Versapay Customer Portal How-To Guide

Owned by Bob Young
Sep 24, 2024
12 min read

 

Table of Contents

 

NOTE: "Customer" should be considered as "Tenant" throughout this document for any CRE clients

About Versapay

What is Collaborative AR?

Versapay Collaborative AR is an accounts receivable cloud application used by your service provider or supplier. As their customer, they have invited you to use the platform to view and pay your invoices

Why Should I Sign Up?

By signing into your customer portal, you'll have access to all your invoices. You will be able to check your account statement, print your invoices, and make payments safely and securely.

 

About Versapay Security

Is It Secure?

Versapay has passed the most rigorous security testing from external auditors to verify our security level meets the highest industry standards. Our systems are monitored and updated as needed to protect against any known security risks. In addition to the third-party testing, our internal security personnel use several risk assessment and security tools to monitor and maintain the security of our online systems. Versapay is a certified PCI Level 1 Service Provider and

is audited annually by its banking partners to ensure 'bank grade' security compliance.

 

What Does This Mean?

It means we have passed the most rigorous of security testing from external auditors to verify our security level meets the highest industry standards. All interaction with our service is done using the latest levels of SSL encryption (TLS), our systems are housed in a SSAE16 certified facility, meeting the highest standards in security and availability

 

Secure Login

Our compliance, internal practices, data centers, and security monitoring are best-in-class to ensure your customer and financial information is protected in a secure

environment. We’re certified as compliant under PCI DSS version 3.2 at Service Provider Level 1 and we complete an annual PCI DSS assessment using an approved Qualified Security Assessor.

Time Out

Versapay maintains a time-out feature that will automatically log you off the current session after a period of inactivity. This helps reduce unauthorized access to your accounts.

Below are some additional suggested practices that are strongly encouraged.

 

Physical Security

Our services are hosted in top-tier data centers that provide carrier-level support, as well as multiple levels of security and redundancy.

 

 

Getting Started with Collaborative AR

 

Accessing Sangoma Pay Portal

There are 3 ways to access the Sangoma Pay Portal

  1. An invitation

  2. An email notification related to an invoice

  3. Visiting secure.versapay.com

NOTE: Any email from Collaborative AR will either be sent from no-reply@versapay.com OR your supplier’s email address

Invitation/Email Notification

  • Initial Invitation: You will receive an invitation from Versapay to create a "user account" for your new online invoice & payment solution. By clicking ‘My Invoices’ you will be directed to a Terms and Conditions page, agree to continue

  • Email notifications: Will be sent for new invoices added to your account. These notifications will also contain similar links, click to access your account

Forgot your password?

Click here for a step-by-step guide or here to jump right to reset

Self-Sign Up

If you have previously been invited to Sangoma Pay but never ended signing up, you can follow the steps below:

STEP 1:

Head to http://secure.versapay.com and select "Create an Account"

STEP 2:

Select "Pay invoices"

STEP 3:

Choose your supplier from the list provided & enter your email

Express vs. Active User

Express User CAN:

  • Enter Collaborative AR without having to set up a password

  • See invoices & make one-time payments

  • Receive notifications & access Collaborative AR through email notifications

  • Choose to enter a password to gain full access to Collaborative AR at any time

Express User CAN NOT:

  • Save payment method

  • Setup autopay/prepay

  • Apply credits

  • Use an existing payment method for this customer account

Express vs. Active User

Active CAN:

  • Set a password, security questions & agree to Terms of Use to gain access to Collaborative AR

  • Save multiple payment methods

  • Setup auto pay/prepay

  • Apply credits

Active CAN NOT:

  • Un-merge accounts that have been linked



NOTE: to reset your Versapay password, head to https://secure.versapay.com/users/password/new enter your email and click on “Send Instructions”

Grouping Multiple Customer Accounts

If you use one email address to manage multiple customer accounts, you will be invited to group these accounts into one consolidated view.

Click "YES" if you plan to have:

  • One payment method (i.e. credit card 1234) will be used to pay for invoices across all linked accounts

  • One email notification containing all customer balances is preferred.

Click "NO" if:

  • You use different payment methods for each customer account

  • You plan to add additional contacts to any of the customer accounts who should not be able to view all grouped accounts

Grouping vs. Separated Customer Accounts

Separated Customer Accounts: will show as a waffle (6 squares) in the top right to toggle between accounts to view invoices, make payments etc.

Grouped Customer Accounts: will show as a drop-down menu. Select all or choose which individual accounts you would like to view

NOTE: To separate previously grouped accounts, or if you decide to group accounts that are currently separated, please connect with your supplier directly for assistance.

Payment Methods

Adding a Payment Method

Accepted payment methods will vary based on the supplier, so you will only be able to add the type of payment method the given supplier accepts

  1. Login to secure.versapay.com > Account Settings > Payment Methods

  2. Select which payment method you would like to add: Bank Account or Credit Card

  3. Add Payment Details

  • Add Bank Account:

    • Required: Routing #, Account #, Bank Account Type & Account holder

    • May require verification (see next slide)

  • Add Credit Card

    • Required: Card #, CVV, Expiry Date, Cardholder Name

 

Verifying your Account

Depending on the supplier’s configuration, when adding a new bank account in Collaborative AR, your account may need to be verified.

How does the verification work?

  1. For CAN Accounts: Through a microdeposit.
    • A small amount (under $5) will appear in your account from "Versapay" within 2 business days. Once the account has been verified within Collaborative AR this value will be removed.
    • How do I verify in Collaborative AR? Head to your profile > Payment Methods > Select "Verify" under your account > Enter the exact value that was posted to your account.

  2. For US Accounts: Through automation
    • How do I verify in Collaborative AR?

Account status will show as:
• Verified: in good standing & added successfully
• Accepted: information looks correct but may have some uncertainty
• Unverified: never accepted (i.e. closed account)

Setting up Autopay

There are 2 ways to enable AutoPay:

  1. When adding a new payment method select YES to setup for Autopay.

 

 

2. Selecting "New" beside AutoPay Off. This option is only available if a payment method has already been added to your account

Removing a Payment Method

How to Remove a Payment Method:

Account Settings > Payment Methods > Find your Payment Type > "Remove"

If "Remove" is not available: Check to see if this account is associated with AutoPay. If so, AutoPay must first be canceled to remove your payment method.

"Cancel AutoPay" is not available: some suppliers have enabled AutoPay for opt-in only. If this option is not available, please contact our support team at:

Invoices & Payments

Verifying your Invoices

Invoice Details

Login > Invoices > Select Invoice #

By selecting an Invoice # within the invoice tab, you will be redirected to a detailed Invoice Page.

This page includes:

  • Balance: Value left owing for the invoice

  • Amount: Total value of the invoice

  • Invoice Date: When it was created

  • Due Date: When the invoice should be paid by

  • Status:

    • Current: Published but before due date (or has been overpaid)

    • Overdue: Published and due date is passed

    • Partial: Has been short paid but still has a balance > 0

    • Paid: Invoice has been paid and balance is 0

  • Payments: Any attempted/successful payments made toward the invoice

  • Attachments: Supporting documents for this invoice

  • Comments/Disputes: You can communicate directly with your suppliers AR team by creating a "New Comment/Open Dispute" within any invoice

    • You can attach a file or a picture that is relevant to your comment/question

    • You can tag specific people you want to be notified with your question/dispute

    • You can distinguish between a comment and a dispute by checking this box. Disputes are generally created when you are requesting that you do not pay the invoice in question for whatever reason you provide. Comments are chosen when you have questions/requests or would like to inform an AR member with any additional information.

Making a Payment Using a Payment Method

When making a payment, you can choose to pay for an individual invoice or multiple invoices:

 

 

  1. Invoice Page > Select the checkbox for those invoices you would like to pay > "Pay" OR "Pay All" to pay for all outstanding invoices Mark for payment can also be used to create an active "cart" of invoices that should be paid

  2. Open an invoice by selecting the Invoice/PO # > "Pay Now"

  3. Select Payment Method > Continue

Scheduling a Future Payment

When selecting invoices for payment, you may see additional options depending on your supplier's configuration to:

  • Pay now

  • Pay on due date

  • Pay on specified date

Can I use credits for future payments?

No, credits are only available for payments "now." However, you can use your credit to "pay now" and schedule the remainder to be paid at a future date.

Can I schedule payment for an overdue invoice?

If an invoice is overdue, you will not be able to pay on the due date as this date has passed, however, you can still schedule payment for a future date

Making a Payment Using a Credit

Depending on your supplier's configuration, you may be able to use credits to pay for invoices. If you do have credits available:

  • Select the invoice you would like to pay as well as the credit you would like to use

  • Once you are brought to the payments screen you may see a red or green banner.

Red = Your credit value is too high for the invoice you are attempting to pay. By selecting "Correct this for me" the system will only use the necessary value to pay off the invoice(s), leaving a remaining credit balance on your account.

Green = You have additional credits available to pay off this or any additional invoices within your account. Select "add them now" to apply.

Making a Pre-Payment

Depending on your supplier’s configuration/business workflow pre-payments may be available.

A pre-payment is when a payment is made for a product/service prior to the due date on the invoice OR the invoice being presented in Collaborative AR.

To make a pre-payment:

  1. Ensure a payment method has been added (slide 14)

  2. Select "Make a pre-payment"

  3. Enter the value of pre-payment and PO#. Notes are available as an additional component to describe what you are paying for.



Short Paying an Invoice/Line Item

A short payment is when you make a partial payment of an invoice.

By altering the value underpayment (i.e. submitting $1,000 instead of $1,881.96), Collaborative AR automatically recognizes this as a short payment & will trigger the red banner above

Depending on your configuration you will either be required to enter a note, select a reason or enter both

Users & Notifications

Users: Adding/Adjusting/Removing

Every Account is set up with one primary contact's email address on file. This contact is registered as the "Admin" of the account and can add additional users.

Adding a User: Log into your account > Select the menu in the top right > Users > "Add User"

  • Enter the email

  • Select the role type of this contact

  • The user will be sent an email welcoming them to Collaborative AR and should follow the instructions in the first section of this document.

  • User's access ("role type") can be changed or removed by an admin at any time

Adjusting User Access: The "role type" determines the type of access a user has. This can be changed by an admin at any time by selecting "change" on the user screen

Removing a User: Any user who no longer works with the customer should be removed from the customer account as soon as possible. This can be done by selecting "change" or "remove"

Notifications

Each User (Active or Express) within Collaborative AR can control which notifications they would like to see.

Profile (top right) > My Profile > My Notifications

There are 3 formats for notifications:

  1. Enabled: Notifications that can be subscribed to if you wish, however, until you elect to subscribe, notifications will not be sent. Indicated by an available checkbox

  2. Subscribed by Default: This notification is not mandatory but has been set up so that all users are auto-subscribed upon activating your account. Should you wish, to unsubscribe you may. Indicated by a blue checkbox

  3. Mandatory: A notification that has been required by your supplier to be sent to at least one user. Indicated by a black checkmark

If making any changes to notification settings, ensure "Update Notifications" is selected to SAVE

 

 

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