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 payments 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 a 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 a payment was submitted in error, contact R365 Support immediately so that it can be cancelled.


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AP Payment Record New Layout


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


From New to Classic

When viewing the new form, user can return to the classic layout by selecting the ellipsis icon and then selecting Classic Form.


From Classic to New

When viewing the classic form, access the new layout by selecting the Try New Version option from the Action menu.


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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.


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To access an existing AP payment, in the Accounts Payable section of the left navigation menu, select AP Transactions.

The AP Transaction page appears and displays a list of all AP transactions.

Click on an AP Payment in the table to open the AP Payment Record.

To create a new AP payment, hover over the Vendor menu in the top ribbon and select Manual Payment.
A blank AP Payment Record appears opens in a new tab.
 


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FieldDescription
1Payment IdentificationInformation about the payment, including the vendor name and check number.
2StatusApproval status for the payment.
3SaveSaves the payment. Selecting the arrow allows users to select the following save options:
  • Save
  • Save and New
  • Save and Close
4Approve / Print CheckA payment menu that appears when the payment type is Check.

If the payment is unapproved, the Approve menu appears with the following options:
  • Approve
  • Approve and New
  • Approve and Close


If the payment is approved, the Print Check menu appears with the following options:
  • Print Check
  • Print Check with Signature


5ActionsA menu that contains all other actions that can be taken on the payment, including:
  • Delete - If the payment is unapproved, this option allows the user to delete the payment.
  • Transaction Summary - Opens the Transaction Summary report.
  • Email Link - Opens the Email Link form. This form generates an email, pre-populated with a link to the payment, that can be sent from R365 to the recipient email address entered.
  • Unapprove - Changes the status of an approved payment to unapproved.
    • Note: Payments with applied invoices cannot be unapproved.
  • Void - If the payment is unapproved, this option allows the user to void the payment.
    • Important Note: Voiding or deleting an 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 - If the payment is approved, this option allows the user to view a check stub for the payment.


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General Information




FieldDescription
1Checking AccountBank account to provide the funds for the payment.

Click the link icon to open the Bank Account Record in a new tab.


2Vendor

Vendor that will receive the payment.

Click the link icon to open the Vendor Record in a new tab.


Note: To create a payment for a non-vendor, use the Bank Withdrawal / Bank Expense Form.
3Location

Location making the payment. This field auto-populates based on the location assigned to the selected checking account.

Click the link icon to open the Location Record in a new tab.
4NumberCheck number for the payment. This field auto-populates with the next available check number for the selected checking account.
5AmountTotal amount to be paid.
6DateDate for the transaction. This field auto-populates with the date when the AP Payment Record was created.
7CommentAllows users to enter an optional comment to include on the payment. If the AP payment has been matched to bank activity, this field displays the date when the reconciliation occurred.
If R365 Payments is enabled, these additional fields appear on the record:
R365 Pmt StatusStatus of the R365 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.
R365 Payment MethodIndicates whether the vendor will be paid by vCard, check, or ACH.


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Attachments


Use the Attachments tab to view files that have been attached to the payment. Users can also attach new files by selecting Upload File or by dragging the file from its location on the user's device to the Attachments tab.



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Apply


The Apply tab displays approved invoices for the selected vendor. By default, only invoices for the selected location are shown. 


Note: To view and/or apply invoices from other locations, select the filter icon , then change or remove the Location filter.



FieldDescription
1FilterOpens the Filter menu where users can create and apply filters to the table.
2Auto-ApplyApplies the payment to multiple invoices.
When the user selects Auto-Apply, the amount remaining on the payment, that has not already been applied to invoices, is applied to each selected invoice, up to the amount remaining on the invoice. The payment amount is applied to each invoice in the order in which they appear on the AP Payment record until there are no funds from the payment left to apply.
3DateDate on the invoice.
4Due DateDate when payment is due on the invoice.
5TypeType of transaction.
This tab only displays AP invoices.
6NumberNumber used to identify the invoice.
7LocationLocation associated with the invoice.
8TotalTotal amount on the invoice.
9Discount AmtTotal amount of discounts on the invoice, if any.
10Amt RemainingAmount left to be paid on the invoice after this payment is processed.
This field reflects the amount of all payments applied to the invoice, including the payment being viewed.
11Apply DateDate when the payment will be applied to the invoice.
If the payment has not been applied to the invoice, this field displays the date of the invoice. When the payment is applied to the invoice, this field automatically updates 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.
12Apply AmountAmount that will be applied to the invoice from the payment being viewed.


When the Apply checkbox is selected, this amount defaults to either the amount remaining for the invoice or the amount remaining for the payment, whichever is smaller.


To update the amount being applied, select the Apply Amount field and enter a new amount. This amount cannot be larger than either of the amounts remaining for the invoice or payment.

13ApplyIndicates whether the payment has been applied to the invoice.
  • - Payment is applied to the invoice.
  • - Payment is not applied to the invoice.


If the Apply checkbox is not available, the invoice will be partially applied to the payment, before being placed on hold. Learn more about Payment Holds.

14TotalsTotals for the Payment and applied Invoices, including:
  • Amount (Total) - Total amount for the payment.
  • Applied Amount - Amount applied to invoices.
  • Discount Amount - Discount amount from invoices.
  • Amount Remaining - Amount of payment left to apply to invoices.


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Distribution


The Distribution tab provides a quick review of accounts impacted by the payment and the amounts that have been debited or credited from each account. This tab also lists the location and legal entity that were impacted and any comments that were included on the debit or credit.



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