Remittance Emails

A remittance email is a notification sent from a customer to a business, confirming that a payment has been made for a specific invoice or transaction. 

Vantaca automatically tracks remittance emails sent to vendors and creates detailed documentation for audit trails and vendor communications.

When remittance emails are sent, the system generates action item notes on each associated invoice and makes these emails searchable through the Email Research screen. This feature helps you confirm email delivery, maintain compliance records, and troubleshoot communication issues without contacting support.

Important: Remittance emails are sent as one consolidated email per vendor, per payment method (check, ACH, etc.). When multiple invoices are paid to the same vendor in a batch, the vendor receives a single email listing all invoices. The system creates individual action item notes on each invoice for tracking purposes while sending only one summary email to reduce inbox volume and improve clarity.
 

Contents

• How Remittance Email Tracking Works
• Finding Action Item Notes for Remittance Emails
• Accessing Email Content from Action Item Notes
• Using Email Research to Track Remittance Emails
• Using This Feature for Audit Trails
• Troubleshooting



How Remittance Email Tracking Works

When Vantaca sends a remittance email to a vendor, the system automatically:

• Creates action item notes on each invoice included in the remittance email.
• Records comprehensive details including timestamp, vendor email address, and vendor name.
• Adds entries to Email Research for searchability by XN or email address.
• Stores the email content for future reference and audit purposes.

The remittance email is sent to the address specified in the Remittance Email field on the vendor record. If this field is blank, the email goes to the primary contact email for that vendor.

Note: Each invoice receives its own action item note for internal tracking, even when multiple invoices are included in a single consolidated remittance email sent to the vendor. This design ensures complete audit trails in Vantaca while preventing email overload for vendors who may receive payment for dozens of invoices in a single batch.



Finding Action Item Notes for Remittance Emails

To locate action item notes for sent remittance emails:

1. Locate the paid invoice by navigating to Action Items > All Action Items and searching for the invoice by XN (or the Invoice Type and Paid Step). Make sure to select Include Closed.

    
   
   

2. Click the caret next to the invoice to open the Messages tab where you can look for information about a remittance email. 
    
   
   
   Look for notes with the format: Remittance email has been sent to [vendor name]. The action action item note contains specific details to help with tracking and verification:
   • Timestamp Information:
     • Date and Time: When the remittance email was sent (displayed in your local timezone).
   • Vendor Details:
     • Vendor Name: As recorded in the system.
     • Email Address: Where the remittance was sent.
     • Remittance email field: The email address used (primary or contact record email).
   • Payment Context:
     • Company Name: The company that is sending the payment.
     • Payment Method: The payment method used to pay the invoice (check, ACH, etc.)
        

Accessing Email Content from Action Item Notes

Each remittance email action item note includes an Email button that provides access to the complete email content:

1. Locate the remittance email action item note on the invoice.
2. Click Email on the note.
   The system opens the email content showing:
   • The complete email body that was sent to the vendor.
   • The subject line used for the remittance.
   • Recipient information.
   • Attachment details if applicable.

This functionality works the same way as other email action item notes in Vantaca.



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Using Email Research to Track Remittance Emails

Remittance emails now appear in the Email Research screen for easy searching and verification. For more information , see the "Email Research" article.



Using This Feature for Audit Trails

The remittance email tracking system supports comprehensive audit requirements:

• Compliance Documentation:
• Complete email records with timestamps for regulatory compliance.
• Delivery confirmation through status tracking.
• Vendor communication history.
• Payment process documentation.
• Vendor Communications:
• Reference specific remittance communications when discussing payments with vendors.
• Verify email delivery without contacting support.
• Provide proof of communication for dispute resolution.
• Track communication patterns and delivery success rates.
• Internal Reporting:
• Export remittance communication data from Email Research.
• Monitor communication timing for process improvement.
• Track payment notification efficiency.
   

Troubleshooting

Q: I don't see a remittance email action item note on my invoice. What should I check?

A: Verify the following:

• Check that the invoice was paid.
• Confirm the vendor has a valid email address in their Remittance Email field or contact record.
• Ensure the invoice was included in the remittance batch that was processed.
• Look at the correct invoice XN - remittance emails create notes on each individual invoice included.



Q: The Email button on the action item note isn't working. How do I access the email content?

A: Try these steps:

• Refresh the page and try clicking the Email button again.
• Check that you have proper permissions to view email content.
• Use the Email Research screen as an alternative way to access the email details.
• Contact support if the issue persists across multiple remittance email notes.



Q: I can't find the remittance email in Email Research when searching by XN. What's wrong?

A: Check these common issues:

• Ensure you're searching for the correct XN format.
• Verify the date range includes when the remittance email was sent.
• Try searching by the vendor's email address instead.
• Clear any filters that might be limiting your search results.
   

Q: The vendor says they didn't receive the remittance email, but I see an action item note. What happened?

A: Follow this verification process:

1. Check the email status in Email Research to see if there were delivery issues.
2. Verify the correct email address was used by reviewing the action item note details.
3. Click the Email button to review the exact content that was sent.
4. Check the vendor's spam/junk folders.
5. Confirm the email address in their vendor record is current and accurate.
    

Q: Can I resend a remittance email if there was a delivery failure?

A: Yes, you can resend remittance emails when delivery fails. To resend:

1. Navigate to the Mailroom > Email Research screen and search for the paid invoice.
2. Verify that the vendor has the correct email address on file.
3. If the email was unsuccessful, click Resend Email. 
   
   
   
   Note: The resend option is only available for emails that failed to send successfully. For assistance with email delivery issues, contact Vantaca Support with the XN number and vendor details.

Q: The link in my remittance email isn't working. What do I do?

A: Remittance emails include clickable links that navigate directly to related invoice action items. If you experience issues with email links not functioning properly, contact Vantaca Support.

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