Table of contents:

• Setting up a clearing account for payments
• Configuration of Xe Global Business Payments
• Email notification configuration
• AP Bill / Payment of Xe Fees Configuration (optional)
• AP payment approval configuration (optional)
• Transaction Approval Configuration (Optional)
• Setting up vendor bank information for Xe
• Exporting Vendor Bank Information
• Importing Vendor Bank Information
• Multiple Bank Accounts Per Vendor Functionality

Setting up a clearing account for payments

To set up a CLEARING account for your payments, you must add your bank account to the checking account(s) area. This checking account will be used for all settlements against Xe Global Business Payments and will be known as the CLEARING ACCOUNT.

Navigate to the Cash Management module, click “+” sign next to “CHECKING” to add a new checking account :

In the Details tab (underlined in blue), set up the account information for the checking account that will function as your clearing account(s).

Checking account

1. Account ID: Create a unique Account ID. For example, you can set it up as “Xe - Wells Fargo USD”.
   Note: Once saved, this cannot be edited or renamed.
2. Bank Name: Create a bank name. For example, you can simply use “Xe” or replicate your Bank Account Name.
3. Currency: The currency selected should match your Clearing Bank Account. For example, "Wells Fargo = USD".

Accounting information

1. GL Account: Add a GL Account associated with the Clearing Checking Account.
2. Default payable GL journal: This Journal will be used to record the Journal entries for the clearing account against the batched bills created.
3. Location ID: Choose the entity that associates with the Clearing Checking Account to pay your bills.

Click the “Save” Button, and you will be redirected back to the Checking accounts main page.

Enable Xe Global Business Payments for the clearing account

1. Click “Edit”.
2. Go to the "Xe setup" Tab.
3. Tick the checkbox "Enable Xe".
4. Populate the three required fields:
   • Xe Account Number: Xe will provide this account number.
   • Xe Funding Bank Account: Select your checking account.

   • Journal for Xe Funding: This Journal will record the funding of your transaction from your Bank Account (e.g., Wells Fargo) to the nominated Checking Account, which acts as a clearing account for Xe Global Business Payments.

     This can be an Existing Journal or a new Journal.

Configuration of Xe Global Business Payments

You are required to have a Web Service User with FULL Admin privileges to complete these steps:

1. Select Company from the main toolbar list.
2. Select Web Service Users.
3. Assign the Xe role to that Web Service User.
4. Select Xe from the main toolbar list.
5. Select Configuration.

6. Under the Intacct Administrative Configuration section, use the Web Service User credentials to populate:

   • User ID
   • User Password

   This section is only editable at the top level.

For assistance in creating a Web Service user, please contact your Sage Intacct Account Manager or visit the Intacct Help Center.

 
 

Email notification configuration

To enable copy reject email notifications:

1. The listed email address will receive a notification once the payment(s) has been rejected by Xe.
2. Multiple email addresses are allowed. These emails should be separated with a semicolon “;” and no space is needed.

AP Bill / Payment of Xe Fees Configuration (Optional)

The configuration of this section is to record bills and payments for Xe payment fees. E.g., domestic payment(s).​

Enable “Allow Domestic Payments” only if you will use Xe Global Business Payments for same currency payments (e.g., USD to USD transfers).

Populate the following fields accordingly:

1. Select the Vendor you wish to pay in the same currency.
2. Select the GL Account to record Xe Global Business Payment fees.
3. Select the Location to record Xe Global Business Payment fees against the correct entity.
4. Select the Department to record Xe Global Business Payment fees.

AP payment approval configuration (optional)

If Payment Approval is enabled in the Accounts Payable module, you can activate the auto-approval of AP payment(s).

1. Under the AP Payment Approval Configuration section, use the Web Service User credentials to populate:
   • Approval User ID
   • Approval User Password

Transaction Approval Configuration (Optional)

By clicking each box, you will enable the following functionalities:

• Enables the Xe approval process.
• The submitter receives email notifications once the transaction is approved.
• The approver receives email notifications for transactions needing their approval.

All approvers will receive email notifications for any transaction needing approval. Add the email addresses (separated by “;”) that will receive the notifications.

The approval controls provided are separated by users or minimum amount levels. ​

• Select the approver from the dropdown menu. Multiple users are allowed.
• If Approve By Level is selected, enter the dollar threshold and Approvers for each level. 

Setting up vendor bank information for Xe

To enable payments to vendors via Xe Global Business Payments, follow these steps:

1. Navigate to the Accounts Payable module and select Vendors.
   
    
    
2. Click “Edit” for the vendor you wish to enable for Xe Global Business Payments.
   
    
    
3. Populate the Vendor tab under the Primary contact section with the following fields:
   • Address Line 1 (Required)
   • Address Line 2 (Optional). Will auto populate once address line 1 is over 35 characters.
   • City (Required)
   • State/Territory (Required)
   • ZIP/Postcode (Required)
     
     Note: All values entered in this section must be SWIFT characters only.
     
      
      
4. Populate Xe Info with the following fields:
   • Company Name (Optional). Populate if the Vendor Name is different from the recipient’s name used for the FX payments.
   • Recipient Account Name​ (Required). 
   • Recipient Account Number​ ​(Refer to Xe Payment Guide)
   • Recipient IBAN ​(Refer to Xe Payment Guide)
   • Recipient BIC/SWIFT​ ​(Refer to Xe Payment Guide)
   • Recipient National Clearing Code​ ​(Refer to Xe Payment Guide)
   • Intermediary bank fields​ (Optional. Fill in accordingly if applicable)
   • Recipient Country Code (​Required. Must be the 2 digit country code, e.g. CA for Canada.​)
   • Intermediary Details (Only required if specified by vendor, otherwise Xe will automatically chose the intermediary bank.)
     
      

Exporting Vendor Bank Information

1. Navigate to Xe in the drop-down menu and select Export Vendors.
   
   
    
2. Click the “Search” button to display existing vendors.
   
   
    
3. Click “Export” to download the file.
4. We recommend you cleanse the existing data in the file and save the file as an Excel format.​
5. Update and populate the template with existing Vendors and their bank information and save the file as CSV format. For more detail, please use the required fields in the “Setup Vendor Bank Information for Xe” and use the ”Xe Payment Guide”. 
    

Importing Vendor Bank Information

Now that you have exported, cleansed, and updated your vendors, the data is ready to be imported back into the Xe application.​

1. Navigate to Xe in the drop-down menu and select Import Vendors.
2. Select the import file and click “Import Vendors”.
    
    
3. Select the import file in “Choose File” and click “Import” to import the file. ​
4. The import will be processed offline. ​
5. If required, you can set an email notification for import results.​
6. Check the “Enable email notification” box and enter email address.​
    
    
7. Navigate to Intacct menu and select “Xe” ​
8. Select "Configuration"​
9. Check the box "Allow multiple bank accounts per Vendor"​

10. Click Save​

    Please note if you choose to select this functionality and then de-activate it, all details will be removed. 

Multiple Bank Accounts Per Vendor Functionality

To add multiple bank accounts for a vendor:

1. Go to Accounts Payable, select Vendors, then Edit.
2. Scroll to Payment Information and click the “+” symbol to add additional accounts.

When you click the plus sign, the window below will show and you can populate the required fields.