Search payee information

Required user role View Payees

Search for the payee record to view payee information, which is grouped into GENERAL, CONTACT, PAYMENT DETAILS, and TAX INFO sections.

The subtabs on the record show additional information for the payee, such as payments, bills, documents, etc. You can download this information by clicking at the end of the header row.

1. Click the "Payees" tab.
2. In the search bar, type one of the following identifiers:
   • ID*
   • Name*
   • Alias*
   • Company name*
   • Email address
   • Invoice number
   • Payment refcode

   • Bill refcode

     *Type the first few characters to display a list of potential matches from which you can select.

You can also use the elastic search capabilities as follow:

• Search of 1 character in "IDAP" and "Alias" fields, and of 2 characters in Names fields ("First Name", "Middle Name", "Last Name", "Company Name")
• Search of special characters (&,'.) in the "Alias" field

To edit payee information, see Update payee information.

Required user role View Payees

Payee contact information (e.g., payee type, full name, alias, company, address, etc.) displays on the payee record.

1. Search for the payee.
2. Refer to the CONTACT row for payee information.
3. At the end of the row, click to reveal further information.

Required user role View Payees

The payee record shows the payee's payable and account statuses. Payable payees have complete and valid account configurations. If there are unpayable payees, you can view the reason why they are unpayable.

1. Search for the payee. The payee's information displays below the search bar.
2. You see the following two statuses.
   • "Payable" status:
     • Displays beside the payee name (If the payee is payable, the status appears in a green box.)
     • If the payee is unpayable, the status appears in an orange box. Hover over beside the status to see a tooltip display the reason why the payee is not payable (see Unpayable reasons below).
   • Account "Status":
     • Displays in the GENERAL row
     • The account "Status" indicates whether the payee's account is active, blocked, suspended or closed.
     • To find the reason why the payee's account is blocked, hover over beside the status to see a tooltip display the reason.

Unpayable reasons

The following table describes the reasons why a payee may not be payable. The iFrame refers to the iFrame/ Supplier Hub.

Required user roles View Payees & Payee Reviewer

When the Payees Pending Review feature is enabled and payees change their account information in the iFrame/ Supplier Hub, they become unpayable until the changes are reviewed and approved by the payer.

When viewing payees pending review, you can use the filters beside the column names to focus on a subset of payee records.

1. Go to Payees > Payees pending review. A list of payees pending review displays.
2. At the end of a payee row, click and select one of four actions. These actions correspond with the ones listed below. Select an action to reveal how-to steps.

View payee information

1. Select "View" from the dropdown menu. The payee record opens in a new window. You are now on the Payees > Payees subtab for that payee.
2. Review the payee information. To view further information, you may need to expand the GENERAL, CONTACT, PAYMENT DETAILS or TAX INFO rows by clicking at the end of the row.

To view a log of payee changes in the iFrame/ Supplier Hub, see Find payee actions performed in the iFrame.

Approve payee changes

1. Select "Approve" from the dropdown menu. An "Approve payee" dialog displays.
2. Click "Approve". The payee record is removed from the "Payees pending review" screen.

Decline payee changes

1. Select "Decline" from the dropdown menu. A "Decline payee" dialog displays.
2. Type the reason for decline.
3. Click "Decline". The reason for decline is sent to the payee and the payee is now unpayable until the information is updated and approved. The payee record is removed from the "Payees pending review" screen. Once the payee updates the information, a new record for the payee appears on-screen.

To see all records of declined payee changes, select the "Display declined payees" check box.

Request updated information from payee

1. Select "Request update" from the dropdown menu. A "Request update" dialog displays.
2. Type the reason for requesting an update.
3. Click "Request update". The reason for the requested update is sent to the payee and the payee record is removed from the "Payees pending review" screen. Once the payee updates the information, a new record for the payee appears on-screen.

Required user role View Payees

The payee record shows the payee's payment method and relevant payment information.

1. Search for the payee.
2. Below the search bar, refer to the PAYMENT DETAILS section for associated information.
3. At the end of the row, click to reveal further information, if any.
4. A "+More" button in the row indicates there is more information that can be viewed. Click "+ More". A "Payment method details" dialog displays payment information.

Update remittance information

Required user role View Payees

Remittance information displays only for wire transfer payment methods.

1. Search for the payee.
2. In the PAYMENT DETAILS section, click "+More" (if you don't see the "+More" button, click to expand the row). A "Payment method details" dialog displays.
   • In the "Remittance info" field, click . A text box displays.
   • Type the remittance information into the text box.
   • Click the check mark to confirm your entry.

Required user role View Payees

In the Tipalti Hub, you can view which actions have been performed on the payee's record by either the payer in the Tipalti Hub or the payee in the iFrame/ Supplier Hub.

1. Search for the payee.
2. Click the Activity subtab.
   A table displays the following information:
   • Date and Time - Date and time of activity in UTC
   • Source - Where the action was performed
   • Performed by - The user who performed the activity
   • Description - Brief description of the activity
   • Host Address - The IP address from where the action was performed
     

Required user roleView Payees

Payment list per payee

On the Payees > Payments subtab, you can find previous payments made to the payee, including the amount the payee received and any transaction fees that were paid.

The Payments tab displays all payment batches, details, and invoices for a payee in one place. It includes advanced filters for dates, status, and approvals. 

1. Search for the payee.
2. Click the Payments subtab. All previous payments to the payee display.
3. To view payment details, find the relevant payment order and click the row to open the sidebar with the details of payment order.
4. If you use the Bills, a list of bills linked to the payment order displays. Click a bill row to view its details.

You can also perform actions such as Approve, Delete, Download bill, and more, by clicking the three dots menu at the end of the bill row. The actions available depend on the bill status and your user role.

If the payee has many payments, you can search their payments via payment ref code, bill ref code, or payment batch name.

How are payee fees calculated?

The payee fee for each payment represents the summation of "Payee transaction fee + Submitted currency to payee currency FX. The net amount disbursed to the payee is "Amount submitted – (Payee transaction fee + Submitted currency to payee currency FX rate)". These field values are displayed in a "Payment details" report.

The following information is only relevant if you are using the Bills module.

Required user roles View Payees & View Bills

A payee's bills can be found on the Payees > Bills subtab. You can see the bill date, due date, amount, and bill and payment refcodes and statuses.

1. Search for the payee.
2. Click the "Bills" subtab. A list of the payee's previous bills display.
3. To view bill details, find the relevant bill and click the row. The "Bill details" screen displays.

You can also find a payee's previous bills on the "Bills" tab.

The following information is only relevant if you are using the Taxation module.

Required user role View Payees

On the payee record, you can view payee tax information, such as tax form status, tax form type, tax ID and date submitted.

1. Search for the payee.
2. Refer to the TAX INFO row for tax information (you may need to click at the end of the row to reveal further tax information).
3. A "+More" button in the TAX INFO row indicates there is more information that can be viewed. Click "+More". A "Tax form details" dialog displays the information. Depending on the type of tax form submitted by the payee, you can download the form from the dialog.

Different tax details display based on the payer configuration and the payee details.
US: Details of W-8/ W-9, Non-US Declaration and other forms (e.g., 8233) display
Non-US: VAT and tax numbers display (when applicable)

Find payee Certificate of No U.S. Activities

Required user role View Payees

If certain conditions are met, payees can complete a Certificate of No U.S. Activities along with the relevant tax form. You can view the status of the certificate and download it for your records.

1. Search for the payee.
2. Below the search bar, at the end of the TAX INFO row, click to reveal further information. You see the status of the Certificate of No U.S. Activities.
3. Click "+More". A "Certificate of No U.S. Activities" dialog displays.
4. Click "Download".

Update payee tax information

Required user roles View Payees & Update Payee

Only US payers can update payee tax information. Select an action below to reveal how-to steps.

Waive tax forms submission

Waive the submission of tax forms for payments under $600 USD (i.e., the payee is not required to fill out tax forms for payments under $600 USD)

1. Search for the payee.
2. Click the "Settings" subtab.
3. Beside "Allow payee not to submit W9 for payments under USD 600", toggle the button "On".
4. Click the check mark to confirm your selection.

Invalidate the current payee tax form

Invalidate the current payee tax form so that the payee is required to resubmit the tax form. Once the form is invalidated, an automatic notification is sent to the payee

1. Search for the payee.
2. At the top right of the screen, click "Actions" and go to Tax form > Invalidate tax form. An "Invalidate tax form" dialog displays.
3. Click "Ok". The payee becomes unpayable until the tax form is resubmitted and approved.

Invalidating a payee's tax form is irreversible. Please submit a ticket to our Support Team to let them know that you have performed this action in error.

Acknowledge manually received tax form

Acknowledge that the tax form has been received manually (not through the Tipalti system) so that Tipalti does not hold the payee's payments

1. Search for the payee.
2. At the top right of the screen, click "Actions" and go to Tax form > Tax form submitted manually.
3. In the dialog, click "Ok" for the payee's tax form status to change to "Submitted manually".

Acknowledging that a payee's tax form has been received manually is irreversible. If the payee has previously submitted tax forms through the Supplier Hub/ iFrame, these forms are no longer available. Please submit a ticket to our Support Team to let them know that you have performed this action in error.

If you are manually collecting signed W-9 forms from payees, you do not need to mark these forms as submitted manually. Instead, you can input their tax form information in the Supplier Hub on their behalf (refer to Manually submit signed payee W-9 tax forms to Tipalti).

Download a copy of the payee's tax form

1. Search for the payee.
2. At the top right of the screen, click "Actions" and go to Tax form > Download "tax" form. The word "tax" in the submenu is customized to display whichever tax form the payee has uploaded (e.g., if the payee has uploaded a W-9 form, the submenu option is "Download W9 form").

The following information is only relevant if you are using the Documents module, or the Taxation module and payees are required to upload documents.

Required user roles View Payees & View Documents

In the Tipalti Hub, you can view documents that the payee has uploaded to the iFrame/ Supplier Hub. You see information, such as the date the document was uploaded, what triggered the upload request (e.g., the setup process), and the status of the document (whether it is approved, rejected or pending approval). If the document has been rejected, hover over beside the status to see the reason for rejection.

1. Search for the payee.
2. Click the "Documents" subtab. All documents uploaded by the payee display.
3. Find the relevant document and at the end of the document row, click and select "Download".

Approve payee documentation

Required user roles View Payees, View Documents & Documents Approval

Payees remain unpayable until their uploaded documents have been reviewed and approved.

1. Go to Payees > Documents. All documents uploaded by the payee display.
2. Find the relevant document and in the "Actions" column, click and select "Download".
3. Review the document. Then, at the end of the document row, click and select "Approve" or "Reject".
4. Follow the prompts to complete the approval or rejection process. If a document is rejected, you need to provide the reason for rejection, which is sent to the payee.

You can also review, and accept or reject documents from the "Documents" tab.