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    AP Payment Record
    • 01 Jul 2024
    • 6 Minutes to read
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    Contents

    AP Payment Record

    • Updated on 01 Jul 2024
    • 6 Minutes to read
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    Article summary

    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. In most cases, payments are created through payment runs. Manual payments are used only when a check is printed before the AP invoice has been entered into the system or when the payment was made using a service other than R365.

    Voiding or deleting a payment after it is approved does not cancel the payment to the vendor. Invoices that were previously associated with the payment will be available on future payment runs. If a payment was submitted in error, please contact R365 Support immediately so that it can be cancelled.

    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

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

    From Classic to New

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

    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

          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 table to open the AP Payment record.

    Create a New AP Payment

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

    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

    A 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

    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 unapproved, this option allows the user to void the payment. If the payment was already approved, please contact R365 Support immediately to cancel the payment to the vendor.

    • Check Stub Reprint - If the payment is approved, this option allows the user to view a check stub for the payment.

    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.

    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 the payment is matched to bank activity, this field displays the date of the reconciliation.

    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.

    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.

    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

    Date

    Date on the invoice.

    3

    Due Date

    Date when payment is due on the invoice.

    4

    Type

    Type of transaction.
    This tab only displays AP invoices.

    5

    Number

    Number used to identify the invoice.

    6

    Location

    Location associated with the invoice.

    7

    Total

    Total amount on the invoice.

    8

    Discount Amt

    Total amount of discounts on the invoice, if any.

    9

    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.

    10

    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.

    11

    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.

    12

    Apply

    Indicates 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 and then will be placed on hold. Learn more about Payment Holds.

    13

    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.

    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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