Setup and Manage Supplier Portal Settings

A key step in configuring a Payer account is setting up the way data is uploaded and transformed between the ERP and PaymentWorks. This happens in the Setup and Manage Supplier Portal area of the app, which can be accessed on the first tile in the home screen.

These are primary sections in this area, each of which will be addressed below.

  • Data Mappings: Configurations to correlate fields in statuses in the ERP to corresponding values in PaymentWorks.
  • Upload Data: This section provides the user interface for manually uploading Supplier, Invoice and Payment Instruction files.
  • Welcome Page: This is where the payer logo, which appears in invitations, is uploaded and managed.
  • Suppliers: The read-only list of supplier records uploaded from the ERP to PaymentWorks
  • Invoices: The read-only list of invoice records uploaded from the ERP to PaymentWorks
  • Remittances: The read-only subset of invoice records uploaded from the ERP to PaymentWorks, where the invoice status maps to the Paid status in PaymentWorks.

Data Mappings

This section provides the ability to configure how data is labeled in the ERP to match the corresponding fields and values in PaymentWorks. The specific mapping in this section includes:

  • Supplier Upload File Field Names

  • Invoice Upload File Field Names

  • Invoice Status

Mapping Supplier Upload File Field Names

The first configuration you’ll see in the Data Mappings section is a list of fields that can be included in a supplier upload and the mapping of those fields as named in (or exported from) the ERP (on the left below) and the corresponding name in PaymentWorks.

This mapping applies to CSV or Excel files, whether they are uploaded manually, by SFTP or the API. The column headers in the upload file, the values in Row 1, should correspond to the field names as exported from your ERP. In the abbreviated screenshot below, fields as named by the ERP export are shown in the left column.

PaymentWorks will ignore any column header in an uploaded supplier file that is not included in the list on the left column of the data mapping.

Modifying the mapping

To configure the field mapping between the ERP and PaymentWorks, click on the Edit button at the bottom of the mapping list. You will then see all the fields in the left column appear in editable format, as shown in the abbreviated screenshot below.

In this case, the field as exported from the ERP is named SupplierId and when uploaded will be mapped to the PaymentWorks VendorNum field. Click the Save button when you have finished the configuration. Click Cancel to revert to the previous configuration.

For more information on formatting and managing supplier files to be uploaded, see PaymentWorks Integration Guide Part 5 – Supplier and Invoice Files.

Mapping Invoice Upload File Field Names

Data Mapping for invoice files functions just like supplier file uploads, described above. Note that the field requirements are more involved with invoice files as shown below:

Each invoice record in the uploaded file needs to have values for all of the following fields:

  • VendorNum
  • InvoiceDate
  • InvoiceAmt
  • StatueCode

And at least one of the following fields must be provided:

  • InvoiceNum
  • PurchaseOrder
  • RefKey

For more information on formatting and managing invoice files to be uploaded, see PaymentWorks Integration Guide Part 5 – Supplier and Invoice Files.

Invoice Status Mapping

As described above, invoice files that you upload will contain a StatusCode field. This field may exist in the ERP already, or it may have a derived value based on other fields in your invoice records.

The Map Invoice Status configuration in the Data Mapping section allows you to map any invoice status exported from the ERP to one of the five PaymentWorks invoice statuses:

Note: You can map more than one of your ERP status values to the same PaymentWorks status. For example, as shown in the screenshot above, you could have statuses of “CANCELED” and “VOIDED”, both of which map to the PaymentWorks status of “Rejected”.

For more information on managing invoice statuses, see PaymentWorks Integration Guide Part 5 – Supplier and Invoice Files.

Upload Data

The default view under Setup and Manage Portal Settings is Upload Data. This section enables you to upload supplier, invoice and payment information files. To upload one of these file types, simply click the Browse button in the corresponding subsection.

Click the Download Sample link to receive a CSV file showing the fields typically used in each case.

Note: the column headers in the downloadable sample will not reflect changes you made in the Data Mapping section, described above.

For more information on uploading files to PaymentWorks, see PaymentWorks Integration Guide Part 5 – Supplier and Invoice Files.

Welcome Page

The Welcome Page is now used for uploading or changing the Payer company logo. Standard image formats, such as JPG, PNG, are supported. The ideal aspect ratio is a 4×3 rectangle. Transparent backgrounds are recommended. On the registration form, the logo displays at 160px wide; 320px minimum width is preferable for rendering.


The Suppliers Section displays a read-only view of suppliers that have been uploaded to PaymentWorks from the ERP. These records are used for reference especially when a new registration contains a TIN that is already registered with an existing supplier.

The left side of both the Supplier and Invoice views features a faceted search panel that can be used to filter which records are displayed.

Note that records can be searched based on a Tax ID (hyphens and spaces are optional when entering the search term), even though supplier TINs are not displayed in the view for reasons of security.

Viewing the Submitted Registration for Connected Suppliers

A useful filter to apply in the Supplier view is on the Connected status. This way you can get a list of all suppliers that have connected in PaymentWorks.

This also highlights another useful feature of the Supplier view, where all connected vendors appear with a green dot in the far right column, along with a hyperlink that will take you to the associated registration as submitted by the supplier. 


The Invoices view parallels the Suppliers view described above, with a faceted search panel on the left side of the screen, as shown in the screenshot below.

Invoices View Key Points

  • Uploaded invoices are displayed as a single line for each record. However, you can click on any row to expand the record to view more data. In the screenshot above, the second invoice is expanded.

  • When expanded, you can click on the supplier name, which acts as a hyperlink to the corresponding record in the Suppliers view.

  • The Invoices view provides the ability to download the invoices displayed based on the current filter. A link to access the download as a compressed CSV file will be emailed to the user.


The Remittances view shows invoices with the following attributes:

  • Status = Paid. Note the status as uploaded must be mapped to the PaymentWorks “Paid” status. Refer to the Data Mapping section above for more.

  • The record includes a value for payment document number (PayDocNum).

Like the Invoices view, the Remittances view provides a link to download the current selection of records.