The PAY Dashboard displays the Reconciliation center being accessed at the navigator. If a REC Center is not displayed in the navigator, it means the AP Clerk has not been granted security access.

Please contact a PAY Admin to have them add you to the reconciliation center. 

See “Add AP Clerk” below.

There are two security roles within the PAY Dashboard: PAY Admin and PAY User.

PAY Admin

• Assigned by corporate with the PAY Admin access role in SAMMS.
• Cannot promote another PAY user to the Admin role; this must be done by the system admin outside of the PAY dashboard.
• Admins have visibility into all reconciliation centers, regardless of their association with the center.
• Authorized to create new REC centers.
• Can modify the settings of any REC center.
• Able to add or remove users granted the PAY role to REC centers.
• Can assign or modify system attributes to AP Clerks.
• Have the ability to add or remove billings and variances from REC centers.
• Utilizes the REC center setup to manage AP Clerks security attributes for:
  •  Incoming, Three Way Match, Variance, Validators, Batch, and Assign Tasks.
• Admins can access a REC center, its scoreboard, and all related data; however, they may not appear in the list of AP Clerk participants when assigning tasks unless the security attributes are set to “yes.”

PAY User

• Can only view the REC center they are a member of.
• Cannot create or modify REC centers. 

If applicable, use the arrow to view all available REC Centers in the navigator workspace. 

• Please note that not all users have access to multiple reconciliation centers. 
• The dashboard will update to show the selected reconciliation center. 
• If you only have access to one reconciliation center, the dashboard will automatically display tasks related to that center upon login.

A new reconciliation center can be created from the REC center navigator, starting with the entry of the REC center name.

Click the Setting action to access the REC Center Settings.

The Remove action can be used to delete the REC Center. 

After selecting the remove action, the system will display a confirmation popup with the message: “This action will remove the (REC Center Name). Do you want to continue?”

Choosing YES will delete the reconciliation center. 

To return to the previous window while managing the REC Center, click the Insight Configurations icon - this will flip the widget back to the prior view.

To close the REC Center and return back to the dashboard, simply click the dropdown icon.

The AP Clerks scoreboard shows the number of users in the selected Reconciliation Center. 

Click the scoreboard to view and manage the AP clerks within that REC Center.

To enable a user to perform tasks within a REC Center, they must first be added as an AP Clerk for that center.

Use the Add AP Clerks field box to search for or select a user from the dropdown. Once added, they’ll have access to perform work within the PAY dashboard.

The AP Clerks list is sorted alphabetically by last name.

Once the AP Clerk is added to the REC center, they must be assigned the appropriate security attributes.

The AP Clerks window within the REC Center includes six security attributes that allow the PAY Admin to control and customize each clerk’s access.

The security attributes include:

To remove an AP Clerk from a REC Center, use the Delete action. 

This will revoke their access and prevent them from performing any tasks within the center. The Delete action is located in the Actions column.

The Billings scoreboard displays the total billing records for the selected Reconciliation Center.
Clicking the scoreboard allows users to view and manage all billings associated with that REC Center.

More information on the Billings scoreboard REC Center settings coming soon. 

The Variances scoreboard shows the number of variances that need to be detected and triggered within the REC Center.

Clicking the scoreboard allows users to view and manage the Variances within that REC Center.

More information on the Variances scoreboard REC Center settings coming soon. 

Require Receipt Before Invoicing Purchase Orders

Yes (Default):
Invoicing is blocked until the Purchase Order has been fully received. This ensures that goods or services must be confirmed as received before any invoice can be processed.

No:
Invoicing is allowed even if the Purchase Order is still in an "Awaiting Receipt" status. This means the invoice can be submitted and processed before the goods or services have been confirmed as received.

Require Receipt Before Invoicing Contract Releases

Yes (Default):
Invoicing is blocked until the BPOs have been fully received. This ensures that goods or services must be confirmed as received before any invoice can be processed.

No:
Invoicing is allowed even if the BPOs are still in an "Awaiting Receipt" status. This means the invoice can be submitted and processed before the goods or services have been confirmed as received.

Require ‘Submit Files’ on Quick Invoice Dialog

Yes:
When enabled, an invoice scan attachment is required on the Quick Invoice dialog before submission. This attachment is used for OCR scan verification, ensuring that invoice data can be accurately extracted and validated.

No (Default):
An invoice scan attachment is not required when submitting a Quick Invoice through the Quick Invoice dialog. Users can submit the quick invoice without uploading supporting documents. As a result, OCR scan verification will not be used, and invoice data must be entered manually.

The Freight Term dropdown displays all available freight terms.
Select the term you want to set as the default when applying freight terms during invoice drafting.

The Discount Term dropdown displays all available discount terms.
Select the term you want to set as the default when applying discount terms during invoice drafting.

The Tax Term dropdown displays all available tax terms.
Select the term you want to set as the default when applying tax terms during invoice drafting.

The Penny Rounding Term dropdown lists all available terms that can be selected to handle minor rounding differences. The term you choose will be used by default to allocate any discrepancies, such as a penny difference between the invoice amount and the calculated cost. This ensures consistent and automatic distribution of rounding adjustments.

The Use Tax Term dropdown displays all available use tax terms.
Select the term you want to set as the default when applying use tax terms during invoice drafting.

The Payment Term dropdown displays all available payment terms.
Select a term to set as the default to use when Scheduling a Three Way Match or Quick Invoicing.

This default will appear in the Estimated Payment Date field on the respective dialogs, reducing the need for manual date entry.
The system will automatically calculate the payment date on the Paysheet header based on the selected default payment term.

Invoice amount tolerance is applied at the header level only and does not evaluate individual line items.

Auto Reconcile When Invoice Amount Is Greater Than Ordered Amount

This setting controls whether invoices with amounts greater than the ordered amount are automatically reconciled or routed for manual review.

YES: Invoice > Ordered

When set to Yes, additional tolerance controls are displayed:

• Percent (optional)
• Amount (required)

For non-inventory departments, variances may include any combination of quantity, price, or term changes. If the resulting invoice total remains within the configured tolerance limits (in either direction), the variance is automatically resolved.

For inventory departments, only price and term variances are eligible for auto reconciliation. Quantity variances are excluded and will always be routed for manual review.

The invoice amount may exceed the ordered amount by up to the configured percentage and/or dollar amount.

The variance must remain within both limits. If either limit is exceeded, the invoice moves to Variance Detected and is routed to a user for review.

 

 

Example: Auto Reconciliation Within Tolerance (Greater than Ordered Amount)

Tolerance Settings: 5% to $100

• Ordered amount = $329.00
• Invoiced amount = $343.71

The invoiced amount is greater than the ordered amount by $14.71. 

• 5% of $329.00 = $16.45.
• The dollar difference ($14.71) is less than both:
  • the 5% tolerance ($16.45) and
  • the maximum dollar tolerance ($100)

Because the variance falls within the configured tolerance limits, the paysheet is automatically reconciled.

 

 

 

 

Invoice amount tolerance is applied at the header level only and does not evaluate individual line items.

Auto Reconcile When Invoice Amount Is Less Than Ordered Amount

This setting controls whether invoices with amounts less than the ordered amount are automatically reconciled or routed for manual review.

YES: Invoice < Ordered

When set to Yes, additional tolerance controls are displayed:

• Percent (optional)
• Amount (required)

For non-inventory departments, variances may include any combination of quantity, price, or term changes. If the resulting invoice total is less than the ordered amount but remains within the configured tolerance limits, the variance is automatically resolved.

For inventory departments, only price and term variances are eligible for auto reconciliation. Quantity variances are excluded and will always be routed for manual review.

The invoice amount may be lower than the ordered amount by up to the configured percentage and/or dollar amount.

The variance must remain within both limits. If either limit is exceeded, the invoice moves to Variance Detected and is routed to a user for review.

 

 

Example: Auto Reconciliation Within Tolerance (Less than Ordered Amount)

Tolerance Settings: Up to $1000

• Ordered amount = $3290.00
• Invoiced amount = $2790.00

The invoiced amount is less than the ordered amount by $500.00. 

• The dollar difference ($500.00) is less than the maximum dollar tolerance ($1000).

Because the variance falls within the configured tolerance limits, the paysheet is automatically reconciled.

 

 

 

 

Invoice amount tolerance is applied at the header level only and does not evaluate individual line items.

Auto Reconcile Inventory Department Quantity Variance

This configuration does not include percent or amount tolerance controls and works in conjunction with the other auto reconciliation settings.

NO (Default)

When set to No, inventory department quantity variances are excluded from auto reconciliation.

• Only price and term variances are eligible for auto reconciliation.
• Any quantity variance will be marked as Variance Detected and routed for manual review.

 

 

Enable Manual Validation:

Yes:
When enabled, AP Clerks with the Validator security attribute set to "Yes" are required to manually verify reconciled variances.
This adds an additional layer of review to ensure accuracy before the variance is considered fully resolved.

No (Default):
Manual verification by AP Clerks with the Validator security attribute is not required.
Once a variance is reconciled, it is considered complete without additional review, and no manual validation step is triggered.

Enable Auto Matched: 

Yes (Default):
When Auto Match is set to Yes, three-way match documents with successful OCR data extraction and sufficient confidence levels are automatically processed without manual intervention. This includes:

• Creating and completing the paysheet
• Generating the invoice
• Batching the invoice

This setting enables full automation for qualifying documents, streamlining the workflow and reducing manual effort.

No:
When Auto Match is set to No, three-way match documents will not be automatically processed, even if OCR data extraction is successful and confidence levels are high.
Instead, the following steps must be performed manually by an AP Clerk:

• Create and complete the pay sheet
• Generate the invoice
• Batch the invoice

This setting disables automation, allowing for manual review and control over each step in the process.

The REC Center audit is designed to provide work history audit details for each REC Center, giving PAYAdmin visibility into configuration changes and user activity.

This feature will be accessible via the Settings action in the Navigator workspace. It is not currently available, but more functionality will be coming soon.