Integration Project Outline

Methodology
Written By Tad Staley

This article suggests a phased project plan for developing the automated integration between PaymentWorks and your ERP. Specific tasks are included for each of the stages.

For an overview of the integration process, see the article Integration Overview. If you’d like to learn more or discuss this approach, please reach out to us at bestpractices@nvrpartners.com.

1. Preparation (1 - 2 weeks)

  • Confirm all outstanding changes requests have been completed

  • Confirm Sandbox and Production accounts in sync

  • Create Dev account as duplicate of Test in Sandbox

  • Create Field Index with list of all available PaymentWorks core and custom fields (template available)

  • Set up shared project communication site/board (template available)

  • Clarify integration approach: flat-file (FTP) vs. API, middleware

2. Configuration (1 - 2 weeks)

  • In PaymentWorks Dev account, add development users, assign proper roles

  • Confirm IT role properly configured in PW for integration work

  • Determine list of functional users for Dev and Test accounts for integration testing

  • Setup access to ERP test environment

  • Set up integration environment, automation flows

  • Review and upload sample supplier file to Dev account

3. Design (2 - 4 weeks)

  • Create an initial mapping document (template available)

  • Confirm address handling by site codes

  • Confirm new address handling (i.e., full, partial, and edit registrations)

  • Confirm bank account handling

  • Determine which ERP fields require validation/transformation and whether PW configuration can provide.

  • Develop matrix of new vendor types and associated data (template available)

  • Confirm Vendor Types/1099 codes to be brought into ERP

  • Define and configure Registration Routing scenarios (template available)

  • Review and define Vendor Update handling

  • Clarify Invoice access and handling

  • Complete and sign-off mapping document

  • If needed, discuss Vendor Number and Site Code migration (methodology available)

4. Development (6-8 weeks)

Phase 4.1 New Vendor Requests (2 weeks)

  • Add New Vendor Request initial test data using profile matrix

  • Implement adding net new new vendor (no routing)

  • Implement supplier upload to PaymentWorks

  • Run through net new NVR test scenarios, validate results, refine as needed

Phase 4.2 Registration Routing (2 weeks)

  • Add Registration Routing initial test data based on scenarios

  • Implement Registration Routing Scenarios

  • Run through Registration Routing scenarios, validate results, refine as needed

Phase 4.3 Vendor Updates (1-2 weeks)

  • Add additional test suppliers if needed to test Updates scenarios

  • Implement Registration Vendor Updates

  • Run through Vendor Update scenarios, validate results, refine as needed

Phase 4.4 Invoices (1-2 weeks)

  • Ensure initial invoice test data available

  • Implement Invoice file import

  • Unit Testing - Invoices

5. User Acceptance Testing (2 - 4 weeks)

  • Move to Test account, confirm that changes in Dev have been added to Test

  • Confirm IT role matches the role in Dev

  • Set up Issue Reporting app/board

  • Create/confirm Functional Integration Testing (UAT) plan (template available)

  • Complete Functional Integration Testing (UAT)

6. Move to Prod (1 - 2 weeks)

  • Identify configuration changes made in Dev/Test

  • Setup access, connectivity to ERP server

  • Ensure IT role available in PW for integration to Production account

  • Add designated integration user to IT role (usually an alias or distribution list)

  • Get API auth token from integration user

  • Confirm schedules mirror what was tested in Sandbox/Test environment

  • Sync Prod account from Test (PaymentWorks task)

  • Configure SFTP access in Prod if needed (PaymentWorks task)

  • Move integration / connector to production deployment server

  • Configure integration code to access ERP Production server

  • Confirm all ERP functional configuration settings match what was tested in Dev/Test environments

  • Enable the model persistence schedule to enable FTP integration (PaymentWorks task)

  • Before launch make sure no NVRs and Updates have an "Approved" status, or the automation will pick them up. This sometimes requires a quiet period of a few days to clear out old NVRs and Updates.

Launch

  • Start slowly! When the integration is ready to go, it’s useful to deliberately choose one or two uncomplicated NVRs for approval to make sure everything works as planned.

  • Follow the same approach with Updates and NVRs with a TIN match that require routing. Start slowly and observe the results.

Next Steps

To learn more about PaymentWorks integration methodology or to discuss your specific area of interest or concern, please reach out to set up a complimentary consultation. We’d be happy to connect!

You can fill out this form including an overview of your interest, or simply email us directly at bestpractices@nvrpartners.com.

Tad Staley
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