This is a part of the Payment Runs feature. Click here to learn more about the Payment Runs Page.
Payment Runs, also known as Check Runs, can be viewed and opened from the Payment Runs page. While this page is initially filtered to display only Payment Runs with a status of 'Payments Created' and 'Payments Approved', this filter can be removed to show Payment Runs in all statuses.
The status of a Payment Run helps to determine at what stage in the approval and payment creation process a Payment Run is listed. Based on this status, certain actions are required to complete the Payment Run process.
Review the five statuses to determine what actions your team needs to take for payments to be created and processed.
Status 1: Draft
This status indicates that a Payment Run was created and saved but not submitted for approval. When this Payment Run is opened from the Payment Runs page, it will open the Payment Run in a new window where it can be finalized and submitted for approval.
A 'Draft' status will appear in the top middle of the Payment Run screen as a reference, and the 'Submit for Approval' button will be listed in the top ribbon. Users should click this button when the Payment run is finalized so that higher level Users can review and approve it.
Status 2: Unapproved
This status indicates that a Payment Run was submitted for approval via the Payment Run screen. When opened from the Payment Runs page, the details of the Payment Run will appear in a sidesheet where the User can review and either save or approve the Payment Run.
- Note: Any invoices that are toggled off will be excluded from the Payment Run
Status 3: Approved
This status indicates that a Payment Run was approved and ready for payments to be created. When opened from the Payment Runs page, a sidesheet will open where all of the details about the Payment Run will be listed. An Approval Time Stamp will be listed below the top ribbon to display the User who approved it as well as the date and time that it was approved.
Review the Payment Run and either click 'Unapprove' to make additional changes or click 'Create Payments' to create payments for this Payment Run, if provided the necessary security access. In creating payments, the original Payment Run screen will open where the User can create payments, including R365 Payments, if enabled for your database, for the selected invoices.
Status 4: Payments Created
This status indicates that payments were created for this Payment Run and are currently being processed.
When a Payment Run with this status is opened from the Payment Runs page, it will open in a sidesheet where the details of the Payment Run can be reviewed but not edited or updated. In addition to this, an Approval Time Stamp will be listed below the top ribbon to display the User who approved it as well as the date and time that it was approved.
Note: The Payments Created status indicates the the Payment is created and being processed. The final processing step for a Payment is dependent on the Payment Type of the Payment. 'Payment Created' status will indicate the following based on Payment Type:
- R365 Payment - R365 Payments created and are being processed
- Check - Check has not been printed
Status 5: Payments Processed
This status indicates that the payments created from the Payment Run have been processed and sent to the Vendor(s). Users can open the corresponding Payment Run from the Payment Runs page to view its details along with an Approval Time Stamp that will be listed below the top ribbon to display the User who approved it as well as the date and time that it was approved.