This article is part of the R365 Payments Service training. Click here for more information on R365 Payments Service
The R365 Payments Service allows you to pay your Vendors through the Payment Run (formerly known as the Check Run). Manual payments, or the Pay Bill action found on individual AP Invoices, are not supported in the R365 Payments Service. You can however still use those functions to produce Checks outside of the R365 Payments Service if needed.
On the Payment Run Screen you can create and submit payments to the R365 Payments service, while at the same time creating other non-R365 Payments Service Payments (such as Checks, ACH, Positive Pay, ADD etc.). These payments will be created in the traditional manner of the Check Run, with each Payment Type being handled individually on the 'Payments Created' prompt.
The Payment Run Screen is very similar to the Check Run Screen and replaces the Check Run Screen when R365 Payments is enabled in your database. This article will walk through the basics of creating R365 Payments on the Payment Run Screen. Please refer to the Check Run Overview for additional information on how to use the additional features and functions found on the Payment/Check Run Screen.
Step 1: Open the Payment Screen by hovering over 'Vendor' and selecting 'Payment Run'
Step 2: Select the Legal Entities from which the Approved AP Invoices will be loaded to be paid. Multiple Legal Entities can be selected at once.
Step 3: Select the Bank Account that will be used to Pay the AP Invoices through the R365 Payments Service. The Default Location on the Checking Account will set the Location on the Check Run. Change the Location if necessary. Set the Payment Date that will appear on all Payments in this Payment Run.
Where necessary, R365 Payments will cut and mail physical Checks to your Vendors. When this occurs, the Check Number will be generated independently of the 'Next Check Number' that is set on your Bank Account. When a Check is issued to your Vendor, the 'Number' value on the AP Payment record will initially state 'R365', and then will be updated to reflect the actual Check Number that was issued to your Vendor from R365 Payments.
- Note: If you select a Bank Account that is not 'Enabled' for use with R365 Payments Service, a warning will appear stating that the Payments created will not be submitted through the R365 Payments Service. Each Payment will be generated as Checks instead. These Checks must then be printed as with the traditional Check Run. Additionally, Vendors with the 'R365 Payments' Payment Method assigned on their Vendor record will have the listed Payment Method updated to 'Check' on the Payment Screen
Step 4: In the Invoices grid, select which invoices are to be paid by clicking the checkbox on the Invoice line. Tip: You can use Vendor Groups to quickly load all of the Invoices for your Vendors that will be paid via R365 Payments
Step 5: To view further details for one invoice, click the Invoice line to select the Invoice (the line will be highlighted based on the R365 Theme Builder color. Orange highlights below are related to Contract Price Verification) and open the Detail pane (click the < to open the Detail pane).
If this Vendor offers a Discount for Early Payment and the Payment days falls within the Discount date range, the Suggested discount will be listed. The User does not need to update the Discount Taken field unless the value will be different than the Suggested value. Discounts will be automatically applied when available. Discounts will be recorded in the Discount Account that is selected (also set on the Vendor Record)
Step 6: View and Apply any open AP Credits to Invoices being paid. Click here for more information on Applying Credit Memos
Step 7: Verify the Payments that are about to be submitted to the R365 Payments Service under the “Payment List Preview” tab.
Step 8: Click 'Create Payments' to open the Payment Created prompt. The individual AP Payment records will be created for each AP Invoice that was selected when you clicked 'Create Payments' at this time. Once the prompt loads, you'll need to either 'Send R365 Payments', or 'Delete Payments' to close the Payments Created prompt.
The 'Send R365 Payments (#)' button will display the total number of R365 Payments that will be sent to the R365 Payments Service. If the 'Send R365 Payments (#)' button is grayed out, that signifies one of the following scenarios:
- None of the Vendors who's AP Invoices were selected in Step #5 have been setup with the 'R365 Payments' Payment Method on their respective Vendor records
- The Bank Account selected in Step #3 is not setup to be used with R365 Payments.
In the example above, a total of 4 separate payments will be sent. These four payments likely represent four different Vendors, but could also represent four individual Payments being sent to the same Vendor that requires a Payment Per Invoice.
Click 'Send R365 Payments (#)' to submit the payments to the R365 Payments Service. Please Note: Once submitted, you will not be able to recall the Payments. There is a short window of time where R365 Support can assist with the canceling of submitted payments, but that time can vary and the request should be submitted immediately if an R365 Payment was accidentally submitted.
The R365 Payments process is now complete!
For more information about the non-R365 Payments options on this prompt, refer to the Payments Created article.