Supplier payments, stuck between the ERP and the bank portal
Sage Intacct handles invoice approval well. What comes next is less smooth: exporting the payment file, uploading it to the bank portal, signing it, then recording the payments. Every hand-off between tools adds a risk of error, duplicates or an unchecked IBAN change.
With Arkaio, the Sage Intacct part ends at invoice approval. Selection, approval, transmission to the bank and tracking happen in Arkaio, and every step is reflected in Sage Intacct: a payment batch is created there as soon as the run is prepared, and payments are reconciled when the statement arrives.
Preparing the payment run
Target amount
Enter an amount to pay: Arkaio automatically selects invoices up to that limit.
Payment run budget
Set a budget; a warning appears if the selection exceeds it.
Credit notes and prepayments
Existing credit notes and prepayments are deducted from the amount due, and can be applied automatically.
Partial payments
Reduce the amount to pay; several successive partial payments are possible until the invoice is settled.
Domestic or foreign invoices
You choose the invoices to pay; Arkaio adapts the processing to the invoices selected.
Pre-payment checks
IBAN and BIC are verified; a non-compliant invoice cannot be selected.
From approval to the bank
- Locked amounts: as soon as the batch is prepared, the selected amounts are recorded and can no longer be changed. An invoice edited later in Sage Intacct does not affect the amount being paid.
- Approval and signature: the batch follows the workflow defined in Arkaio by role, with VEU distributed signature where the bank requires it.
- Transmission to the bank: the pain.001 file carries a unique identifier per batch and is sent over EBICS, Open Banking or SFTP, depending on your bank.
- Tracking: Arkaio retrieves pain.002 status reports. If a payment fails, the batch is flagged as an error, the invoices become available for payment again and the user is notified.
- Reconciliation: when the statement arrives, each payment is reconciled and applied to the original invoice in Sage Intacct, including partial payments. See bank reconciliation.
Safeguards: a selected invoice leaves the list of invoices to pay until its batch is cancelled or sent; any change to a supplier IBAN goes through dual validation between Sage Intacct and Arkaio; every action is logged.
Frequently asked questions
Can a payment be cancelled after it has been prepared?
Yes, as long as it has not been submitted to the bank: the batch can be cancelled or its transmission refused in the Arkaio workflow, depending on the user's permissions. The invoices then return to "to pay" in both Arkaio and Sage Intacct, with no entry created.
What happens if an invoice is changed after it has been scheduled for payment?
The amount recorded when the batch was prepared is the amount paid. A later change in Sage Intacct does not alter the locked amount.
Do we need to replace the Sage Intacct approval workflow?
No. Invoice approval stays in Sage Intacct; Arkaio takes over from the selection for payment onwards.
Does Arkaio capture supplier invoices?
No. Arkaio does not do invoice capture or OCR: invoices must already exist in Sage Intacct.
Prepare your next payment run with Arkaio
A demo walks you through preparing, approving and sending a batch on a case close to yours.