This article is part of the R365 Payments Service training. Click here for more information on R365 Payments Service.



R365 Payments allows you to pay your vendors through Payment Runs. 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 if needed.


On the Payment Run screen, you can create and submit payments to the R365 Payments Service and create other types of payments as well, including checks, ACH, Positive Pay, ADD, and more. These payments are created in the traditional manner of the Payment Run, with each payment type handled individually on the Payments Created prompt. This article explores the basics of creating R365 Payments on the Payment Run screen.



Hover over the Vendor option in the top ribbon and select Payment Run.
The Payment Run screen appears.


Using the Select Invoices From drop-down, select one or more legal entities from which to load the approved AP Invoices for payment.
If necessary, change the Location and/or Bank Account from which to pay the invoice.
The location connected to the selected checking account is the location that will be associated with the payment.

Set the Payment Date for all payments on the Payment Run.


If the Payment Method is Check, in the Next R365 Payment Number field, enter a number higher than any check stock you currently own.
Doing this allows you to continue to use manual checks when needed without creating conflicts.

Note: If the selected Bank Account is not enabled for use with R365 Payments, a warning appears stating that the payments created will not be submitted through the R365 Payments. Each payment will be generated as a check instead. These checks must then be printed as with the traditional Payment Run.

In the Invoices table, select the invoices to be paid by selecting the checkbox.

Tip: Use Vendor Groups to quickly load 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.

If necessary, select an invoice from the table to open the Details pane.
The select line is highlighted according to the color configured in the R365 Theme Builder. Orange highlights are related to Contract Price Verification.

If the vendor offers a Discount for Early Payment and the payment days is within the discount date range, then the discount appears in the Discount Taken field. Do not update the Discount Taken field unless the value differs from the suggested value. Discounts are automatically applied when available and recorded in the Discount Account.

Apply any open AP Credits to invoices being paid.

 
Open the Payment List Preview tab to review the payments before they are submitted to the R365 Payments Service.
 
Select Submit for Approval to finalize the Payment Run and submit the payments to Accounting Admins for approval.


Review and Approve the Payment Run.


After approval, select Create Payments.
The Create Payments window opens, where the user can select which payments from the Payment Run to create. Individual AP Payment records are created for each AP Invoice on the Payment Run.
 
When prompted, select Send R365 Payments to send payments to the vendor.

A greyed out Send R365 Payments (#) button signifies one of the following scenarios:
  1. The vendors whose AP Invoices were selected in Step #5 are configured to use the R365 Payments Payment Method.
  2. 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.

Note: Once submitted, you can not recall the payments. There is a short window of time where R365 Support can assist with canceling of submitted payments, but that time can vary. 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 Payments Created.



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