The Payment Run record provides users with a list of approved Accounts Payable invoices. The user can then apply AP credit memos and discounts, create payments, print checks, and produce ACH and Positive Pay exports for selected invoices. Click here for more information on the Payment Run Overview.
- Invoices tab
- Payment List Preview tab
In the top ribbon, hover over the Vendor menu and select Payment Run.
|Save PMT Run
|Saves the Payment Run.
|Begins the process of creating payments for the selected invoices.
|Submit for approval
|Submits payments for approval by higher level Accounting Admins. This button appears only if the Payment Run Approvals features is enabled for your organization.
|Payment Run Name
|A unique name for the Payment Run. The system automatically generates a default name based on the bank account number, date and time, sequence number, and the user's full name. Users can edit the name, if preferred.
Note: The Sequence Number is based on the number of Payment Runs previously created on the associated date by the same user.
|Select Invoices From
|Legal entity whose locations are represented on the Payment Run.
Data Flow: AP Invoice Location > Location > Legal Entity
|Bank account on which to record the payment(s) created by the Payment Run. The options available in the drop-down are based on the legal entity selected in the Select Invoices From field. Users can search the list by the following options:
Note: If the select bank account is not assigned to a legal entity, the user is prompted to assign a legal entity and an account type to the bank account record.
|Location that will appear on all payments created by the Payment Run. This field becomes active only after a the Bank Account field is complete.
Note: The drop-down is filtered to show only locations that meet the following criteria:
|Date on which all payments are created for the Payment Run.
Editing this field also updates the Payment Dates of the selected invoices. For more information, see Payment Run: Payment Date.
Note: Discounts are directly affected by the value in this field. For more information, see Payment Run: Discounts from Early Payment.
|Filter Due Date
|Allows users to filter the invoices shown on the Invoices tab by All Bills or Bills Before. If Bills Before is selected, the suer can enter a date or use the calendar menu to select a date to configure the filter.
|Saved Payment Runs
|Allows the user to select a previously saved Payment Run. This is useful when an Accounting Clerk prepares the Payment Run and then an Accounting Manager opens the Payment Run to create the payments.
Note: To delete a previously saved Payment Run, select the trash can icon next to the option in the drop-down.
|Next Check Number
|The next available check number for the selected bank account. The Get Balance button is used to display current balances for the account.
|Filters the invoices shown on the Invoices tab by the selected Vendor Groups.
|Location Reporting Categories
|Filters the invoices shown on the Invoices tab by the selected Location Reporting Categories. Location Reporting Categories are created in System Preferences and assigned on the Location record.
|Filters the invoices shown on the Invoices tab based on the priority of the AP Invoice. Priority can be set on the AP Invoice header or by vendor on the Vendor record.
|Displays either the Invoices tab or the Payment List Preview.
|Exports the selected invoices on a saved payment run, allowing approvers to view a short list of all invoices of the Payment Run. Coming soon!
|Expand / Collapse
|Show or hide the Credits and Discounts section which displays credit and discount information for the selected line item on the Invoices table.
|Refreshes the Invoices table.
Columns on the Invoices table
|A selected checkbox indicates that the invoice will be pain on the Payment Run. Users can select individual line items or select the checkbox in the column header to pay all available invoices.
|Name of the vendor for the invoice. Users can select the Filter icon in this column to filter the table by vendor. Selecting the vendor name opens the Vendor record.
|Priority status for the AP Invoice. Viewing the priority of an invoice can help determine which invoices should be paid first.
|Date on the invoice.
|Date when the payment is due, based on the Payment Terms.
|Number used to identify the invoice. Selecting the invoice number opens the AP Invoice record.
Note: AP Invoices that are put on hold will not appear on a Payment Run. For more information, see Payment Holds.
|Date when the payment will be made.
|Location associated with the invoice.
|Total amount due on the invoice.
|Total amount being paid on the invoice.
|Indicates whether the amount includes a credit or a discount.
|The method by which the vendor will be paid, as set on the Vendor record. Each payment method creates an AP Payment record in Restaurant365. Users can select the Filter icon in this column to filter the table by payment method.
Payment Methods include:
Credits and Discounts
|Displays the name of the vendor. Users can enter a note for the credit or discount in the text field, such as the location's customer number for the vendor.
|Number used to identify the invoice.
|Date by which the vendor must receive payment for the discount to apply.
|Account on which the discount is recorded.
|Total amount of all invoices that are selected on the Invoices table and are associated with the vendor.
|Date on the invoice.
|Payment Terms on the invoice.
|If the vendor offers a discount for early payment and the payment is made within the discount date range, this field displays the amount for the available discount.
|Amount to subtract from the total payment as a result of the discount.
|Open Credits and Payments table
|Displays all available credits and payments. If the checkbox in the Apply column is selected, the credit or payment is applied to the total.
Payment List Preview tab
This tab displays totals for the Payment Run by vendor as well as overall total amounts for the Payment Run.
Columns on the Payment List Preview table
|Name of the vendor.
|Total number of invoices that are selected on the Invoices table and are associated with the vendor.
|Total amount to be paid on all invoices that are selected on the Invoices table and are associated with the vendor.
|Total amount of discounts on all invoices that are selected on the Invoices table and are associated with the vendor.