How to Upload a Disbursement File

Modified on Thu, Jan 9 at 5:44 PM

What is a disbursement file?

A disbursement file is a file exported from your ERP containing payment information such as Vendor ID, Vendor Name, Check or Payment Reference Number, Invoice Date, Invoice Number, and Invoice Amount. Ottimate uses the information contained in this file to create and issue payments to your vendors on your behalf.

Steps:

Click “Import Disbursement File” from the VendorPay dashboard.

The “Upload Disbursement File” modal will open. Drag + Drop your file or click “Browse your computer….” to open your file explorer.

Select the desired file from your computer’s file explorer and click “Open”.

Allow up to 3 minutes for processing of the payment file

If the file is processed successfully, you will receive a success toast with the following messaging:

The payments will be available for review and approval in the “Your Approval” or “All Pending Approvals” tab:

If there are any errors while parsing the file, you will receive the “Upload disbursement file errors” modal:

An email will also be sent containing the original file and a detailed error report.

You may review the error report and correct any errors before re-uploading the file. Refer to “Disbursement File - Error Troubleshooting” for common error troubleshooting steps.