Registration Routing
Registration Routing is the PaymentWorks functionality that applies when a supplier registration includes a Tax Identification Number (TIN) that is already referenced in a customer’s vendor table.
A registration with a TIN match could be a new address/location for an existing supplier, or the registration could be the result of an existing vendor going through the PaymentWorks registration process for the first time. The TIN match is also a way to identify a duplicate supplier registration.
The key to enabling this functionality is uploading a copy of the Payer’s complete vendor table to PaymentWorks, including the TIN for each existing customer. PaymentWorks uses this vendor table to determine if there is a match with the TIN on incoming registrations.
Showing Related Records
When a new registration has a TIN that matches an existing supplier, PaymentWorks allows the approver to view the “Related Records”, which is a list of supplier records that also contain the matching TIN, as shown below.
Each routing option, when selected and approved, creates a tag added to the registration data. These tags can be used when integrating to the ERP to determine how to handle the new registration.
Typical Routing Options
The table below shows and describes the routing options available when there is a TIN match. The far right column shows the tag that will be included in the data export. The selected routing code will be added to the export file in the Routing Action Code field.
1. Create new vendor
Routing action code (configurable): add_new
Applies to: Full Registrations
This is the default routing tag for all new registrations.
Available only on Full Registrations, this option is chosen when a new vendor record should be created in the ERP in spite of the fact that the TIN matches an existing record.
Adding a second top-level vendor record with the same TIN as another record may not be allowed by some ERPs or accounting practices. In this case, this option should be removed from the configuration.
2. Add as new address
Routing action code (configurable): new_address
Applies to: Full, Partial, Edit Registrations
This tag is applied when the incoming registration contains a new remittance and/or order address for an existing vendor. It is most common with a Partial Registration, when a connected supplier adds a new address.
Note that in the case of Full Registrations, the incoming record will contain complete supplier profile data even though the tag indicates adding only the relevant address.
If a Supplier moves and changes their address, resulting in an Edit Registration, in this case the new address would be added in the ERP. The previous address may be deactivated.
Note: In the Edit Registration scenario described above, you can transfer the PaymentWorks Connection from the old address to the new address. After creating the new address in the ERP, which should result in a new Site Code, simply reupload the record, as described above in the section Changing Vendor Numbers and/or Site Codes in the PaymentWorks Design Guide Part 2 - Data Handling.
3. Connect with existing vendor
Routing action code (configurable): connect_existing
Applies to: Full, Partial, Edit Registrations
This tag is applied in cases where a registration is received for an existing supplier that has not yet registered in PaymentWorks. The option is not available when a connected supplier is selected (because that supplier is already connected).
Note that in the case of Full Registrations, the incoming record will contain complete supplier profile data that may supersede the supplier data in the ERP.
4. Overwrite existing address
Routing action code (configurable): overwrite_existing
Applies to: Edit Registrations
This option is only available when a supplier has modified their remittance or order address. Further, the option is available only when the approver has selected the source record from the list of related records.
This tag is applied in cases of minor modifications to an existing connected address, such as correcting a typo or adding a descriptive Address 2 field.
It is an integrator’s choice whether the previous version of the address is overwritten, versioned or handled with an effective date for the new address.
Next Steps
Registration Routing is powerful but complicated. To learn more about this (or any other) functionality, 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.