Issuing Check Payments

Setting Up for Check Payment

For check payments Rewardworks requires the remittance address for the vendor. The check issuing service will print and mail the check to the vendor.

To set up the vendor for check payment, go to the vendor screen and open the vendor. On the vendor card under Payment Type, select Check.

Then the select the postage delivery type for the check. There are several mailing options –

Verify the mailing address is correct for the vendors receivables department. 

Setting the Contact Preference to Email will email a copy of the payment advice to the vendor. The email message indicates a check payment has been issued and the attached payment advice notes that payment has been initiated.

 

Paying Vendor by Check

All open invoices for the vendor will be displayed on the invoice screen. As invoices are selected, the Check account will update to display the sum of all invoices selected for payment by Check.

Rewardworks also provides summary information for the invoices selected for payment.

After completing your selection of invoices, click on Pay Invoices. After reviewing the invoices on the Confirmation screen click on Accept. The required information is sent to the check issuing service. If the vendor’s contact preference was set to Email, you will be prompted to send the email. This email only serves as notification that payment has been initiated.

Check and ACH Payments 

On the Check and ACH Payments screen you will be able to monitor the check issuing process up to the point where the check is mailed to the vendor.

In the Filter section, select the status type (Pending, Completed or All). Set Payment Type to Check. You can add a date range to minimize the number of records returned. Click on Update Status. The payment status will display in the Status column.

Status –

There are eight statuses. However some of these statuses are momentary as the payment passes through the payment processor’s system or uncommon actions. The statuses in bold print are the most common you will see.

Pending Release: Payment has been submitted but not screened by check issuing service

Released: Payment has been screened and is ready to be processed

Processing: Checks only - Check is being printed and mailed

Sent: Printed check is in the mail / ACH have been sent through the bank

Posted / Cashed: Check has been cashed and cleared by recipient

Returned: When a printed check has been returned or payment processor

Cancelled: Payment was cancelled before being processed/sent.

Reissued: When a payment gets resent, another payment record is created and the original is marked as being reissued.

Cancelling Payment

To cancel a check, right click on the payment and select Cancel from the list. 

Note - A payment can be cancelled as long as its status is Pending Release.

Reports

The information provided on this screen can be exported to a .csv. In the lower right corner, there are two report options, Filtered Transactions or All Transactions.

Filtered Transactions outputs to a .CSV file all records according to the filter settings. All Transactions ignores any filter settings and output all payment records to a .CSV file.