1. Review Vendor ACH and Document Status
To review vendor information:
Go to Vendors.
Review the vendor table.
Use the ACH status and Document status columns to identify vendors who need updates.
The ACH status column can show whether ACH details are active or whether an ACH request has been sent or expired.
The Document status column can show whether documents are expired or whether a document request has been sent.
Click a vendor to open the vendor profile. Vendor profiles include these tabs:
Basic information
Payment details
Documents
Transactions
2. Add or Request ACH Details
Use the Payment details tab to store vendor ACH information.
To add ACH details manually:
Open the vendor profile.
Click Payment details.
In ACH Information, enter the Routing number and Account number.
Save the vendor.
To request ACH details from the vendor:
Open the vendor profile.
Click Payment details.
Click Request ACH from vendor.
In Confirm details of request, confirm the vendor email address.
Add an optional message if needed.
Click Send request.
Adaptive emails the vendor a secure link where they can provide their ACH details.
Note: If an ACH request is already pending, Adaptive shows the request details on the Payment details tab. You can cancel the request if needed, but canceling an ACH request may also cancel pending payments that are waiting for those ACH details.
3. Request ACH Details in Bulk
To request ACH details from multiple vendors:
Go to Vendors.
Select the vendors using the checkboxes.
Click Actions.
Select Request ACH.
In Request missing ACH details from the selected vendors, confirm each vendor email address.
Optional: Select Include a custom message.
Optional: Select cc: [your email] to receive a copy.
Click Send request.
Adaptive sends an ACH request to each selected vendor.
4. Upload Vendor Compliance Documents
Use the Documents tab to store vendor compliance documents.
To upload documents manually:
Open the vendor profile.
Click Documents.
Under Add documents, upload or drag and drop a file.
Select the Document type.
Enter a Document name, if needed.
Add an Expiration date, if applicable.
Click Add.
Common document types include:
Combined COI
Workers compensation COI
General liability COI
W-9
Contract
Other
Uploaded documents appear on the vendor profile. Expired documents are marked so your team can update them.
5. Request Compliance Documents from a Vendor
To request documents from one vendor:
Open the vendor profile.
Click Documents.
Click Request documents from vendor.
In Which documents would you like to request from the vendor?, select the document types.
Click Confirm.
In Confirm details of request, confirm the vendor email address.
Add an optional message or attachment if needed.
Click Send request.
Adaptive emails the vendor a secure link where they can upload the requested documents.
6. Request Compliance Documents in Bulk
To request documents from multiple vendors:
Go to Vendors.
Select the vendors using the checkboxes.
Click Actions.
Select Request documents.
Select the document types you want to request.
Click Confirm.
In Send document request, confirm each vendor email address.
Optional: Select Include a custom message.
Optional: Use Apply to all requests to reuse the same message for each vendor.
Optional: Add an Email attachment.
Click Send request.
Adaptive sends a document request to each selected vendor.
7. Update Expired Documents from a Bill
If a bill is no longer in Draft and its vendor has expired compliance documents, Adaptive may show a warning on the bill:
This vendor's compliance documents are expired
The warning lists the expired documents and expiration dates. Click Update documents to open the vendor's Documents tab, where you can upload updated documents or request them from the vendor.
If documents have already been requested, Adaptive may show:
You sent the vendor a request to provide these documents
Click Open vendor profile to review the request or update the vendor documents.
8. Request ACH from a Bill
Vendor ACH details can also be requested while paying a bill.
If the vendor is missing ACH details, use the payment workflow to request ACH information from the vendor or open the vendor profile to add ACH details manually.
Adaptive will process pending ACH payments after the vendor provides the required ACH details.
If you have any questions or want to share feedback, feel free to reach out at [email protected].