The Payment Run page provides a list of approved AP invoices. From this page, apply credit memos and discounts, create payments, print checks, and produce ACH and positive pay exports for selected invoices. For more information, see Payment Run Overview.
Creating Payments Prerequisites
Print Check
To print a physical check for vendor payments, the Payment Method on the vendor record must be set to Check. Additionally, if this check will be mailed, the vendor contact information must also be entered on the vendor record.
Print Check w/ Signature
In order to Print Checks with Signature, a user must have the following permissions:
Accounts Payable → AP Payments → Print Checks w/Signature
Accounts Payable → Payment Runs → Print Checks w/Signature in Payment Runs
Additionally, a signature file must be uploaded to the bank account record. For more information, see Upload a Signature File.
Export Positive Pay
In order to produce a positive pay export, a name for the Positive Pay report must first be entered on the bank record (not to be confused with bank account record). For more information, see Positive Pay Reports.
Export ACH
ACH report must be selected on the bank record (not to be confused with the bank account record). For more information, see ACH reports. Vendor bank account information must be entered on the vendor record.
Email ACH Stubs
In addition to the requirements for Export ACH, user email settings must be configured in order to email from within Restaurant365.
Create Payments
To begin creating payments, click Create payments in the payment run header.
Once payments have been created, the user will be prompted whether to return to the current payment or start a new payment run.
Click Return to payment to print checks or access payment created options. The available payment output options will be determined by the prerequisites above.
Click Start new payment to begin a new payment run.
Payments Created Options
Once payments have been created, available payment options will appear in a dropdown menu.
If invoices that have a Payment Method of CC or ADD are the only invoices selected, the payment run will create the payments. The payments created options (such as Print Check) will not be available as no further actions can be taken on CC and ADD vendor payments. Instead, users will see the Print Payment Summary option.
Field/Button | Description |
|---|---|
Print Check | Click to generate the PDF file that contains all of the prepared checks from the payment run. The number of checks to be printed will be shown in parentheses. For more information, see printing checks. |
Print Check w/ Signature | Click to generate the PDF file that contains all of the prepared checks, along with the Uploaded Signature on each check from the payment run. The number of checks to be printed will be shown in parentheses. For more information, see printing checks. |
Export Positive Pay | Depending on the Positive Pay report that is assigned on the bank record, the output file will vary. Below is a sample output from a payment run including 1 check (from 2 invoices) totaling $600 using the Positive Pay Export report.
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Export ACH | Depending on the ACH report that is assigned on the bank record and the bank information assigned on the vendor record, the output file will vary. Below is a sample output from a payment run including 1 check (from 2 invoices) totaling $600 using the ACH Export (default) 1 report. ACH reports can also be produced from within My Reports. Only appears when Email ACH Stubs is the payment option. |
Email ACH Stubs | When clicked, an ACH stubs file will be automatically attached and sent to the email address specified in the email prompt (typically the vendor).
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Print Payment Summary | Runs and opens a report with all payments created from the payment run. Optional detail can be displayed by changing the detail level. Report opens in a new tab. |
In addition to the options provided above, if R365 Payments is enabled for the database, the Send R365 Payments option appears. Learn more about paying vendors with R365 Payments.
Separate Remittance Prompt, Check Stub Limit
The check stub displays the AP invoice numbers being paid. The stub holds up to 15 invoice lines. Depending on the vendor settings for Payment Per Invoice, when a payment run includes 16 or more invoices for the same vendor on the same check, a dialog appears before the check PDF is generated. A separate remittance must be generated as the stub can only contain up to 15 lines.
The dialog provides the following options:
Option | Description |
|---|---|
Close | Closes the dialog without printing. |
Download full remittance | Downloads a remittance document containing all invoice line details.
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Continue to print | Proceeds with check printing. |