Payment Requests are often an expedited process. To help facilitate that process we have implemented immediate email notifications throughout the Payment Request process.
Note: Payment Requests will also be included in the standard email notifications sent on a daily basis.
Notification to Approver
When status is changed to “Pending Approval” or status is in “Pending Approval” and Route To is changed an email is sent immediately to the Route To.
Sample Email
Subject: Payment Request - <Invoice Number> - Pending Approval
Body:
A new Payment Request has been added for your approval. You need to take action on this Payment Request.
Requested by: <requester>
Vendor Name: <Insert Vendor Name>
Invoice Number: <invoice number>
Invoice Amount: <invoice amount>
Request Date: <Month dd, yyyy>
Due Date: <Month dd, yyyy>
To review the document, please click the link below to sign into DataServ. Payment Requests can be found in your normal approval queue in DataServ.
Click here to get help with the Payment Request approval process.
Accounts Payable
via DataServ
Notification to Requestor
Requestor Notifications will include the following actions.
Returned
When status changes to “Returned” an email is sent immediately to the Requester.
Sample Email:
Subject: Payment Request - <Invoice Number> - Returned
Body:
Your Payment Request has been returned by <insert prior route-to name here>. You need to take action on this Payment Request.
Vendor Name: <Insert Vendor Name>
Invoice Number: <invoice number>
Invoice Amount: <invoice amount>
Request Date: <Month dd, yyyy>
Due Date: <Month dd, yyyy>
Accounts Payable
via DataServ
Rejected
When status changes to “Duplicate / Void” AND the Requester is not the person that made the change an email is sent immediately to the Requester.
Sample Email:
Subject: Payment Request - <Invoice Number> - Rejected
Body:
Your Payment Request has been rejected by <insert prior route-to name here>. Please log into the system for more information.
Vendor Name: <Insert Vendor Name>
Invoice Number: <invoice number>
Invoice Amount: <invoice amount>
Request Date: <Month dd, yyyy>
Due Date: <Month dd, yyyy>
Accounts Payable
via DataServ)
Final Approval (Pending Data Transfer)
When status changes to “Pending Data Transfer” an email is sent immediately to the Requester.
Sample Email:
Subject: Payment Request - <Invoice Number> - Approved
Body:
Your Payment Request has been approved and the payment is being scheduled.
Vendor Name: <Insert Vendor Name>
Invoice Number: <invoice number>
Invoice Amount: <invoice amount>
Request Date: <Month dd, yyyy>
Due Date: <Month dd, yyyy>
Accounts Payable
via DataServ
Paid
When status changes to “Paid” an email is sent immediately to the Requester.
Sample Email:
Subject: Payment Request - <Invoice Number> - Paid
Body:
Your Payment Request has been paid.
Vendor Name: <Insert Vendor Name>
Invoice Number: <invoice number>
Invoice Amount: <invoice amount>
Request Date: <Month dd, yyyy>
Due Date: <Month dd, yyyy>
Accounts Payable
via DataServ
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