AP Payment Record

30 Oct 2024
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AP Payment Record

Updated on 30 Oct 2024
6 Minutes to read

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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. Manual payments can be used when a check is printed before the AP invoice has been entered into the system, to pay multiple invoices for one vendor, or when the payment was made outside of R365.

AP Payment Record New Layout

The AP Payment record received an updated layout. Users can switch between the classic layout and the new layout without exiting.

From New to Classic

To access the classic form, select Classic Form from the menu button .

From Classic to New

To access the new form, select the Try New Version option from the Action menu.

Security

AP Payment permissions are found in the permission tree as follows:

Accounts Payable
- AP Payments
  - View AP Payments
    Users must have this permission enabled 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

These permissions can be added to custom user roles or individual users. The Permission Access report can be used to determine which user roles or users already have these permissions assigned. For more information, see User Setup and Security.

Navigation

View an Existing AP Payment

In the Accounts Payable section of the left navigation menu, select AP Transactions and then select an AP Payment from the AP Transactions page to open the AP Payment record. AP Payments created from the manual payment, pay bill function, payment runs, and bank activity will all reside on the AP transactions page.

Create a New AP Payment

Hover over the Vendor menu in the top ribbon and select Manual Payment.

AP Payment Record Sections

The AP Payment record can be broken down into three sections: the header, the general information and attachments, and the apply and distributions section.

Fields in Section A: Header

	Field	Description
1	Payment Identification	Information about the payment, including the vendor name and check number.
2	Status	Approval status for the payment.
3	Save	Saves the payment. Selecting the arrow allows users to select the following save options: Save Save and New Save and Close
4	Approve / Print 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 and the payment type is check, the Print Check menu appears with the following options: Print Check Print Check with Signature
5	Actions	A 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. Payments with applied invoices cannot be unapproved. Void - If the payment is approved, this option allows the user to void the payment. Invoices that were previously associated with the payment will be available on future payment runs. When using R365 Payments, voiding or deleting a payment after it is approved does not cancel the payment to the vendor. If a payment was submitted in error, please 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. Classic Form - allows the user to access the classic form of the AP payment record. Any unsaved changes will be lost when switching between the classic and updated layouts.

Fields in Section B: General Information

	Field	Description
1	Checking Account	Bank account to provide the funds for the payment. Click the link icon to open the Bank Account Record in a new tab.
2	Vendor	Vendor that will receive the payment. Click the link icon to open the Vendor Record in a new tab. To create a payment for a non-vendor, use the Bank Withdrawal / Bank Expense Form.
3	Location	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.
4	Number	Check number for the payment. This field auto-populates with the next available check number for the selected checking account. For payments processed through the R365 Payments service, payments in the following statuses will show ‘R365’ without a specific number: Not Sent Submitted Once processing begins, the check number will be automatically updated.
5	Amount	Total amount to be paid.
6	Date	Date for the transaction. This field auto-populates with the date when the AP Payment Record was created.
7	Comment	Allows users to enter an optional comment to include on the payment.
If R365 Payments is enabled, these additional fields appear on the record:
	R365 Payment Method	Indicates whether the vendor will be paid by vCard, check, or ACH. For more information, see Payment Methods.
	R365 Payment Status	Status of the R365 Payment. For a complete list of statuses, see R365 Payment Statuses.
	Status Last Updated	Date when the most recent status update occurred.
	Issues	A yellow banner at the top of the page will display any processing errors requiring attention.

Fields in Section B: 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.

Fields in Section C: Apply

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

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

	Field	Description
1	Filter	Opens the Filter menu where users can create and apply filters to the table. By default, AP Payment records are filtered to show only locations that match the legal entity shown in the header. This default filter can be turned off in User Preferences.
2	Auto-Apply	Applies the remaining unapplied payment to each selected invoice, up to the invoice balance. Payments are applied in the order the invoices appear on the AP Payment record until the payment is fully applied.
3	Date	Date on the invoice.
4	Due Date	Date when payment is due on the invoice.
5	Type	Type of transaction. This tab only displays AP invoices.
6	Number	Number used to identify the invoice.
7	Location	Location associated with the invoice.
8	Total	Total amount on the invoice.
9	Discount Amt	Total amount of discounts on the invoice, if any.
10	Amt Remaining	Amount left to be paid on the invoice after this payment is processed. This field reflects the total amount of all payments applied to the invoice, including the payment being viewed.
11	Apply Date	Date 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.
12	Apply Amount	Amount 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.
13	Apply	Indicates whether the payment has been applied to the invoice. - Payment is applied to the invoice. - Payment is not applied to the invoice. An invoice on payment hold will not appear in the Apply tab unless it was paid before being placed on hold. In such cases, the invoice number will display with ‘-Payment Hold’ and cannot be updated. Learn more about Payment Holds.
14	Totals	Totals 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.

Fields in Section C: 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.

If the payment is matched to bank activity, the comment will include the date of the match.

R365 Payment Issues

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Table of contents

AP Payment Record New Layout
Security
Navigation
AP Payment Record Sections