Add a New User

To add a user to your company account, navigate to Admin > Users List and fill out the fields at the top of the page.

If this individual is new to Circulus, they will receive an email informing them that they have been added to your company account and to create their password. If this individual already has login information for a company account, they will simply receive an email informing them that they have been added to your account.

Edit User Permissions

There are various user permissions within Circulus which can be edited at a holistic level. To view/edit these permission levels, simply navigate to Admin > User Permissions

For more info on Workflow, Roles, Permissions and Users, click here.

Adding, Deactivating, and Reactivating Vendors

• Vendors can be added at the bill details level by selecting Add Vendor from the drop-down menu, or by navigating to Vendors > Add Vendor.
• To deactivate a vendor, go to Vendors > Search Vendors and locate the vendor you wish to deactivate. From the action drop-down menu on the right-hand side of the table results, select Deactivate.
• To reactivate a vendor, go to Vendors > Search Vendors and select the Advanced Search option by the top search bar, and check the box: Include Inactive Vendors in List. From the action drop-down menu on the right-hand side of the table results, select Activate.

Setup a Payee bank account

A payee bank account may be added by either inviting the payee to register their bank account within the Circulus platform, or having an admin user in the company add the payee’s account details should they be provided to you.

To invite a payee to register their bank account, simply navigate to the Payee tab, and search by the type of payee you are inviting. You may then choose from the list of payees you wish to invite to receive ACH payments and select the Invite option from the action drop-down.

For more information on Payees and Users, check out the Payees & Users tab on our FAQs page.

Add a Bill/Expense

You may also add a bill or expense through the Circulus desktop app with or without an image, or with an image through the Circulus mobile app (Please keep in mind that you may always come back to add an image later in the document details of the desktop app). Any unpaid bills already created in your QuickBooks account will sync to Circulus so that you do not need to re-enter them.

Simply select the Add Bills or Add Expenses selection from the navigation bar.

Review or Approve Bill/Expense

Bills or expenses assigned to approvers will appear under the Bills assigned to me or Expenses assigned to me option on the To-Do List of their dashboard. To approve or mark the bill as reviewed, simply select the document number link in blue from the table on the page, and select the Review or Approve buttons at the bottom of the page.

Any bills or expenses open for approval by any user will appear under the Open bills requiring approval or Open Expenses requiring approval option on the To-Do List of their dashboard.

Pay a Bill/Expense

Navigate to either Bills > Pay Bills or Expenses > Pay Expenses to select your payment method and process date and click Pay.

You will have the option to pay these documents by selecting an existing bank account, marking the bill as paid outside of the platform, or electing to pay them via QuickBooks Check.

The QuickBooks Check option will sync over a check to be printed from your QuickBooks account for the selected bill(s)/expense(s), and mark the bill/expense as paid in Circulus.

Virtual Card Payments

1. What is a virtual card payment?
   A virtual card (vCard) payment is a single-use credit card payment that is issued as a payment to a vendor. A unique virtual credit card number is sent via email every time a payment is issued to the vendor. The vendor will then process the vCard payment just like a regular credit card transaction to collect the funds.  
    
2. How would the vCard program benefit the vendor?
   Some of the most common benefits are:                                   
   1. Eliminates waiting for checks – An email is sent securely with the vCard information.
   2. Improves controls – No Lost or stolen checks.
   3. Minimizes payment delays – Prompt vCard settlement.
   4. Provides detailed remittance – Lists all invoices paid together with the vCard payment.   
        
3. How can a vendor participate in the vCard program?  
   Vendors that are willing to accept VISA credit card payments AND have a merchant account, point-of-sale system, or any credit card processing mechanism can simply enroll online via the FIS Integrated Payables vendor portal site. The “Vendor ID” assigned to the vendor must be uploaded to the FIS Integrated Payables system before the vendor starts the enrollment process.  
    
4. What are the steps involved for a vendor to enroll on the vCard program?
   The online self-registration process for the vendor only takes about 5-10 minutes to complete. After the vendor has been added to the Integrated Payables database, a unique registration code will be assigned to the vendor. The vendor should be provided the registration code and the enrollment instructions below:                                           
   1. Go to https://www.fisintegratedpayables.com/payments
   2. Click “Subscribe” to create an account.
   3. Enter the Registration Code: {XXXXXXX}.
   4. Verify the vendor information.
   5. Create an online user account.

   For assistance, please contact the FIS vendor support team at agp.jax.vendorenrollment@fisglobal.comagp.com or 877-330-4950.

5. How does the vendor receive the vCard payment?
   Enrolled vendors on the vCard program will receive an automated email notification from the FIS Integrated Payables system every time a vCard payment is issued to the vendor. The email notification will provide the virtual credit card information and the remittance details.
     
6. What does the vendor need to do to process the vCard payment?
   The vendor will need to retrieve the vCard information (i.e., credit card number, CVC security code, payment amount, and expiration date) in the payment notification email or from the FIS Integrated Payables vendor portal site and process the vCard payment just like a regular credit card transaction to collect the funds.
      
7. How much time does a vendor have to process a vCard payment?
   Enrolled vendors will have up until the end of the following month to accept and process the vCard payment. If the vendor fails to process the vCard, the expired vCard can no longer be submitted for authorization and will require a new payment to be issued. For example, if the vCard payment date is on 05/11/2020, the card will expire on 06/30/2020.
     
8. Will a vendor incur a fee for processing a vCard payment?
   The standard Interchange fee for processing credit card payment will apply. There is no additional fee involved for your vendor to participate in the vCard program. You vendor are responsible for paying the interchange fee to their card processor.   
9. What should I do when a vCard payment needs to be stopped?
   The vCard payment can easily be blocked in the system. To stop the vCard payment, simply locate the desired vCard payment from the Search Payments page and select the “Void Payment” option from the Action dropdown. The vCard payment status will update to “Void vCard Pending” and then the vCard payment will be moved to “Cancelled” upon confirmation in the system.  

   However, if your vendor processes the vCard payment before the payment is voided in Circulus, the payment will revert to “Processed”. At this point you will need to contact your vendor to request a refund, for this action cannot be taken in Circulus.

10. How long does it take to receive money back after I successfully block a vCard payment?
    It will take 5-7 business days to receive the vCard funds back.  
     
11. What happens if a vCard payment expires before a vendor processes it?
    The Payment Status of an expired vCard will automatically update to “Void vCard Pending” and then the vCard payment will be moved to “Cancelled” upon confirmation in the system. Remember, enrolled vendors will have up until the end of the following month to accept and process the vCard payment.
      
12. What are some common reasons a vCard payment could be declined?
    1. The vendor did not process the vCard payment for the “exact” amount.
    2. The vCard payment has expired.
    3. The vCard has been previously processed and posted. Verify the vendor information.
    4. The vendor entered the incorrect CVC security code.
    5. The payment amount to the vendor exceeded the dollar limit for a single transaction on the vendor’s card processing system.
         
13. What should I do when a vendor is unable to process a vCard payment as a single transaction? 
    Ask the vendor to contact the FIS’s vendor support team for assistance at agp.jax.vendorenrollment@fisglobal.com or 877-330-4950. FIS will change the payment settings to support multiple authorizations and payments.   
14. What should I do when a vendor is unable to locate the email notification on the vCard payment?
    Contact the FIS vendor support team for assistance at agp.jax.vendorenrollment@fisglobal.com or 877-330-4950. FIS will research the payment and provide supporting transaction details to the vendor.        
15. What can I do when a vendor says they did not receive a vCard payment that has been posted?
    Contact the FIS vendor support team for assistance at agp.jax.vendorenrollment@fisglobal.com or 877-330-4950. FIS will research the payment and provide supporting transaction details to the vendor.  
     
16. What should I do when a vendor requests that the payment notifications to be sent to multiple individuals?  
    Notify FIS’s vendor support team for assistance at agp.jax.vendorenrollment@fisglobal.com or 877-330-4950. FIS will contact the vendor to assist them in adding their employees to the primary user account.   
17. Are there possible exceptions to managing the vCard payments?
    Similar to check and ACH payments, your AP team might encounter some exceptions caused by the vendor’s actions:                   
    1. The vendor does not take the full payment amount and leaves a balance on the vCard.
    2. The vendor applies a credit to the vCard.
    3. The vendor withdraws from the program due to a change in the vendor’s policy.
    4. The vCard payment expires and may require you to reissue payment.

Delete/Restore a Bill/Expense

To delete a bill/expense, you can find specific bill number by going to Bills > Search Bills or Expenses > Search Expenses. In the populated list, select the bill(s)/expense(s) you want to delete and go to the far right of the table to select Delete from the action drop-down menu. This action will remove the bill from the workflow entirely.

To restore a bill/expense, navigate to Bills > Search Bills or Expenses > Search Expenses and select the document number link. Once on the document details page, scroll to the bottom and click Restore.

Reject a Bill/Expense

Users that have the Reject permission enabled may reject a bill or expense from either the Pay Bills/Expense page or the Approve Bills/Expense page.

When a user rejects a document, a note must be added. The document is then sent back to the Enter Bill/Expense Data pages.

Add/Apply a vendor credit to a Bill

Any bill that has a credit or discounted/returned amount is handled as a vendor credit. Adding a vendor credit follows the same process as adding a bill under Vendor Credits > Add Vendor Credits

Vendor credits can be applied underneath the Payment Amount column of the Pay Bills page, clicking on the green $ symbol, and entering in the dollar amount to be applied in the pop-up window displayed.

Void/Cancel a Payment

To cancel a payment that is not yet in progress, navigate to Payments > Scheduled Payments and select the corresponding payment(s) you wish to cancel. Scroll to the bottom of the page to select the Cancel button. The Bill(s)/Expense(s) related to any canceled payment will automatically be moved to the Pay Bills or Pay Expenses section of your account.

To void a payment that is already in progress, navigate to Payments > Search Payments to find and locate the payment you wish to void. From the action drop-down menu on the right-hand side of the table, select Void. You will then be presented with the following options to choose from:

1. Return/refund – This option will void the payment and return the funds to the original bank account from which you paid the bill(s)/expense(s), and move the bill(s)/expense(s) back to the Pay Bills page.
2. Void and re-issue via ACH– This option will void the current payment in progress, and re-issue it to the default bank account (Need to link to another article in the support portal for this) on file for this Payee.
3. Void and re-issue via Check – This option will void the current payment in progress, and re-issue it to the Payee in the form of a check with the corresponding address on file.

Bill Inbox

Your Circulus email address to send in bills for data entry can be found under Admin > Company Settings under the General Settings section. Send bill images to this email address for data entry by you and your team, or you may elect to send bills in for data entry by Ciruclus at $0.99/bill. Learn more

You may also change the Circulus data entry services option under the same section mentioned above if you do not wish to utilize data entry services.

For any additional questions regarding this topic, please contact us at 1.844.982.4557 or contact@circulus.io.