Paying Ad Vendors

Task/Problem Overview

In this document, we will cover how to submit AD remittance through the member portal on www.adhq.com

Assumptions

This KB article will assume that you have AD set up properly as a remit vendor and the vendors under the AD umbrella are properly associated with that remit vendor.

Paying AD Vendors

• Enter all of your AD bills as you would normally in the Enter Bills Screen.

• Pay all of the bills as you would any vendor using payment method “check” and queue it to send

• Go to send documents tab in accounting

  

• Assign the check # with the following naming convention: Last two digits of the year, two digits of the month, two digits of the day including zeros in the case that it is a single digit day or month. Exp: February 6th, 2025: Check # will be 161209. This will be a fictitious check that you can simply print on normal paper as AD is typically paid via EFT. The reason we create a check is because we drive the AD report by check number. The reason we advise you to create a fake check number with the above convention is so that you don’t waste a physical check and so that you can search for all AD payments of any given month based on the date it was paid.

• Print

  

Generate AD Remittance

• Open the reporting engine and search for the AD Payment Export

  

• In the report criteria, enter the the check number you used to “Pay the Bill”

  

• The report will generate an .xlsl file (excel spreadsheet). Save this document somewhere on your PC where you can find it. It will be easiest to save it on your desktop.

  

• Once saved, open the spreadsheet and Rename the sheet from ”AD - Payment Export’ to ‘Payment Details’ by double-clicking and typing. Be sure to Save.

  

• To verify that your numbers are accurate, you can use the summing function in excel to ensure that Column E - Column 5 = Column F and that the sum of Column F is equal to the total dollar value of the check you created in the earlier steps.. Be sure to delete these sums before you save your spreadsheet as AD won’t accept the spreadsheet with these values on them.

• Lastly make sure the EDI Reason Code column is blank.

  

Entering AD Invoice Transaction Upload

• At this point, you are ready to import the spreadsheet into the ADportal. To do so, follow this path: adhq.com > Login > Reporting > Invoice Transaction Upload

  

• Choose ‘Divison’ using the drop down menu

  

• In the AD Payment Center > Select ‘Enter Payment’

  

• Then choose ‘Choose File’ in the Attach Payment Template field and when prompted take the excel report you generated from Savance and upload it.

• Review and Confirm Payment Details

  

• At this point, you will be brought to a screen that will reconcile the values you entered manually in the “Total Check Amounts” screen during a previous step and the sum totals of columns E, G, and F that AD reads off of the spreadsheet you imported. Assuming these three values match you will select the “Submit Payment Details” button

• If you need to send a remittance advice to the vendors you can go into the Dispatch viewer right click on the Remittance Advice from that check run, and re print, or resend email