paymode agency training documen

Mississippi Management and

Reporting System

Department of Finance and Administration

MMRS MASH/Training Materials

5707 PayMode Agency Training Document

Effective Date: 02/28/2008 Version: 1

5707 PayMode Agency Training Document V1 02/28/2008

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Table of Contents

Introduction/Overview ...................................................................................................... 3 SAAS Highlights .............................................................................................................. 3 How to Log on to PayMode ............................................................................................. 4 PayMode Home page ...................................................................................................... 5 Recent Activity ................................................................................................................ 5 Viewing Payments Sent ................................................................................................ 10 Payment Search ............................................................................................................ 10 PayMode Reports ......................................................................................................... 15 Disburser Payment and Remittance Report .................................................................. 16

Disburser Payments Report....................................................................................... 17 Remittance Summary Report .................................................................................... 18

PayMode Customer Support ......................................................................................... 19


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Introduction/Overview SAAS Highlights

o PayMode does not change how State Agencies enter transactions into SAAS o New warrant type - PayMode these warrant numbers will begin with a C

o Once payment vouchers have been approved in SAAS, the following will take

place

Day 1 (Monday): SAAS nightly warrant process generates warrants. A payment file is created for vendors that have elected to receive payments electronically through PayMode.

Day 2 (Tuesday): MMRS sends this payment file to PayMode for

processing. Payment date in SAAS for these payments is Tuesday.

Day 3 (Wednesday): Funds are moved into Vendors bank accounts. Vendors also receive email notifications from PayMode of credit to their account.


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PayMode

PayMode allows you and the vendor to view payment and remittance information for payments your agency has made. How to Log on to PayMode

1. www.bankofamerica.com/paymode, OR 2. Click PayMode Users Login Here

www.paymode.com

3. Enter your Email address and Password Forgot your password? Enter your email address on the login page and select the click here link. PayMode will e-mail the password hint you created during setup.


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PayMode Home page After a successful log on, PayMode members are directed to a customized home page which contains the following important information:

Recent Activity: Displays recent payment file activity with links to access detailed information on the status of the payments included in the file.

PayMode Message Board: Link to access payment detail. This area populates after payment email notifications are sent to the appropriate Mississippi users.

Site Area Tabs: Quick access to various functional areas of the site. The tab will always present the primary operating screen for the functional area.

Links for specific PayMode functionality: Allows the user to identify which specific function they want to complete. Selecting these links directs the user to the appropriate primary operating screen for the function identified.

Standard Navigation Menu: This menu (displayed on the right hand side of the screen) appears on all site screens and allows the user to quickly access general information. It also provides a highlight for the area they have selected and functionality they are executing.

Recent Activity The screen shot below illustrates the details provided in the Recent Activity section of the customized Home page. The links displayed under the Recent Activity section, (i.e., FILE SENT 161982), allows the User to access detailed information regarding the status of a payment file submitted to PayMode for processing.


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The Recent Activity link directs the user to Payment Management: Payment File Details. Important information displayed on this screen includes:

Status of the file The name of the member who submitted the payment Display list of all payments contained within the file with links to view the details

of the specific payments The Collector that was paid Status of each individual payment contained in the file


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The link for Payment (DPA) ID directs the user to the Payment Management: Payment Detail screen. Important information displayed on this screen includes:

Received date Settlement date Disbursing Bank Account Detailed information on when the member signed the payment file Disburser Transaction details: transaction settlement date Information on attached remittances. If the member has the View remittance

Summary privilege they will have a link to access the remittance summary information.


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The link on the Payment detail screen for View Remittances

directs the privileged member to the Remittance Summary screen. Important information displayed on this screen includes:

Transmitted details for the displayed fields Detailed remittance information link. If the member has the View remittance

Detail privilege, they will have a link to access the remittance detail information.


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The link on the Remittance Summary screen for Remit # 1 directs the privileged member to the Remittance Detail screen. Important information displayed on this screen includes:

Details for the payment transmitted Any additional transmitted information that is available to the vendor

The BACK button directs the member to the last viewed screen. Utilizing the TABS at the top of the screen will quickly direct the member to specific functional areas of the site.


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Viewing Payments Sent Specific payments can be viewed by using one or more search options to find them.

1. A payment of a certain amount could be searched within a date range (15 day date range), selecting as many or as few search options as they want to narrow or broaden the search results.

2. All payments with a certain status (Processing, Processed Successfully, or Rejected) can be viewed.

Search results present a list of one or more payments in which basic information is displayed, such as payment number, amount, and status. More information about a payment can be displayed by clicking the payments Detail link in the search results. Payment Search

1. To search for a specific payment or groups of payments which were sent by your company, select the PAYMENTS

tab from the Home page.


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2. Select the View Specific Payments link

3. Search for a particular payment by using one or more search options on the Payment Management screen. Once the search criteria has been entered, the user will be brought to the Payment Management screen


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4. Select the Payment (DPA) ID

link to drill further into a particular payment.

This is the SAAS

StateofMS.XXX, where XXX = Agency #


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5. The user will be brought to the Payment Management: Payment DetailImportant information displayed on this screen includes:

screen.

Received date Settlement date Disbursing Bank Account Detailed information on when the member signed the payment file Disburser Transaction details: transaction settlement date Information on attached remittances. If the member has the View

remittance Summary privilege, they will have a link to access the remittance summary information.


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6. The link on the Payment detail screen for View Remittances directs the privileged member to the Remittance Summary

screen. Important information displayed on this screen includes:

Transmitted details for the displayed fields Detailed remittance information link. If the member has the View remittance

Detail privilege, they will have a link to access the remittance detail information.

7. The link on the Remittance Summary screen for Remit # 1 directs the privileged member to the Remittance Detail screen. Important information displayed on this screen includes: Transmitted details for the displayed fields

The BACK button directs the member to the last viewed screen. Utilizing the TABS at the top of the screen will quickly direct the member to specific functional areas of the site.


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PayMode Reports PayMode defined reports are a valuable tool for Disbursers. Selecting the REPORTS tab from the top of the screen directs the member to primary screen for the report functionality. The screen below illustrates the report options that are available for disbursers. Selecting any one of the displayed links directs the member to a report search screen to choose the parameters desired for the report.


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Disburser Payment and Remittance Report Initial search screen will allow the user to select the parameters for the specific information needed.

Available to any User granted the View Remittance Detail privilege Displays all payments initiated/paid from an account(s) and the corresponding

remittance detail User selects parameters to specify information needed


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Disburser Payments Report Initial search screen will allow the user to select the parameters for the specific information needed.

Available to any User granted the View Payments privilege Displays all payments paid from an account(s) User selects parameters to specify information needed Ability to view and filter payment data to support AP reconciliation, cash

forecasting, and monitoring


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Remittance Summary Report The Remittance Summary report provides links to detailed remittance information. This link will only display if the user has the View Remittance Detail privilege.

Report is available to any User granted the View Remittance Summary privilege

Displays remittance information sent by the Disburser that is associated with the payment


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PayMode Customer Support E-mail: [email protected] Phone Toll Free +1 877-443-6944 (Non-US: +1 207-771-3979) M-F 8 a.m. to 8 p.m. ET Fax +1 207-771-3925 By Mail: Paymode-X Customer Support 65 Gannett Drive South Portland ME 04106

Introduction/OverviewSAAS HighlightsHow to Log on to PayModePayMode Home pageRecent ActivityViewing Payments SentPayment SearchPayMode ReportsDisburser Payment and Remittance ReportDisburser Payments ReportRemittance Summary Report

PayMode Customer Support

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