Using the Dashboard’s Overview and Portlets

On the Intelligent Payment Automation dashboard, you can view charts and lists to track payment processing through BILL. You can also begin tasks available within Intelligent Payment Automation through the portlets on the Overview dashboard.

Important:

Rejected applications or subsidiary accounts deactivated by BILL do not have access to the dashboard. See Subsidiaries Rejected/Deactivated by BILL.

If you have multiple subsidiaries, be sure to complete the following procedures for each subsidiary before you can access its dashboard.

To set up subsidiaries for Intelligent Payment Automation, see Multi-Subsidiary Support.
To assign an employee to one or more subsidiaries, see Assigning a Subsidiary to an Employee.

To use the dashboard’s Overview and portlets:

Go to Payment Automation > Dashboard > Overview.

Note:
By default, these roles have preconfigured permissions to access the dashboard: Administrator, Payment Manager, and Payment Clerk. For standard or custom roles and permission requirements, see Setting Up Intelligent Payment Automation Roles and Permissions.
On the Automated Bill Payments Overview page, if you have multiple subsidiaries, click Overview next to one you have access to.
(Optional) In the left panel of the dashboard, from the dropdown list, you can select another subsidiary that you have access to.

For each subsidiary that you set up, you can access the following dashboard portlets from the Overview:

Recommendations Portlet – Includes actions that you should complete such as those related to bank account management or initiating the first payment.
Payables Portlet – Provides a comprehensive overview of outstanding balances.
Reminders Portlet – Contains pending tasks that require your attention, like approving any pending payments or submitting payments already approved.
Bank Accounts Portlet – Provides a list of bank accounts that you can manage without having to switch to different applications.
Account Register Portlet – Contains an overview of GL balances for the selected bank account and a list of transactions processed from it.

Recommendations Portlet

The Recommendations portlet appears only if you have pending actions related to bank account setup procedures, including the following:

Link bank accounts to start paying bills – Depending on your role, you can do the following:
- Administrators and Payment Managers can use the Add Bank Account option to initiate the bank account linking process. For instructions on instant linking or manual linking, see Step 2 – Linking Your Bank Account for Funding Payments.
  
  Note:
  If a bank account is added manually, only the one who added the bank account can verify the amount deposited by BILL to it. No one else can complete deposit verifcation for the manually linked bank account.
- Payment Clerks can only view notifications that appear when a bank account needs to be added.
Verify deposited amount – For manually linked bank accounts only, you can do the following:
- For Administrators or Payment Managers, if you are the one who added the bank account manually, you can use the Verify Deposit option. It enables you to verify the amount deposited to your bank account by BILL.
  
  For instructions, see Deposit Verification.
- For Payment Clerks, you can only view notifications that appear when a bank account needs to be verified.
Link your GL account – For Administrators or Payment Managers, you can use the Map GL Bank Account option to link bank accounts to a GL Bank Account that you have set up in NetSuite.
Make your first payment – For newly linked bank accounts, you can do the following:
- For Administrators or Payment Managers, you can use the Notify AP Clerk option to send a reminder email to Payment Clerks to make the first payment.
- For Payment Clerks, you can use the Pay Bills option to initiate the first payment.
  
  For instructions, see Paying a Single Vendor Through BILL.

Payables Portlet

The Payables portlet lets you view the status of outstanding bills, whether due within 7 days or in more than 7 days. Click each aging status to view the related bills and initiate payments. You can also click Pay Bills to view all outstanding bills and initiate payments.

Reminders Portlet

The Reminders portlet displays the total count of each payment related task that can be completed by Administrators or Payment Managers. If you set up an approval workflow, approvers can view payments that require approval. The list follows your assigned approval level.

For example, as a level 2 approver, you can only see payments pending approval that are within the payment limit assigned to level 2.

You can click the link for each of the following tasks to view the list of related pending records or transactions:

Payments Pending Approval - The number of payments for approval depending on the payment limit set in your approval routing workflow.
Payment Runs Pending for Approval - The number of payment runs for approval depending on the payment limit set in your approval routing workflow.
Outstanding Checks - The number of payments and payment runs for submission to BILL. It includes both approved payments and payments that don’t require approval.
Payments to Submit - The number of outstanding checks that haven't yet cleared.

Bank Accounts Portlet

The Bank Accounts portlet displays all the bank accounts linked to BILL, including unverified bank accounts.

For Administrators or Payment Managers, you use the following options to perform tasks related to bank accounts:

Manage Bank Accounts – Click this option to access the Bank Accounts page on which you can add, edit, or delete accounts. For instructions, see Managing Bank Accounts.
Verify Deposit – If you have unverified bank accounts that you have manually linked yourself, click this option to verify the deposit from BILL. See Deposit Verification.
Map GL Account – For newly linked or verified bank accounts, you can click this option to map the bank account to a NetSuite GL account. See Mapping GL Bank Accounts.

Account Register Portlet

The Account Register portlet shows the ledger balance for the GL account mapped to a bank account.

To view or filter the details for each GL account:

Click the Bank Account filter, and then from the list, select the bank account.

The GL account balance appears along with a list of transactions within the past month.
(Optional) To change the date range for the transactions list, click the Date filter, and then enter the from date and to date, respectively.

From the list of transactions, in the following columns, you can click the link to the data you want to view:

In the Payee column, click the vendor’s name to view the vendor details in a new tab.
In the Number column, click the document number for the vendor to open its Bill Payment page.