Home   Associates   References   Downloads   Elite   Links   Contact Us

Elite Cost Codes

When we import a record into Elite Pre-Cost, we need know the cost code assign the cost side of the transaction.
There are 3 options:

• Option 1: If the cost code we should use is always the same, the just let us know and we can hard-code it into the program.
  
• Option 2: If it is not always the same, but there is a business rule we can use, just let us know what the rule is.
  
• Option 3: If it is not always the same and you can't say in advance what it will be, then we will enable the GlobalPay website let you manually enter the cost code for each foreign payment when you are setting up a payment.
  

Elite A/P Expense Account

When we import a record into Elite Pre-Cost, we need know the A/P expense account assign the payables side of the transaction.
There are 3 options:

• Option 1: If the expense account we should use is always the same, the just let us know and we can hard-code it into the program.
  
• Option 2: If it is not always the same, but there is a business rule we can use, just let us know what the rule is. Often, the expense account is related the cost code or vendor ID, so if we know the cost code or vendor ID, then we would know what expense account we should use.
  
• Option 3: If it is not always the same and you can't say in advance what it will be, then we will enable the GlobalPay website let you manually enter the expense account for each foreign payment when you are setting up a payment.
  

How do easily identify payments that were paid via Travelex ?

One thing that can be done make it easier identify and manage payments via Travelex, is set up a new "bank" in Elite. do this - go - Accounts Payable Manager - AP Setups - Bank Account Maintenance - and add a bank named "Travelex". Make the Account Information section the same as the real bank account that you are actually paying from. It should look something like this.

When you tell us what you named the new bank ID, we will make the Travelex upload program create payments that use that bank. That way, you can use bank ID easily identify checks that were paid via Travelex.

How do easily identify vendors and vouchers that will be paid via Travelex - without losing track of which vendor was actually paid?

One easy way identify vendors and vouchers that will be paid via Travelex is add a "Vendor Address Record" for vendors that will be paid via Travelex with a consistent address ID that identifies Travelex vendors. For example, you could designate that all Travelex vendors have address ID "99" that contains Travelex's name and address. When you tell us which vendor address ID you will be using for Travelex vendors, we will make the Travelex upload program use that vendor address ID. That way, when you do "check selection", you can easily select only vouchers that have that address ID - and therefore only see payments that are going be paid Travelex.

How do we go about paying Travelex ?

There are 4 methods go about paying Travelex.

• 1: Pay by paper checks - create one check per vendor per check run.
  
• 2: Pay by electronic disbursement - either "print" the checks a file - or - print checks plain paper and file the paper copies with the vendor invoices.
  
• 3: Pay by electronic disbursement - Manually "pay" each voucher as a "manual" check
  
• 4: Pay by electronic disbursement - When uploading the transaction into precost, have the vouchers in Elite created as "pre-paid" vouchers.
  
  Note for pre-paid vouchers: In order create pre-paid vouchers, we need know four things in advance. Those four things are:
  
  
  • The bank ID.
    
  • The payment number (like a check number). Note: This number is limited eight alpha-numeric characters and there cannot be duplicates. One easy option is for us calculate an incrementing "check number" automatically.
    
  • The payment date (like a check date).
    
  • The voucher type, usually "IN" for Invoice, "EC" for electronic check, or "MC" for manual check.
    
    
  So in order create pre-paid vouchers, you must be able tell us how populate these 4 fields by either - hard coding some value, calculate a value using a business rule, or you can enter it into the GlobalPay website when setting up a payment.
  
  Note for paper checks: How do we indicate the payee ?
  

  If you intend pay Travelex by paper check, then the check must be made out Travelex. However, you would usually not want set Travelex up as a vendor, because then you would lose track of who was ultimately paid. Presumably, you want track foreign payments by the actual vendor being paid, and the fact that you actually paid the US dollars Travelex is not relevant for management purposes. So the problem is, how do we track payables by the original vendor ID, but actually end up paying Travelex ? There are two simple options here.
  
  

  • Option 1: Simply change the vendor name in Elite from "Vendor Name" "Vendor Name or Travelex Global Business Payments".
    
  • Option 2: Set up each vendor that will be paid through Travelex have a second vendor address record. The second vendor address record will be set the name and address of Travelex Global Business Payments. It's best if you can designate a vendor address always point the Travelex payee. i.e. address # 2 always points the Travelex payee. If this is not possible, we can search all of the address records for that vendor until we find one containing the name "Travelex" and use that address record.
    

How would you like the cost narrative and voucher comment appear ?

Some of the fields typically used populate the cost narrative or voucher comment are:

• Cost Code description
  
• Vendor Name (specify if we should get the vendor name from Elite or the GlobalPay data)
  
• The GlobalPay transaction description
• The GlobalPay confirmation number

Or you can just about add any other field. You can combine, mix and match any of this information create the cost narrative of your choosing.

The cost narrative has effectively an unlimited size. The voucher comment is limited 60 characters.

Importing Travelex into Trust

We now have the ability import Travelex payments directly into Elite's Trust subsystem. Let us know if you are interested in this option.

How do we connect your Elite server ?

There are many secure ways for us connect your Elite server. Your connection credentials are kept in the strictness confidence and secure with us. With our reputation, we are trusted by the biggest law firms is the U.S. with this information. Each law firm has their own method and policies which allows support of their Elite server. At a very minimum, a RAS dial-up connection is required by Elite according your support agreement with Elite. Our custom source code is usually stored in the D:/elite/custom/prstech directory on the Elite DB server and deployed the secondary Elite "app" servers as needed. Some of the other ways we connect are:

• Microsoft VPN
• Other vendor custom VPN (Cisco, Watchguard, etc)
• Citrix or Citrix MetaFrame
• Client's private VPN
• Remote Desktop Connection directly the server
• PC Anywhere

If none of those options are available, we can always use a tool named NTR Inquiero connect someone's desktop or the server, but this usually requires someone be present at the time of the connection and if at a desktop, it cannot be used by someone else while we are connected. Although this is very flexible, powerful and secure, using this technique adds significant time and cost the development process because of the delay involved with every connection. So using one of the other methods is always recommended. Click here read more about NTR Inquiero security.

So what is the next step ?

Once you have finalized your business arrangements with Travelex Global Business Payments and PRS Technologies, you will need :

• Work with your Travelex account manager build a sample payment order on GlobalPay IP.
• You will enter invoice data (Amount, Matter #, Vendor #, etc.) on the Plan Future Payment page.
• The payment transaction data is downloaded as a comma delimited (.csv) file.
• E-mail this file PRS Technologies, Inc. along with the answers the questions above and access info your Elite server.
• We will create a custom program and install it on your Elite server.
• We will call you when this has been done and it is ready for you test. We will step you through testing the import.

That's all there is it!