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, and more. These payments will be created in the traditional manner of the Check Run, with each Payment Type 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: If the set Location/Bank Account paying the AP Invoices needs to be changed, it can be updated in this step. The Location tied to this Checking Account will set the Location on the Check Run. 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 from the 'Next R365 Payment Number' field. Because R365 Payments use your existing bank account, feel free to set an R365 Payment Number that is higher than any check stock you currently own. This will enable you to continue to use it when you need to use manual checks.
- 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 the invoices to be paid by clicking their checkbox on the Invoice line.
- Tip: You can use Vendor Groups to quickly load all of the invoices for your R365 Payments Vendors only or filter the 'Payment Method' column to show invoices that will be paid using a specific payment type
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, then 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 and 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: Submit for Approval. Click 'Submit for Approval' to mark this Payment Run as finalized and ready for higher level Accounting Admin Users to view and approve.
Note: If a Payment Run is not ready to be submitted, it can be saved and later retrieved by opening the Check Run screen, selecting the saved run in the 'Saved Run' selector, making the necessary changes, and then submitting for approval.
Step 9: Review and Approve. From the Payment Runs page, Users can then review and approve the Check Run. Click here to learn how to review and approve a Check/Payment Run.
Step 10: Create Payments. Open the Check Run from the Payment Runs page and click 'Create Payments'.
This will open the Check Run in a new window where the User can create Payments. 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 will need to either 'Send R365 Payments' or 'Delete Payments' to close the Payments Created prompt.
Click 'Create Payments' to open the Payment 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 whose 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 four 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.
Additional AP Transactions Columns for R365 Payments
R365 Payment Status
The R365 Payment status can be viewed for all Payments on the AP Transactions page. One of the following statuses will be listed:
- Blank - No action has been taken on the Payment
- Not Sent - The Payment tab was closed before the Payment was sent, or a connection issue prevented the Payment from being finalized. Learn more about the Not Sent status here.
- Voided - Payment is voided
- Submitted - Payment has been submitted and is pending processing by R365 Payments
- Processing - Payment is being processed by R365 Payments
- Issued - Payment has been completed
R365 Payment Method
Once Payments have been submitted, the 'R365 Payment Method' can be viewed on the AP Transactions page. One of the following Payment Methods will be listed:
- ACH
- vCard
- CreditCard
- Check
- Note: 'Batch Code' is only available for customers whose 'R365 Payments' feature was enabled in February 2022 or later.
Batch Code
Once the Payment has been processed, the 'Batch Code' for the Payment can be viewed on the AP Transactions page. The Batch Code is a reference number used when troubleshooting processed R365 Payments.
- Note: 'Batch Code' is only available for customers whose 'R365 Payments' feature was enabled in February 2022 or later.