Untangling Edit Registrations

Registration routing is a powerful way to keep your vendor data accurate and in sync. But there are a few common cases where it’s easy to go astray, like when a supplier moves.

Negotiating Address Changes

When a connected supplier in PaymentWorks modifies their remittance address, the modified address is not delivered as a simple vendor update, the way other supplier profile changes are handled.

Instead, the new address is delivered to all of the supplier’s connected customers as a different kind of registration, called an Edit Registration. The reason for the different handling is because the new address might be treated in a number of different ways, and an approver needs to tag the record for appropriate handling.

There are typically two scenarios that result in an edit registration.

The first is when the supplier makes a very minor change in their address, like adding a suite number or fixing a typo. In these cases, most customers simply modify the existing record in the ERP, and no further action is required on the PaymentWorks side.

The other scenario occurs when the change is more significant, which most commonly occurs when a connected supplier moves to a new location. In this case, the supplier will modify their connected remittance address, say from a Philadelphia address to a Pittsburgh address.

When a Supplier Moves

When the change is made, the customers to whom the supplier is connected will receive an edit registration containing the new remittance address. On the registration routing screen, the approver will typically select the originating address (Philadelphia), and choose “Add new address”, which corresponds to a routing code of “new_address” in standard configurations. (See the post on Registration Routing for more on that functionality).

The “new_address” tag tells the integration to create a new address within the same vendor record. If the Philadelphia address had been referenced as RT-1, for example, then the newly created Pittsburgh address might be RT-2. 

Note: because the approver selects the original address - Philadelphia in this example - the original site code (RT-1) will be included in the Related Site Code field of the registration.

Because the original address is already connected in PaymentWorks, rather than create a new connection, the recommended approach is to change the site code on the existing connection from RT-1 to RT-2. 

This change is done when the supplier record is re-uploaded to PaymentWorks after the new address is added in the ERP. The table below shows some of the uploaded fields and assumes a vendor ID of 123456.

Note that the upload should also update the address referenced in PaymentWorks - in this case changing the full Philadelphia address with the full Pittsburgh address.

See the post Changing Vendor Numbers and Site Codes for a more complete explanation of the functionality.

Next Steps

To learn more about PaymentWorks configuration and data options 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 reach out directly at bestpractices@nvrpartners.com.