Pay Vendors with R365 Payments

R365 Payments Service allows users to pay vendors using payment runs. Payments created through manual payment or the pay bill function on individual invoices will not be processed by the R365 Payments service.  Users can still access those functions to produce checks internally if needed.

Users can utilize payment runs to create and submit payments to the R365 Payments Service as well as generate other payment types such as checks, ACH, Positive Pay, credit card, and Auto Direct Debit (ADD). Each payment type is processed individually within the payment run on the ‘Payments Created’ prompt. This article covers the basics of creating R365 Payments with payment runs.

To prevent any delays with R365 ACH payments, if you have positive pay ACH enabled with your bank, ensure that R365’s company ID (1452758311) has been added to your approved list.

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Pay Vendors with R365 Payments

Follow these steps to pay vendors with R365 Payments:

1. Hover over the Vendor option in the top ribbon, then select Payment Run to open a new payment run record.
   

   The Payment Run Record will open.
   
   
   

2. Using the Select Invoices From drop-down, select one or more legal entities from which to load the approved AP invoices for payment.
   

3. If necessary, change the Location and/or Bank Account from which to pay the invoice.
   The location connected to the selected checking account is the location that will be associated with the payment.
   

4. Set the Payment Date for all payments on the payment run.
   

5. In the Invoices table, select the invoices to be paid by selecting the checkbox.

   Use Vendor Groups to quickly load invoices for your R365 Payments vendors only or filter the payment method column to show invoices that will be paid using a specific payment type.

   

6. If necessary, select an invoice from the table then select the left arrow to open the details sidesheet.
   The selected row is highlighted in the invoice grid.

   

   Rows that are highlighted in orange are related to contract price verification.

7. If the vendor offers a discount for early payment and the payment days is within the discount date range, then the discount appears in the Discount Taken field. Do not update the Discount Taken field unless the value differs from the suggested value. Discounts are automatically applied when available and recorded in the Discount Account.
   

8. Apply any open AP Credits to invoices being paid.

   

9. Open the Payment List Preview tab to review the payments before they are submitted to the R365 Payments Service.
   

10. Complete the payment run.
    If using workflows, click Submit for Approval to finalize the payment run and submit the payments to Accounting Admins for approval.
    To save your work and return to the payment run at a later time, click Save PMT Run.
    To generate payments click Create Payments to generate AP Payments.

    

11. If using workflows, find the approved payment run on the Payment Runs page toreview and approve.

12. If using workflows, after approval, select Create Payments on the Payment Runs page.
    

13. When prompted, click Send R365 Payments to initiate payments to the vendor through the R365 Payments service.
    

    A greyed out Send R365 Payments (#) button indicates one of the following:

    • The vendors whose AP Invoices were selected in Step #5 are not configured to use the R365 Payments payment method.

    • The Bank Account selected in Step #3 is not setup to be used with R365 Payments.

    
    In the example above, a total of four separate payments will be sent. These four payments likely represent four different vendors but could also represent four individual payments being sent to the same vendor that requires a Payment Per Invoice.

    Once submitted, payments can not be recalled. There is a short window of time where R365 Support can assist with canceling of submitted payments, but that time can vary. The request should be submitted immediately if an R365 Payment was accidentally submitted.

    For payments processed through the R365 Payments service, payments in the following statuses will show ‘R365’ without a specific number:

    • NotSent

    • Submitted

    Once processing begins, the check number will be automatically updated.  

    
    For more information about the non-R365 Payments options on this prompt, refer to Creating Payments.