click "Add".
- Repeat the steps above for each entity.
As soon as you added your first entity, a "Default Configuration" option appeared in the right-hand panel. Use this option to configure default email settings for all entities that don't have custom specifications.
- In the right-hand panel, select the entity for which you want to configure payee emails.
- In the "Payee emails" section, beside "Send emails to payees", click .
- To enable/ disable the feature, toggle the button "On" or "Off", respectively.
- If enabled, an additional field "Emails to payees will be sent from" appears. Type the source email address that you want displayed in the "From" field in emails to your payees.
- Click the check mark to confirm.
This email address is required if Tipalti will be sending emails to payees on your behalf.
This setting overrides the "Enabled" field setting that can be configured for email templates on the Administration > Communication > Templates screen (see Edit templates).
- In the right-hand panel, select the entity for which you want to configure payer emails.
- In the "Payer emails" section, you see the following 3 configurations.
- "When admin user changes settings, send email to" - Changes are sent to the preconfigured email address that displays in this field. Currently, this setting can only be edited by the master user in the "Default Configuration" settings.
- "Notify this email when payments are rejected"
- "Notify this email when payee details change"
Beside the relevant field, click .
- To enable/ disable the feature, toggle the button "On" or "Off", respectively. If enabled, an additional field displays to the right of the toggle button where you can type the payer email address. Press "Enter" to add another email.
- Click the check mark to confirm.
Required user roles Payer Administration& Edit Templates
You can edit templates that Tipalti sends to payees on behalf of the payer. Select your use case below (single entity or multi-entity) to learn how to customize templates.
- Go to Administration > Communication > Templates to view the list of available templates.
- Find the template that you want to edit.
- If the template has been activated, a check mark displays in the "Enabled" column; if not, an "x" displays. If there is no check mark or "x", the template has not been activated.
To activate templates, please submit a request to our Support Team.
- Click the template row. Below the template description, you see the method of transmission (e.g., email), whether the template is enabled, the subject line of the email (if applicable) and a preview of the template currently saved in the system.
- In the "Enabled" field, click .
- Toggle the button "On" to enable the template.
- Click the check mark to confirm.
- In the "Subject" field, click .
- To add a variable in the subject line, click "+Var" and select a variable from the dropdown list.
- Click the check mark to confirm.
- To carbon copy (CC) or blind carbon copy (BCC) email addresses when the template is sent:
- Click "Add CC" or "Add BCC" and type the email addresses.
- Click the check mark to confirm.
- To edit the template text:
- Beside the preview, click .
- The text box provides several editing options, similar to when working inside a Microsoft Word document.
- There is a "Variable" dropdown list, which allows you to embed variables into the template. The variables available depend on the type of template you are editing (see Variables for a complete list).
- The text can be edited in "Design" or "HTML" mode. You can jump between modes during editing.
- Click the check mark to confirm.
- To send a test email:
- Click "Actions" and select "Send test email". In the dialog, you can change the email address, if needed.
- Click "Send".
- To add a template in a different language:
- Select a language from the language dropdown.
- Edit the template.
- Click "+ Add language" to add another language to the list.
Configure default email header and footer
To configure the default header and/ or footer for all emails sent by Tipalti, select the "Master email template" and complete the steps to edit the template.
- Setup process - Custom fields header
- Setup process - Tax forms – Israeli declaration
- Setup process - Tax forms - Non-Israeli declaration
- Setup process - not VAT registered declaration
- Payee – InMail Notification
- Invoice - Generated template
- Setup process - Footer
- Setup process - Header
- Setup process - Documents
- Suppliers Hub - Footer
To customize email templates:
- Go to Administration > Communication > Templates to view the list of available templates.
- Find the template that you want to edit.
- If the template has been activated, a check mark displays in the "Enabled" column; if not, an "x" displays. If there is no check mark or "x", the template has not been activated.
To activate templates, please submit a request to our Support Team.
- Click the template row. Below the template description, you see the method of transmission (e.g., email), whether the template is enabled, the subject line of the email (if applicable) and a preview of the template currently saved in the system.
- Define specific entities for the template.
- Click "+ Add template per entity".
- Name the template and select entities.
- Click "Add".
- In the "Enabled" field, click .
- Toggle the button "On" to enable the template.
Enabling/ disabling a template (toggling between "On" & "Off") applies to all entity templates, not just the one selected.
-
In the "Subject" field, click .
- To add a variable in the subject line, click "+Var" and select a variable from the dropdown list.
- Click the check mark to confirm.
- To carbon copy (CC) or blind carbon copy (BCC) email addresses when the template is sent:
- Click "Add CC" or "Add BCC" and type the email addresses.
- Click the check mark to confirm.
- To edit the template text:
- Beside the preview, click .
- The text box provides several editing options, similar to when working inside a Microsoft Word document.
- There is a "Variable" dropdown list, which allows you to embed variables into the template. The variables available depend on the type of template you are editing (see Variables for a complete list).
- The text can be edited in "Design" or "HTML" mode. You can jump between modes during editing.
- Click the check mark to confirm.
- To send a test email:
- Click the "Send test email" button. In the dialog, you can change the email address, if needed.
- Click "Send.
- To add a template in a different language:
- Click "+ Add language".
- Click the empty field and select one of the available languages.
If templates have already been defined for entities, you can see which entities in the "Entities w/ custom templates" column. Hover to view the entire list.
To delete an existing template, click beside the template name, then click "Remove" and "Yes".
Configure default email header and footer
To configure the default header and/ or footer for all emails sent by Tipalti, select the "Master email template" and complete the steps to edit the template.
Import center
Use the "Import center" subtab to add new payees or block/ suspend payees in Tipalti. For each action, you need to prepare the relevant CSV file, upload it to the Tipalti Hub and download the result file, which lets you know the status of each import.
Required user roles Payer Administration & Add Payee
Add new payees to Tipalti. You cannot use this method to edit existing payees.
Prepare a CSV file of new payees you want added to Tipalti. Each row in the file details a different payee. Click the image below to download a sample of the CSV file structure. You can clear all data in the file and enter your own data for upload. The maximum file size allowed is 20 MB (~100,000 payees).
File structure
Fields are not case sensitive.
Field |
Description |
Limitation |
Mandatory? |
Data type |
---|---|---|---|---|
Idap |
|
|
Mandatory | string |
|
|
Mandatory | string | |
FirstName | Payee first name | Payee first name | Optional | string |
MiddleName | Payee middle name | Payee middle name | Optional | string |
LastName | Payee last name | Payee last name | Optional | string |
CompanyName | Payee company name | Payee company name | Optional | string |
PreferredEntity |
|
|
Optional | string |
ErpPayeeCurrency | The payer's QuickBooks Online vendor currency |
|
Optional | string |
To import the payees list file to the Tipalti Hub:
- Go to Administration > Import center. A list of previously uploaded files displays.
- At the top right of the screen, click "+ Import records", then select "Payees list".
- Select the relevant file and click "Open".
- If you have payer email notifications enabled for when payee details change, a dialog appears advising you to disable emails before the file is uploaded. If you don't disable emails, the payer will receive an email for each payee listed in the CSV file. Do one of the following.
-
Don't disable emails.
- In the dialog, click "Don't disable emails".
- Go to step 5.
-
Disable emails.
- Close the dialog.
- Beside the Import center subtab, click Communication.
- On the "Email notifications" screen, toggle the last setting "Off", as shown below.
- Click the check mark to confirm.
- Go back to step 1.
-
Don't disable emails.
- The file is validated for errors. Do one of the following.
- If there are no errors or warnings, a "Payees import results" dialog displays the results of the import. You can download a summary of the results by clicking . Click "Import records" to update the Tipalti Hub.
-
If there are warnings, the "File manager" box appears in the bottom right of the screen. Click to display the results. You can download a summary of the results by clicking the "Download warnings" link or . Do one of the following.
- Correct the issues and re-upload the file.
- Ignore the warnings and proceed to update the Tipalti Hub by selecting "Import records".
-
If upload fails, the "File manager" box appears in the bottom right of the screen. Click to display the results. You can click to download a log of the errors.
- Click "Cancel upload".
- Correct the errors and upload the file again.
If the payer is using the Supplier Hub to onboard payees, then by default, the "Invite payees to suppliers Hub" check box is selected in the "Import results" dialog. Upon upload, the email addresses listed in the file receive an invite to register in the Hub.
- If you disabled emails in step 4b above, then re-enable emails.
Updating records can take a while, depending on the number of records.
- If you are logged out of the Tipalti Hub during validation, you will receive an email when validation is complete.
- If you are logged out when the update completes, you will see the upload result upon logging back into the Tipalti Hub.
The import result CSV file lets you know whether the new payees in the file that you uploaded will be created in Tipalti, or if there are errors that need correcting. Download this file by clicking at the end of the imported file row.
File structure
The result file includes all fields in the uploaded payees list file plus the following fields.
Field |
Description |
Limitation |
---|---|---|
Record type | Indicates whether the record will be created as a new payee |
Valid values:
|
Record status |
The status of the import:
|
Valid values:
|
Required user roles Payer Administration & Risk Management
Block or suspend payees in Tipalti.
Prepare a CSV file of payees you want blocked or suspended in Tipalti. Each row in the file details a different payee. Click the image below to download a sample of the CSV file structure. You can clear all data in the file and enter your own data for upload. The maximum file size allowed is 20 MB.
File structure
Fields are not case sensitive.
Field |
Description |
Limitation |
Mandatory? |
---|---|---|---|
Idap | Unique payee identifier (the payee ID) |
|
Mandatory |
Status | The status of the payee |
Valid values::
|
Mandatory |
BlockingReason | The reason the payee is blocked or suspended | Supported only for "Blocked" and "Suspended" statuses | Mandatory |
To import a blocked/ suspended payees file to the Tipalti Hub:
- Go to Administration > Import center. You can see the list of previously uploaded files.
- At the top right of the screen, click "+ Import records", then select "Blocked or suspended payees".
- Select the relevant file and click "Open".
- The file is validated for errors. Do one of the following.
-
If there are no errors or warnings, a "Blocked and suspended payees import results" dialog displays the results of the import. You can download a summary of the results by clicking . Click "Import records" to update the Tipalti Hub.
If there is at least one payee that is blocked/ suspended in Tipalti but is not included in the uploaded file, the following message displays: "Reset the existing blocked and suspended payees list with this list."- To overwrite the list in the Tipalti Hub, select the box beside this message. This action will also update the status to "Active" for any blocked or suspended payee in Tipalti that is not included in the uploaded file.
- To download the list of payees that will be updated, click the "Download list" link.
-
If there are warnings, an "Upload" dialog appears in the bottom right of the screen. Click to display the results. You can download a summary of the results by clicking the "Download warnings" link or . Do one of the following.
- Correct the issues and re-upload the file.
- Ignore the warnings and proceed to update the Tipalti Hub by selecting "Import records".
-
If upload fails, an "Upload" dialog appears in the bottom right of the screen. Click to display the results. You can click to download a log of the exceptions.
- Click "Cancel upload".
- Correct the errors and upload the file again.
-
If there are no errors or warnings, a "Blocked and suspended payees import results" dialog displays the results of the import. You can download a summary of the results by clicking . Click "Import records" to update the Tipalti Hub.
Updating records can take a while, depending on the number of records.
- If you are logged out of the Tipalti Hub during validation, you will receive an email when validation is complete.
- If you are logged out when the update completes, you will see the upload result upon logging back into the Tipalti Hub.
The import result CSV file lets you know whether the payees in the file that you uploaded will be blocked or suspended in Tipalti, or if there are errors that need correcting. Download this file by clicking at the end of the imported file row.
File structure
The result file includes all fields in the uploaded blocked/ suspended payees file plus the following fields.
Field |
Description |
Limitation |
---|---|---|
Record status |
The status of the import:
|
Valid values:
|
Description |
|
Valid values:
|
Payment settings
Required user role Payer Administration
Unclaimed PayPal payments are canceled automatically after 30 days. This setting allows you to automatically cancel unclaimed PayPal payments before the end of the month so that you can reconcile accounts earlier.
- Go to Administration > Payment settings.
- In the "PayPal settings" section, toggle the button "On".
- In the "Cancel payments" text box, type the number of hours before the end of the calendar month. The value must be greater than 24 hours.
- Click the check mark to confirm.
For unclaimed PayPal payments, an email notification with the failed payment reason is sent to the payee and the payer. After the payment is rejected, the payee's payment method is deleted, funds are returned to the payers virtual account, and the payee becomes unpayable.
Bill settings
If you use the Bills module, there are several settings that you can enable to help manage bills effectively.
Required user role Payer Administration
If you are using the "Invoice processing" bill flow, invoices can be submitted to Tipalti via email. Select your use case below (single entity or multi-entity) to learn how to define email accounts for collecting invoices.
In the "Bill collection via email" screen, you can set up a Gmail or non-Gmail email account to collect invoices from your payees.
- Go to Administration > Bill settings > Bill collection via email.
- Complete the following fields.
- Email address - Type the email account address for submitting invoices.
- Password - Type the email account password for collecting invoices (you can click and hold to reveal the password).
- IMAP port - Displays 993 (a secured port) by default. If you want to change the port, please submit a request to our Support Team.
- IMAP account - Type the email IMAP account.
- Click "Sign in".
If you decide you need to configure a Gmail or Microsoft account instead, you can click "Sign in with Google" or "Sign in with Microsoft" to start over by signing in with a Gmail or Microsoft account.
- Go to Administration > Bill settings > Bill collection via email.
- Click "Sign in with Google", which opens the "Verify Tipalti as a Trusted App" dialog.
- Do one of the following:
- If your admin has already safelisted the Tipalti app:
- Select "I've verified Tipalti as a trusted app".
- Click "Next", which opens a new browser tab.
- If you want to help your admin out by safelisting the Tipalti app on your own:
- Click step-by-step process to be guided through the process.
- When you have finished safelisting, return to this dialog and select "I've verified Tipalti as a trusted app".
- Click "Next", which opens a new browser tab.
- If your admin has already safelisted the Tipalti app:
- Select an existing Gmail account or set up a new one for submitting invoices.
- Click "Allow" to confirm your settings.
In the Tipalti Hub, you now see the email address with which you are currently signed in.
At any time, if you no longer want to collect invoices, click "Disable bill collection via email" to disable this feature.
- Go to Administration > Bill settings > Bill collection via email.
- Click "Sign in with Microsoft", which opens a new browser tab.
- Enter an existing Microsoft account and password or set up a new account for submitting invoices.
- Click "Yes" to allow Tipalti access to your account.
In the Tipalti Hub, you now see the email address with which you are currently signed in.
At any time, if you no longer want to collect invoices, click "Sign out" to disable this feature.
In the "Bill collection via email" screen, you can set up a Gmail or non-Gmail email account to collect invoices from your payees. Of these accounts, you can further choose to enable the following types of accounts.
-
General email account (optional):
- Tipalti does not assign an entity to invoices sent to the general email account. Note that an entity can still be assigned during AI Smart Scan (based on smart default logic) or by the user during the review process.
- Users with the "All" entities permission can view/ manage bills sent to this email.
-
Entity email account (optional):
- The entity for the email account is assigned to invoices received by that account.
- Users with the "All" entities permission or the specific entity permission for the account can view/ manage bills sent to this email.
- Go to Administration > Bill settings > Bill collection via email.
- Click "+Add email account" to open the "Set up email account" window.
- In the "Entity" field, select "General Email (No Entity)" or a specific entity from the dropdown list.
- To define a non-Gmail account, complete the following fields.
- Email address - Type the email account address for submitting invoices.
- Password - Type the email account password for collecting invoices (you can click and hold to reveal the password).
- IMAP port - Displays 993 (a secured port) by default. If you want to change the port, please submit a request to our Support Team.
- IMAP account - Type the email IMAP account.
- Click "Sign in".
- Once you have added the accounts, you need to sign in to the ones that you want activated. Once signed in, the account status changes to "On".
To delete an account, hover over the row and click "x" at the end of the row.
- Go to Administration > Bill settings > Bill collection via email.
- Click "+Add email account" to open the "Set up email account" window.
- In the "Entity" field, select "General Email (No Entity)" or a specific entity from the dropdown list.
- To define a Gmail account, click "Sign in with Google", which opens the "Verify Tipalti as a Trusted App" dialog.
-
Do one of the following:
If your admin has already safelisted the Tipalti app, select "I've verified Tipalti as a trusted app".
- Click "Next", which opens a new browser tab.
- If you want to help your admin out by safelisting the Tipalti app on your own:
- Click step-by-step process to be guided through the process.
- When you have finished safelisting, return to this dialog and select "I've verified Tipalti as a trusted app".
- Click "Next", which opens a new browser tab.
- Select an existing Gmail account or set up a new one for submitting invoices.
- Click "Allow" to confirm your settings.
- Once you have added the accounts, you need to sign in to the ones that you want activated. Once signed in, the account status changes to "On".
To delete an account, hover over the row and click "x" at the end of the row.
- Go to Administration > Bill settings > Bill collection via email.
- Click "+Add email account" to open the "Set up email account" window.
- In the "Entity" field, select "General Email (No Entity)" or a specific entity from the dropdown list.
- To define a Microsoft account, click "Sign in with Microsoft", which opens a new browser tab.
- Enter an existing Microsoft account and password or set up a new account for submitting invoices.
- Click "Yes" to allow Tipalti access to your account.
- Once you have added the accounts, you need to sign in to the ones that you want activated. Once signed in, the account status changes to "On".
To delete an account, hover over the row and click "x" at the end of the row.
On the "Bill field settings" page, you can define which custom fields are mandatory and who should fill them. You can also allow users to edit fully approved bills, with no additional approval required. Select a category below to see the instructions on how to change the settings.
Required user role Payer Administration
The configuration of bill coding is only applicable to non-PO-backed bills.
If you have "Bill coding preferences" feature enabled and you are using the "Invoice processing", "Self-billing with internal approval only", or "Self-billing with internal and payee approval" bill flows, you can define which expense account and custom fields of type "List" associated with bills and bill lines are mandatory and at which stage of the bill cycle. You can also specify if the fields can be edited by bill approvers.
If you are using "Tipalti bills" or " Self-billing with payee approval" bill flows, you need to specify if the custom fields of type "List" are "Optional" or "Mandatory".
- Go to Administration > Bill settings > Bill field settings.
- At the top right of the table, click "Edit" to configure your settings.
- In the "Mandatory/Optional" column, specify if the custom fields of type "List" are "Optional" or "Mandatory".
- The "Expense account" field is always mandatory.
- Custom fields of type "Date" or "Free-text" are always optional.
- In the "Mandatory for" column, for fields marked as "Mandatory", indicate whether these fields are mandatory for "Bill processors" or "Bill approvers".
If a field is mandatory for bill processors, it is also mandatory for bill approvers.
- When changing an "Optional" field to "Mandatory", the field becomes mandatory for bill processors by default.
- In the "Editable by approver" column, select "Yes" or "No" from the dropdown to indicate whether the mandatory fields can be edited by bill approvers or not.
- Click "Save" to confirm your edits.
- In the "Coding preference change" dialog, click "Confirm" to approve the changes.
Changes will only apply to bills created after changes are saved.
Required user role Edit bills post-approval & Payer Administration
If you are using the "Invoice processing" bill flow and have "Allow payers to edit fully approved bills" feature enabled, you can define which bill custom fields are editable post-approval and in which posting period edits are allowed.
- The configuration of bill coding is only applicable to non-PO-backed bills.
- Custom fields of type "Date" or "Free-text" are always optional.
- Go to Administration > Bill settings > Bill field settings.
- At the top right of the table, click "Edit" to configure your settings.
- In the "Allow post-approval editing" column, select "Yes" or "No" from the dropdown to indicate whether the custom fields can be edited after the bill was approved.
- Yes - Fields are editable post approval, and once edited, the bill remains in the same status in the bill cycle
- No - Fields are not editable post approval, the bill can only be edited if the bill is retracted (i.e., sent back to AP)
- In the "Post-approval editing allowed" section, select one of the listed options:
- During ERP accounting period
- During ERP accounting period + month end close
- At any time
- If "During ERP accounting period" is selected, from the "ERP accounting period" dropdown, select:
- Beginning of the month to end
- Custom - Enter the time period
If your ERP accounting period changes from month to month, you need to update this field on a monthly basis.
- If "During ERP accounting period + month end close" is selected, from the "ERP accounting period" dropdown, select:
- Beginning of the month to end
- Custom - Enter the time period
In the "Month end close period lasts" text box, type the number of days before the end of the calendar month.
- Click "Save" to confirm your edits.
- In the "Coding preference change" dialog, click "Confirm" to approve the changes.
Changes will only apply to bills created after changes are saved.
Changes made during post-approval are logged under "Bill audit".
Changes are synced to ERP.
If the bill was updated post-approval (Pending payment / Paid), the changes are synced as an update to the ERP.
In case the bill accounting period is closed in the ERP, based on the integration setup:
- "Do not allow" - Sync fails
- "First open period" - sync fails and the bill is recreated in the first open period
- "Current period" - sync fails and the bill is recreated in the current period
Required user role Payer Administration
To ensure consistent invoicing you can enable automatic USD defaulting for invoices captured without a currency during AI Smart Scan scanning, or when manually created. In addition, you can select to override AI Smart Scan captures of other currencies listed on an invoice so that they automatically default to USD.
- Go to Administration > Bill settings > Bill field settings.
- In the "Bill currency" section, check the relevant boxes:
- Set USD as the default Currency
- Override the currency captured by AI Smart Scan
You can define bill approval policies that automatically add approvers based on predefined bill approval rules, ensuring that the right approvers are always in the loop. Follow these steps to complete the set up process.
Required user role Payer Administration
On the "Bill approval rules" screen (Administration > Bill settings > Bill approval rules > Rule Settings), you can:
- Choose to create approval rules based on
- Your existing bill approver users, or
- Your imported employee list (refer to Add employee org chart for instructions)
- Select whether your bill approval rules policy is
- Flexible (default) – Bills that don’t conform to bill approval rules can be submitted for approval until a relevant rule is added
- Strict – Bills that don’t conform to bill approval rules cannot be submitted for approval until a relevant rule is added
- You can change your selection at any given time by clicking “Approver settings” on the “Bill approval rules” screen.
When switching between the options, some approval rules might become invalid (e.g., switching between users to employee and the rules are assigned to a user that does not exist in the employee list file). Those rules will be marked in red as well as the affected approver.
The ability to use level-based approval is available with the employee list option only.
For level-based approval, you may want to mark the custom fields that will be used to identify the correct approvers by selecting the check box at the bottom of the "Edit custom field" page (see Update bill coding custom fields for more details).
Approval chains can be preconfigured with specific users in place or you can automatically add approvers according to their level in the organization (e.g., Director or VP).
There are 2 types of rules:
-
Budget owner rule:
These approvers (e.g., Department directors, VPs) confirm that the goods/ services were delivered according to the agreed upon terms and that it are aligned with the budget plan.
Approvers are added based on the relevant expense in the bill lines.
These approvers will be first to approve the bill.
Defining rule parameters is mandatory.
-
Finance team rule:
These approvers are usually part of the Finance Team (e.g., Accounting Manager, Controller, CFO, CEO) and act as the final layer of oversight in the bill approval process.
Approvers are added based on the total bill amount.
These approvers will be last to approve the bill.
Defining rule parameters is optional.
Follow these steps to create bill approval rules by defining rule parameters, and determining the approval chain and tier.
Go to Administration > Bill settings > Bill approval rules.
Click "Add new rule", which opens a panel on the right side of the screen.
Select the "Budget owner" or "Finance team" rule.
Click the pencil icon and type a name for the rule.
-
In the "When" section:
Select the relevant coding custom field or Expense account1, then the value2. We use these parameters to determine the approvers.
You can add more parameters to this rule by clicking "Add parameter" and selecting the relevant values. A maximum of 10 parameters are allowed per rule.
Limitation: One expense account can be applied per rule.
If you do not select a parameter, approvers are determined by tier amounts only.
-
In the "Approval tiers should be" section, you can specify approvers for different tier amounts by selecting the "Approval chain" check box. A maximum of 10 tiers are allowed per rule. Tier amounts must be entered in USD.
For "Budget owner rules", approval tiers can be approved by either a specific user1 or organizational level2, if this information was included in the uploaded employees list. If you're using levels, AP is required to choose the correct approver by level on the bill.
The tier amount and approval chain sequence determine which approvers are required to approve the bill. For example, if tiers are:
$0 - $1,000 USD - Paul
$1,001 - Unlimited - Sarah
Then when enabling "Approval chain", a bill of $5,000 would be approved by both Paul and Sarah. When disabling, it would be approved by Sarah only.
The rules applied on a bill include:
Multiple rules can be applied to a bill—one rule can be matched per bill header and bill line
If a bill does not have a matched rule, it cannot be submitted for approval until a supporting rule is created by the Admin
-
If multiple rules are matched, the most specific rule is applied—for example:
Rule 1: All departments, all locations
Rule 2: Sales department, US location
Bills for sales US will be matched with rule 2
-
Approvers are applied to the bill by the following order:
- Machine learning/ AI (if exists)
- Budget owner rule(s)
- Finance team rule(s)
Rules can be turned:
On: Rules are applied to the bill, machine learning suggestions, and when adding approvers manually.
Off: Rules are not applied to the bill. Approvers are suggested by machine learning, and when adding approvers manually.
On/ off settings affect new bills only. Bills that already started the approval policy are not affected.
You can replace bill approvers in the approval chain without restarting the approval flow. This action is available from several screens:
Bills tab:
Invoice tab:
-
From the Bills tab, select one of the following sub tabs: and lists, including "All bills", "Pending my approval", and the “Payee’s bills” as well as invoice screens themselves click the Actions button and select Replace approver.
-
In the Replace approver screen, select the approver to be replaced and the new approver.
-
Click Replace approver.
This replacement is documented under Bill audit.
Required user role Payer Administration
If you are using the "Invoice processing" bill flow, you can enable email auto-reminders for bill approvers about bills pending their approval. You can also set the length of time between reminders.
- Go to Administration > Bill settings > Bill approval settings.
- Under "Reminders settings", beside "Send auto-reminders", click to enable editing.
Toggle the button "On".
Beside "Send a reminder every", type how often you want the reminder to be sent (e.g. 3, for "every 3 days").
Click the check mark to confirm.
Required user role Payer Administration
If you are using the "Invoice processing" bill flow, you can enable escalation of bills that have been pending approval for too long. When the approver does not approve the bill in time, it is escalated to an assigned manager.
You can assign managers when adding or editing an Tipalti Hub user, and when adding a new bill approver (see Add new bill approvers).
- Go to Administration > Bill settings > Bill approval settings.
- Under "Escalation settings", beside "Escalate bills", click to enable editing.
- Toggle the button "On".
- Beside "Escalate bills after", type after how many days (from the bill entering a "Pending approval" status) you want it escalated to another approver (e.g., 3, for "after 3 days")
- Click the check mark to confirm.
If you are using employee list 'org chart' to create approval rules, escalations are not supported.
Payment terms and due date calculation settings
Required user role Payer Administration
Tipalti computes each bill due date based on the payment term assigned to the payee and either the invoice date or creation date. If the computed due date falls on a weekend, Tipalti advances the due date to the following business day.
- Computed bill due date = invoice date + payee payment term
- Computed bill due date = bill creation date + payee payment term
To create payer payment terms:
- Go to Administration > Bill settings > Bill payment settings.
- To the right of the "Payment terms list" header, click to enable editing.
- In the "ID" field, enter the ID that reflects the ID of the payment term in your accounting system (max. length = 40 characters).
- In the "Name" field, enter the display name for the payment term (max. length = 20 characters).
- In the "Days until due" field, enter the payment term in number of days (max. length = 8 numbers).
- If you have more than one payment term for payees, repeat steps 3 to 5.
- In the "Default" field, select which term is to be the default payment term for all existing and new payees.*
- If you want to delete a payment term row, click the "X" at the end of the row.
- Click the check mark to confirm your edits.
* If you later change the existing default, all payees linked to this default and all new payees will be assigned to the new default. Existing payees on other payment terms will not be affected.
To configure the default bill due date so that Tipalti will not automatically override it when calculating the expected due date based on the payee payment terms:
- Beside "Default bill due date by", click to enable editing.
- Select either "Payee payment term" or "Invoice due date" (the default is "Payee payment term").
- Click the check mark to confirm your edits.
To configure how the invoice due date is calculated:
- Beside "Calculate due date based on", click to enable editing.
- Select either "Invoice date" or "Bill creation date" (the default is "Invoice date").
- Click the check mark to confirm your edits.
To change the payment term for an individual payee, refer to Update payee information. One of the payee payment term options is "Per invoice due date". If selected, Tipalti will not compute the bill due date.
Now, Tipalti will show a warning message if the calculated due date does not match the due date identified on the bill (i.e., the due date captured by AI Smart Scan/ MS or entered by the user).
When the invoice due date is not captured by AI Smart Scan due to, for example, poor image resolution, we populate the due date based on payee payment terms and display a message on the bill let you know that we've done so.
Payment cycle
Required user role Payer Administration
You can define the payer payment cycle as "paid on the bill due date", "by periodic cycle" or a combination of both. By default, the payer payment cycle is applied to all payees. To change the payment cycle for an individual payee, refer to Update payee information.
Tipalti AI schedules bill payments based on your selections.
- Go to Administration > Bill settings > Bill payment settings.
- Under "Scheduled bills configuration", beside "How do you pay your payees?", click to enable editing.
- Define the payment cycle.
- Select one of the following cycles:
- All payees are paid on bill due date (default selection)
If you select this cycle, go to step 5 below.
- All payees are paid by periodic cycle (When selected, two empty fields appear below these terms for you to specify the cycle dates.)
- Part of the payees are paid by periodic cycle and part on bill due date (When selected, two empty fields appear below these terms for you to specify the cycle dates. A "Default payment cycle" field also appears.)
- All payees are paid on bill due date (default selection)
- In the first field below the payment terms, click inside the field and select one of the following options:
- Weekly
- Monthly
- In the second field below the payment terms, click inside the field and select one of the days of the week.
- Select one of the following cycles:
- This step only applies if you chose "Part of the payees are paid by periodic cycle and part on bill due date" in the previous step. In the "Default payment cycle" field, select either "All payees are paid on bill due date" or "All payees are paid by periodic cycle". The default is applied to all payees.
- Click the check mark to confirm.
Required user role Payer Administration
Bills can be scheduled automatically for payment based on the scheduled payment date by enabling "Automatic scheduling" of bill payments. If payment approval is enabled, this setting does not bypass the approval flow of payments.
- Go to Administration > Bill settings > Bill payment settings.
- In the "Auto-schedule bills" section, beside "Automatic scheduling of bill payments", click to enable editing.
- Toggle the button "On".
- Click the check mark to confirm.
Required user role Payer Administration
This feature allows a vendor credit for the payee to be created automatically when a transaction fee is incurred for a rejected bill payment. The vendor credit is linked to the selected expense account.
- Go to Administration > Bill settings > Bill payment settings.
- In the "Payee pays rejection fee" section, beside "Create vendor credit when a payment is rejected", click to enable editing.
- Toggle the button "On".
- In the "Default expense account" field, select an account from the list. The list contains expense accounts linked to the default payer entity.
- Click the check mark to confirm.
PO matching settings
If you use the PO Matching feature of the Bills module, you can do the following:
Required user role Payer Administration
Enabling this feature allows you to define a threshold amount for PO matching.
- Go to Administration > Bill settings > PO matching settings.
- In the "Matching Threshold" section, beside "Non PO-backed bills smaller than the below threshold skip matching", toggle the button "On" to enable it.
- In the "Bill amount threshold" field, type the threshold amount in the currency that displays (the currency is the payer's default currency). Only integer numbers are allowed (up to 15 digits).
The "Matching tolerance" feature defines whether exceptions require approval or not, while the system prevents unapprovable bills from being processed. You can independently configure tolerance matching for both 2-way and 3-way matching, which enables you to accurately reflect your organization's tolerance matching policies in Tipalti.
You can specify bill flows that:
- Don't require approval if they are below a defined threshold
- Require approval if they are between defined thresholds
- Are unapprovable if they are above a defined threshold, thereby preventing the processing of unapprovable bills
To configure tolerance matching:
- Go to Administration > Bill settings > PO matching settings > Matching tolerance.
- Select the "Perfectly matched bills require approval" check box if exceptions don't require approval.
- In the "Bill amount" section:
- Toggle the button besides "Amount" or "Percentage" to set the approval rules based on bill amount or percentage.
- Enter the amount or percentage for each matching rule.
If you want every deviation to require approval, check the "Perfectly matched bills require approval" box
If you want to exclude non-PO line when calculating deviation between PO and bill, check the "Exclude non-PO lines from matching tolerance" box.
You have the flexibility to remove/ add matching rules.
- Repeat the above steps to configure tolerance for bill lines.
- If multiple rules apply, the most stringent rule is used.
- You can set up either quantity or percentage-based tolerance thresholds to determine when a deviation between the quantities listed on the invoice and on the PO requires approval, doesn’t require approval or is unapprovable.
- For invoices that are processed using 3-way matching, we also support setting thresholds for deviations between the quantity on the bill and the quantity on the receipt.
When calculating deviations tolerance, quantity is always converted into your base unit.
Account billing
Required user role Account Billing
View payer and payee transaction and foreign exchange fees in the Tipalti Hub.
Tipalti fees (fees paid to Tipalti by the payer) are based on the payer agreement with Tipalti. These fees may include foreign exchange fees, rejection fees (for payments rejected by the providers), and additional provider fees charged by certain providers.
Payee Tipalti fees (fees paid to Tipalti by the payee) represent the portion of Tipalti fees that are paid by the payee. For example, if the Tipalti fee and payee fee for Local bank transfer each show $5.00 USD, it means that the payee is paying the entire $5.00 Tipalti fee. Likewise, if the Tipalti Local bank transfer fee is $6.00 USD and the payee Local bank transfer fee is $5.00 USD, then the payee pays $5.00 and the payer pays the remaining $1.00 to Tipalti.
- Go to Administration > Account billing.
- Click the "Tipalti fees" or "Payee Tipalti fees" subtab. Descriptions of the information displayed on each subtab are listed in the table below.
Category | Field | Description / instruction for Tipalti Fees |
Description / instruction for Payee Tipalti Fees* |
---|---|---|---|
Transaction fees | — |
|
|
Select payer entity | — | If payee fees have been configured per entity, select the entity to view the associated fees. | |
Select currency |
|
|
|
Payment method | Payment methods supported by the payer | Payment methods supported by the payer | |
Fee per payment |
|
|
|
Rejection fee | Applicable when a payment provider rejects a payment | — | |
FX fees | — | A foreign exchange fee is charged when the currency of the submitted amount is different than the provider account currency. |
|
Select payee country | — |
|
|
Additional provider fees | — | Additional fees charged by specific payment providers | Additional fees charged by specific payment providers |
*For information on how payee fees are calculated, click here. |
A payee's transaction fees display in the "More" pop-up in the PAYMENT DETAILS row on the payee record (see Find payee payment method). Payee and payer transaction and foreign exchange fees can be viewed in reports, APIs and IPNs.
Required user role Account Billing
View the payer's monthly Tipalti invoices in the Tipalti Hub. These invoices include payer fees due the following month (i.e., Tipalti services, OFAC charges, rejection charges, and transaction fees if applicable).
Go to Administration > Account billing > Tipalti invoices.
You can filter the list of invoices and sort the columns (see below).
At the end of the invoice row, click and select "Download".
Use "Add filters" to focus on a subset of invoices. You can filter by:
Billing Period (date range, or before or after a specific date)
Invoice Amount (amount range)
Invoice Status ("Paid" or "Unpaid")
Click the column header to sort the invoices by ascending or descending order. You can sort by:
Billing Period
Amount
You can view the status of the invoices or click to download the invoice.
Import GL account list, tax codes and custom field values
On the "Integrations" tab, you can import GL accounts, tax codes, and custom field values.
Required user role Payer Administration
To import your files, you need to prepare a CSV file and import it to the Tipalti Hub. Select a record below to see the fields included in each import template.
Required user role Payer Administration
Prepare a CSV file of GL accounts you want added to Tipalti. Each row in the file details a different account.
File structure
The following table lists the fields in the GL accounts template. All values input to the template are case sensitive. The maximum file size allowed is 20 MB.
Field Display Name | isMandatory? | Description | Field data type | Level | Value Display Names |
---|---|---|---|---|---|
Category | No |
The category of the GL account (not case sensitive). Only accounts set as "Expense" (and active AP accounts set as "Other") are available on all bill records/ filters |
List | Header | Other, Expense |
Currency | No | The currency of the GL account | String | Header | |
Description | No | A description of the GL account | String | Header | |
Entity name | No |
List of payer entities for which each GL account should apply. To apply the GL account to all payer entities use '[]' (you can use the 'default when empty' capability for doing so). |
String | Header | |
External ID | Yes | An ID that uniquely identifies the GL account in the accounting system/ ERP | String | Header | |
MiscBox1099 | No |
The number of the corresponding box on the 1099-MISC form. If the field is left empty (NULL), the account will be considered "unmapped" |
List | Header |
|
Name | Yes | The name of the GL account | String | Header | |
Number | No | The number of the GL account | String | Header | |
Sync type | No | Whether to update or close the GL account. GL accounts that are currently active (i.e., assigned to outstanding unpaid bills) cannot be closed | List | Header | Close, Create / Update |
Type | No | The type of GL account | List | Header |
|
The following table lists the fields in the custom field template. All values input to the template are case sensitive.The maximum file size allowed is 20 MB.
FIELD name |
DESCRIPTION |
limitation |
Mandatory? |
data type |
---|---|---|---|---|
Value | The list item name you want displayed for payers (in the Tipalti Hub and reports) and payees (onboarding process) |
|
Mandatory | string |
Code | The unique ID of the list item |
|
Mandatory | string |
Status |
|
If empty, it is set to "Active" | boolean |
The following table lists the fields in the tax codes template. All values input to the template are case sensitive.The maximum file size allowed is 20 MB.
FIELD name |
DESCRIPTION |
Mandatory? |
data type |
---|---|---|---|
External ID | The tax code identifier in your accounting system/ ERP | Mandatory | string |
Name |
|
Mandatory | string |
Active |
|
Mandatory | boolean |
Rate |
|
Mandatory | decimal |
Payer entities |
|
Optional | string |
Required user role Payer Administration
To manually import GL accounts:
- Go to Integrations > File import and click "Import" to open the "Data import - File upload" dialog.
- From the dropdown, select the record that you want to import.
- Click "Select", choose the relevant file, and click "Open". Upon import, the system validates your file.
- If validation is successful, click "Next" to complete the import.
- View the imported file status in the "File import" table.
- indicates that the file imported successfully
- indicates that the file failed to import
- indicates that the file partially imported successfully
- At the end of the row, hover over and select to either download the original or the error file.
Only CSV files are supported (max. file size is 20 MB).
The following table describes the columns on the "File import" screen.
column |
description |
---|---|
Date | Date of the file import was completed |
Record type | Type of record selected for import |
File name | Name of imported file |
Status |
Files that imported successfully Files that failed to import Files that partially imported |
Total records | Number of records in the imported file |
New records | Number of new records that have been created by the import |
Updated records | Number of records that have been updated by the import |
Alerts | Number of records in the original file that failed to import |
Requested by |
|
Action menu to download the original imported file or errors file |
Expenses Settings
Required user role Expenses Admin
The Expenses settings tab allows you to edit processing details and configure your expense categories. Within the Expenses settings tab , there are two sub-tabs:
The General sub-tab contains all the general configurations of each entity that has Expenses enabled. Note that some cannot be changed once Expenses is configured.
This is the default currency for all employees within the entity and dictates the reimbursement currency, as well as all the currency conversion calculations done in the mobile app and in Tipalti Hub. It is read only and cannot be edited once configured.
These are the default units of distance used to calculate mileage reimbursement. It is read only and cannot be edited once configured.
This is the day of the year used to calculate yearly mileage totals. It is typically 1st January for countries that use the calendar year, or the first day of the tax year for countries that don’t use calendar year (e.g., UK: 6th April). It is read only.
This is the entity that will be used to issue employee reimbursements. It usually matches the employee entity. It is read only.
This is the finance approver for the entity. This person is assigned expenses for approval. It is editable
This is the account used to track payables before reimbursements are issued. It must be an AP account in your ERP. It is editable.
The Categories sub-tab allows you to manage all the expense categories that employees can use to log expenses. The list changes per entity.
You can create a new category by clicking Add category and filling in the category details. From the categories list, you can enable/disable categories, edit any of the details and archive categories. The expense type is not editable once there is at least one expense created using a category.
For each category, you need to enter these details:
Name (visible to the employee)
Description (optional, not visible to the employee)
Expense type (general or mileage)
Expense account
Require receipt (yes or no)
Collect tax info (allows you to collect tax for expenses in this category and optionally override the default tax code)
If you are using the Expense Report sync to NetSuite 2.0, expense categories must be created and managed in NetSuite. They automatically sync to Tipalti. When they sync in Tipalti, you are then able to configure the following fields:
Expense type (general or mileage)
Require receipt (yes or no)
Collect tax info (allows you to collect tax for expenses in this category, and optionally override the default tax code)
You will not be able to configure Name, Description and Expense account, nor will you be able to enable/ disable the category. Go to NetSuite to make those changes.