New Payment Run Record

New Payment Run Experience
The content in this article features the new payment run experience. Read more about the classic payment run or the legacy payment run experience.

The Payment Run Record screen provides a list of approved AP invoices and credit memos with an amount remaining. From this screen, apply AP credit memos and discounts, create payments, print checks, and produce ACH and Positive Pay exports for selected invoices. Learn more about the Payment Run process.

Security

To view Payment Runs, users must have the following permission:

Accounts Payable → Payment Runs → View Payment Runs

Payment runs full permission list

Accounts Payable
- Payment Runs
  - View Payment Runs
  - Export ACH in Payment Runs
  - Send/Edit R365 Payments
  - Email ACH Stubs in Payment Runs
  - Print Checks w/Signature in Payment Runs
  - Print Checks in Payment Runs
  - Create/Edit Payment Runs
  - Create Checks in Payment Runs
  - Approve Payment Runs
  - Unapprove Payment Runs
  - Delete Payment Runs

Payment runs can be created from the Create button or the Payment Runs page. Existing payment runs can be opened from the Payment Runs page or the AP center

Navigation Steps - Create Button

Click Create at the top of the screen.
Locate and click Payment run.

Navigation Steps - Payment Runs Page

Open the Accounting app.
Expand Accounts payable.
Click Payment runs.
To create a new payment run, click Create payment run.
To open a previously saved payment run, select a Saved payment run to continue working on the payment run.
This will fill al the details from the selected payment run.

Navigation Steps - AP Center

Open the Accounting app.
Expand Accounts payable.
Select AP center.
Click the Payment runs tab.
Click an entry from the list.
Additionally, at this time, to open the new Payment run record from an existing payment run, click View Workflow History (if applicable).

Payment Run Record

	Field	Description
1	Payment Run Status	Shows the run's current status: Draft, Unapproved, Approved, or Payments Created.
2	Menu	Provides the following options: Save Save as new Switch to classic view Email link (only available when the payment run has been submitted) Delete (only available when the payment run has been submitted)
3	Hide details /Show details	Opens and closes the Details panel. When the Details panel is open, the button is displayed as Hide details. When the Details panel is closed, the button is displayed as Show details.
4	Create Payments / Print Check / Export Positive Pay / Export ACH / Print Payment Summary	This button will change depending on whether payments have been created. Create Payments (Approved) - Once approved the payments can be created from the payment run. Once payments are created, this button will update to include a dropdown. following options may be available: Print Check - Generates and prints a physical check for payment with or without a signature. Export Positive Pay - Generates and downloads a bank-formatted file listing checks created in the payment run for upload to the bank’s Positive Pay system. Export ACH - Generates and downloads a bank-formatted ACH/NACHA file containing ACH payments from the payment run for upload to the bank for processing. Print Payment Summary - Opens the payment summary report in a new tab in order to print the list of payments associated with the payment run.
5	Submit / Approve	This button will change depending on the status. Submit (Draft) - Saves the payment run as a draft and submits the payment run as an approval. Approve (Unapproved or Pending Approval)- Approves the payment run and enables the ability to create payments. When Payment Run Approvals is enabled, only the assigned user can approve the payment run. See Payment Run Approvals.

Balances

The updated balances based on the selected transactions.

The GL balance of the selected bank account, the totals for the selected invoices, and the GL account remaining balance after completing the payments. These totals will update as transactions are added and removed to the payment run.

Transactions Tab

Lists all the transactions available to add to the payment run. The transactions listed here are determined by the selections made in the Select invoices from field on the Details panel.

Click the + / - buttons to add or remove individual transactions to the payment run.

Column	Description
Checkbox	Selects a transaction for the bulk-action bar. Selecting the checkbox does not include or exclude the transaction by itself; the exclude or include buttons must be clicked on the bulk action bar to apply the change to the run.
Include / Exclude	Includes or excludes a single transaction from the run. Shows a red icon with an Exclude tooltip when the transaction is currently included, or a blue icon with an Include tooltip when it is not. Only appears while the run can still be edited.
Vendor	Name of the vendor, hyperlinked to the vendor record. A warning icon appears before the name if the transaction has an item variance. While the run can still be edited, an Apply discounts / credits icon opens a side panel for that invoice (not shown on credit memo rows when Display Credit Memos in Payment Runs is enabled).
Priority	Priority assigned to the invoice.
Date	Date on the invoice.
Due Date	Date the payment is due.
Number	Invoice or credit memo number, hyperlinked to the transaction.
Type	Invoice or credit memo. Only appears when Display Credit Memos in Payment Runs is enabled.
Payment Date	Date the payment will be made. Editable directly in the grid while the run can still be edited.
Location	Location associated with the transaction.
Amount Due	Total amount remaining on the invoice or credit memo.
Pay $	Amount to be paid. Editable directly in the grid while the run can still be edited.
C/D	Indicates a credit or discount is available for the transaction. Shows a "D" with an error tooltip if the invoice is missing a required discount account, which blocks Create Payments until it's set.
Method	Payment method for the transaction: Unassigned, ACH, Check, ADD, CC, R365 Payments, or VCard. Shown in an error color with a tooltip when R365 Payments falls back to Check for that transaction.

Payment List Preview Tab

Shows a vendor-level snapshot of all the payments / transactions currently added to the payment run. It includes the columns: Vendor, Invoice Count, Credit Memo Count, Pay total, and Discount Total. This table can be exported.

Workflow Tab

Appears only after a payment run is submitted for approval and when payment run approvals are enabled. This tab logs all the workflow actions taken on the payment run. Assigned users may change the status to Pending approval, Work needed, or Researching.

Details Panel

This panel can be expanded or collapsed using the Hide details button. The options on this panel are dependent on the types of payment available.

	Field	Description
1	Saved payment run	Loads a different existing run's data into the form. Loading a completed payment run switches the screen to a read-only View Payment Run mode.
2	Payment name	A unique name for the run. When Auto-generate name is enabled, R365 generates a default name from the bank account, date, and user.
3	Auto-generate name	When toggled on, the payment run name will auto generate based on bank account selection. It will be disabled for editing. When toggled off, the payment run name must be entered manually.
4	Select invoices from	The legal entities whose invoices are available in the run.
5	Bank account	The bank account used to record payments. Options here are sorted into accounts that pay With R365 Payments or Without R365 Payments.
6	Location	The location listed on each payment created by the run.
7	Payment date	Default payment date for the run. See Payment Run: Payment Date.
8	Next check number	The next available check number for the selected bank account.