The AP Payment Record contains all of the details related to a single Payment. Here, Users can edit details, attach documents, apply invoices, review distribution, approve the Payment, and print checks.


AP Payment Records can be created manually, or through Payment Runs. 

  • Note: Typically, AP Payments are created through Payment Runs, and the Manual Payment form is only used when a check is printed before the AP Invoice is entered into the system or when the Payment was made using a payment method outside of Restaurant365.


Important Note: Voiding or deleting an AP Payment after it is approved will not cancel the payment to the Vendor, and the invoices that were previously associated with the Payment will be available on future Payment Runs. If an AP Payment was submitted in error, contact R365 Support immediately so that it can be cancelled.


AP Payment Record New Layout


In Q4 of 2022, the AP Payment Record received an updated new layout. Users can switch between the classic layout and the new layout without saving or exiting. 


From Classic to New


While viewing the classic form, the new layout can be accessed by clicking on 'Try New Version' from the 'Action' menu


From New to Classic

 

While viewing the new form, the classic layout can be accessed by clicking on the menu icon, then selecting 'Classic Form'


View the documentation for the classic form here.

Security


The Permissions listed here are associated with AP Payments. These Permissions can be added to Custom User Roles or single Users. Learn more about managing Permissions and Custom User Roles here.


AP Payment permissions are found in the Permission Tree as follows:

  • Accounts Payable
    • AP Payments
      • View AP Payments
        • Note: Users without this permission will not be able to access AP Payment Records
      • Email Check Stubs
      • Print Checks
      • Print Checks w/Signature
      • Reprint Check Stubs
      • Edit AP Payments
      • Create Manual AP Payments
      • Create ACH Payments
      • Apply AP Transactions
      • Approve AP Payments
      • Unapprove AP Payments
      • Void AP Payments
      • Unvoid AP Payments
      • Delete AP Payments

The Permission Access report can be used to determine which User Roles or Users already have these Permissions assigned.

Navigation


Existing AP Payment Records can be opened by clicking on the AP Payment on the AP Transactions page. 



Header and Actions


1) Payment Identification - Basic information for the Payment, including: 

  • Vendor
  • Check Number


2) Status - Approval status of the Payment


3) Save Button/Menu - Contains the following 'Save' actions:

  • Save
  • Save and New
  • Save and Close


4) Action Button/Menu - This menu is only displayed for 'Unapproved' Payments or 'Approved' Payments with the Payment Type of 'Check'

  • 'Unapproved' Payments- Contains the following 'Approve' actions:
    • Approve
    • Approve and New
    • Approve and Close

  •  'Approved' Payments with Payment Type 'Check'- Contains the following 'Print Check' actions:
    • Print Check
    • Print Check with Signature


5) Payment Menu - Contains all other actions that can be taken for the Payment: 

  • Delete- Click to delete the Payment. 
    • Note: This option is only displayed for 'Unapproved' Payments

  • Transaction Summary - Click to view the 'Transaction Summary' report

  • Email Link- Click to open the 'Email Link' form, pre-populated with a link to the AP Payment. 
    • Note: This form generates an email sent from R365 to the email address entered.

  • Unapprove- Click to change the status of an 'Approved' Payment to 'Unapproved'
    • Note: Payments with applied invoices cannot be unapproved

  • Void- Click to void an 'Approved' Payment
    • Important Note: Voiding or deleting an AP Payment after it is approved will not cancel the payment to the Vendor, and the invoices that were previously associated with the Payment will be available on future Payment Runs. If an AP Payment was submitted in error, contact R365 Support immediately so that it can be cancelled.

  • Check Stub Reprint - Click to view the Check Stub for an 'Approved' Payment 


General Information



1) Checking Account - The bank account that will provide the funds for the AP Payment

2) Vendor - The Vendor that will receive the Payment

3) Location - The Location making the Payment. This will auto-populate based on the Location assigned to the selected 'Checking Account'

4) Number - This will auto-populate with the next check number for the selected 'Checking Account'

5) Amount - The amount of the Payment

6) Date - The date of the transaction. This will auto-populate to the date that the AP Payment is created.


7) R365 Pmt Status - If R365 Payments is enabled, this will display the status of the Payment. Statuses include:

  • Not Sent - The Payment was created, but not sent to R365 Payments
  • Submitted - The Payment was sent, but not yet received
  • Processing - The Payment was received
  • Issued - The Payment was issued and paid to the Vendor

8) R365 Payment Method - If R365 Payments is enabled, this will display the payment method. Options include:

  • Check
  • ACH
  • vCard
    • Note: An optional column called 'R365 Payment Method' can be added to the AP Transactions grid to display each transaction's payment method

    • Note: 'R365 Payment Method' is only available if R365 Payments was enabled after January 1, 2022.

9) Comment - Optional comment 

Attachments



Attachments for the AP Payment will be shown on the 'Attachments' subtab. 


New attachments can be added by dragging and dropping files onto the subtab, or by clicking 'Upload File'.


Apply



Any approved AP Invoices that are entered for the selected Vendor are listed in the 'Apply' subtab. By default, only AP Invoices for the selected Location are listed. 

  • Note: To view and/or apply Invoices from other Locations, click the filter icon , then change or remove the 'Location' filter.



1) Date - Date of the Invoice


2) Type - Type of the Transaction 

  • Note: This table will only list Transactions with the type 'AP Invoice'


3) Number - AP Invoice number. Click to open the AP Invoice in a new tab.


4) Location - Location associated with the Invoice


5) Total - Total amount of the Invoice


6) Discount Amount - Total discounts on the Invoice


7) Amt Remaining - Amount remaining on the Invoice after Payments have been applied.

  • Note: This field reflects the amount of all Payments applied to the Invoice, including the Payment being viewed.


8) Apply Date - Date that the Payment will be applied to the Invoice. 

  • Note: If the Payment has not been applied to the Invoice, this field will display the date of the Invoice

  • Note: When the Payment is applied to the Invoice, this field will automatically update to the current date. This field can be manually updated by clicking on it, then typing the desired date. Another way to update this field is by clicking the calendar icon , then selecting a date.

9) Apply Amount - Amount applied to the Invoice from the Payment being viewed. 

  • Note: When the 'Apply' checkbox is checked, this amount will default to either the amount remaining for the Invoice or the amount remaining for the Payment, whichever is smaller.

  • To update the amount being applied, click the field, then enter a new amount. This amount cannot be larger than either of the amounts remaining for the Invoice or Payment.

 10) Apply - Indicates if the Payment has been applied to the Invoice

  • - Payment is applied to the Invoice
  • - Payment is not applied to the Invoice
  • Note: If an Invoice appears with a greyed-out checkbox, it is due to the Invoice being partially applied to the Payment, before being placed on hold. Learn more about Payment Holds here.


11) Totals - Totals for the Payment and applied Invoices, including:

  • Amount(Total) - Total amount of the Payment
  • Applied Amount - Amount applied to Invoices
  • Discount Amount - Discount amount from Invoices that the Payment has been applied to
  • Amount Remaining - Amount of Payment left to apply to Invoices


Distribution



The 'Distribution' subtab is used to review the the Accounts impacted by the Payment, and the amounts that have been debited or credited. This subtab also lists the Location, Legal Entity, and Comments.