Adding and Managing Suppliers

Import Suppliers Information

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Payees are called suppliers in RBC PayEdge. You can import suppliers in two ways: with or without a connected accounting software. You can also manually add suppliers.

If you do not have an accounting software connected:

• From the home screen go to Suppliers > Mass Import.
• Download and complete the Supplier Template (hyperlinked on page). Use the Helpful Summary on the Mass Import page for information on column titles.
• Upload the completed file to the Mass Import Page.
• Review information on the Data Received page, matching the Received fields to the RBC PayEdge fields.
• Go to Import. A confirmation screen will appear for successful imports.
• Once imported, the new suppliers can be found in Suppliers > Manage Suppliers.
• Complete information for all suppliers in the Attention Needed tab.
• Once all payment information has been provided, the supplier record will move to either the Corporation or Individuals tab as applicable.

If you have an accounting software connected:

• From the home screen, go to Suppliers > Mass Import.
• Click Import Suppliers button to import all suppliers from your accounting software.
• Once imported, the new suppliers can be found in Suppliers > Manage Suppliers.
• Complete information for all suppliers in Attention Needed tab.
• Once all payment information has been provided, the supplier record will move to either the Corporation or Individuals tab as applicable.

Manually Adding Supplier Information

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Payees are called suppliers in RBC PayEdge.

Note: In addition to manually adding supplier information, you can import suppliers in two ways: With or without a connected accounting software (Refer to Import Suppliers Information).

To manually add Supplier Information:

• From the home screen go to Suppliers > Add a Supplier.
• Select whether the supplier is a Business or Individual.
• Complete the supplier information form by adding supplier details (name, email, address).
• Indicate whether you have the payment details for the supplier or need to request that information via email.
• Input payment method and required bank account details.
• Click ‘Save Payment Details’.

Edit Supplier Details or Delete Suppliers

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From the home screen, go to Suppliers > Manage Suppliers.

To Edit Supplier Details:

• Click the pencil icon next to the supplier you wish to update.
• On the Supplier Profile page, type in any of the fields to update.
• The Plus sign next to Contact Information can be expanded to edit additional fields.
• Click 'Update' to save changes.

To Delete Suppliers:

• On either the Corporations or Individuals tab, check the box next to the supplier(s) you wish to delete.
• Click the trash bin icon to delete selected rows.

Note: Once a supplier is deleted, you will no longer be able to view the payment history for that supplier in the Payment Report. If this information is required, please ensure to download and export the payment history prior to deleting the supplier.

Set Default Payment Method for Suppliers

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• From the home screen, go to Suppliers > Manage Suppliers.
• Click the pencil icon next to the supplier you wish to update.
• On the Supplier Profile page, click Payment Methods tab to see all the payment methods associated with the supplier.
• Click ‘Set as Preferred’ button for the payment method you would like to make preferred and your selection will be saved.
• Each time you make a payment to that supplier, the preferred payment method will appear as the default method of payment, however you will always have the option to select a different method before submitting the order.

View, Edit, Add or Delete Supplier Payment Method

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• From the home screen, go to Suppliers > Manage Suppliers.
• Click the pencil icon next to the supplier you wish to view or update.

View Supplier Payment Methods:

• On the Supplier Profile page, click the Payment Methods tab to view all methods associated with that supplier.

Edit Supplier Payment Method:

• On the Supplier Profile page, click the Payment Methods tab to view all methods associated with that supplier.
• Click the pencil icon next to one of the payment methods. You will only be able to edit the nickname of an existing payment methods.
• Click 'Save'.

If you need to modify the account details for a supplier (e.g. banking information), you will need to add a new method with the updated banking details and delete the old method.

Add Payment Method:

• On the Supplier Profile page, click the Payment Methods tab.
• In the Add Payment Method section, enter the currency and Payment Method.
• Additional fields will appear based on the Payment Method selected.
• Fill out the required information and click ‘Add Payment Method’.
• Click 'Save'.

Delete Payment Method:

• On the Supplier Profile page, click the Payment Methods tab.
• Check the box next to the payment method you wish to delete and click the trash bin icon to delete selected rows.

If there are any payments associated with the payment method you would like to delete, the system will not allow you to delete the payment method.

Adding A Supplier Without their Banking Details

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If you do not have up to date banking details for a supplier you need to pay, you can request it using RBC PayEdge.

To request a supplier’s banking details:

• Click 'Suppliers', 'Add a Supplier'.
• Select if the supplier is a business or individual and input supplier contact details.
• Under the Supplier Payment section, you will be asked if you would like to request payment details from your supplier. Click 'Yes'.
  
• Select the currency and payment type that you wish to send.
• Click Save & Continue.
• A secure email will be sent to the supplier to request their account details.

To request banking details from a supplier you have already imported into RBC PayEdge

• Select Supplier > Manage Supplier.
• On the Attention Needed tab, check the suppliers you wish to contact and click the mail icon which says ‘Send mail to contacts in selected rows’. This will initiate a secure email to your suppliers, requesting their account details.

Note: it is best practice to advise your supplier that you will be securely requesting their banking details so that they action the email.

Add Missing Details to Supplier Records

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When supplier records are imported into RBC PayEdge, they will first appear on the Attention Needed tab if they are missing any information, such as bank account details.

To update and add missing supplier details:

• To update and add the details, navigate to Suppliers > Manage Suppliers.
• Click the Attention Needed tab to review the list of suppliers to be updated.
• Use the dropdowns to input the requested information. Based on the inputs, additional fields may populate for completion.
• Click 'Save' once done.

The Supplier record will now be viewable either on the Corporations or Individuals tab.