--- title: "AP Payment Record" slug: "ap-payment-record" description: "Reference for AP Payment record fields, tabs (Apply, Attachments, Activity), and actions for applying payments to invoices." updated: 2026-07-22T15:14:52Z published: 2026-07-22T15:14:52Z canonical: "docs.restaurant365.com/ap-payment-record" stale: true --- > ## Documentation Index > Fetch the complete documentation index at: https://docs.restaurant365.com/llms.txt > Use this file to discover all available pages before exploring further. # AP Payment Record 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](/doc/docs/manual-payment) or through [payment runs](/doc/docs/payment-runs-page). 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. ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-RO0MKR3W.png) --- ## 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**![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/2a8be15e-e5d1-45d5-ba59-2e47ab492659.png) . ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-R6DYGOQV.png) ### From Classic to New To access the new form, select the **Try New Version** option from the **Action** menu. ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-35BPLJEG.png) --- ## 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](https://restaurant365.us.document360.io/doc/docs/custom-user-roles) or [individual users](https://restaurant365.us.document360.io/doc/docs/users-overview-and-security). The [Permission Access report](https://restaurant365.us.document360.io/doc/docs/generating-a-permissions-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](/doc/docs/user-setup-security-and-location-access). --- ## Navigation ****To view an existing AP Payment:**** 1. Open the **Accounting** application. 2. Expand the **Accounts Payable** category. 3. Click **AP Transactions**. 4. Select the desire AP Payment from the [AP Transactions page](/doc/docs/ap-transactions). ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-FZ4EWXPV.png) ****To open a new AP Payment:**** 1. Open the **Create menu**. 2. Under **Vendor,** click **Manual Payment.** ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-OG5KRORW.png) or 1. Open the **Accounting** application. 2. Expand the **Accounts Payable** category. 3. Click **AP Transactions**. 4. Click **Create.** 5. Select **AP Payment**. ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-YIMFWFBQ.png) ### --- ## AP Payment Record Sections The AP Payment record can be broken down into three sections: the [header](/doc/docs/ap-payment-record#fields-in-section-a-header), the [general information and attachments](/doc/docs/ap-payment-record#fields-in-section-b-general-information), and the [apply and distributions section](/doc/docs/ap-payment-record#fields-in-section-c-apply). ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-RHTODVSV.png) --- ### Fields in Section A: Header ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-OEPCZBH2.png) | | **Field** | **Description** | | --- | --- | --- | | **1** | Payment Identification | Information about the payment, including the vendor name and check number. | | **2** | Status | Approval status for the payment: Approved or Unapproved. | | **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 option and 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 option and 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. > [!NOTE] > When using the [R365 Payments Service](/doc/docs/r365-payments-service), payments in a [‘Not Sent’ status](/doc/docs/r365-payment-statuses) can be unapproved. > [!NOTE] > Payments with applied invoices cannot be unapproved. > > To unapprove a payment with applied invoice, follow these steps: > > 1. Unapply the payment from all associated invoices. > > 2. Save the changes. > > 3. Unapprove the payment. - [**Void**](/doc/docs/voiding-a-transaction) - If the payment is approved, this option allows the user to void the payment. > [!NOTE] > Invoices that were previously associated with the payment will be available on future [payment runs](/doc/docs/payment-run-overview). > [!WARNING] > When using the R365 Payments service, voiding a payment after it is approved **does not** put a stop payment on the transaction. If a payment was submitted in error, the payment can be paused if in the following statuses. > > - **Scheduled**: [Payment can be held](/doc/docs/hold-an-r365-payment). > - **Processing**: [Payment can be held.](/doc/docs/hold-an-r365-payment) > - **Funding**: [Payment can be refunded.](/doc/docs/refund-r365-payment) - **Unvoid -** Reverses the void and removes the associated voiding transaction. - > For payments processed through the [R365 Payments Service](/doc/docs/r365-payments-service), the outcome of unvoiding depends on the payment date: > > - If the payment date has already passed (including being after the payment cutoff time), the invoices will not be reapplied, and the payment will not be reprocessed by the R365 Payments service. > - If the payment date has not yet passed, the payment status will return to Scheduled and proceed through the normal payment flow. - **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. > [!WARNING] > Any unsaved changes will be lost when switching between the classic and updated layouts. - [**Hold R365 Payment**](/doc/docs/hold-an-r365-payment) - pauses the R365 Payment process and returns the payment to a ‘not sent’ status. - > [!NOTE] > Only available for payments processed with the [R365 Payments Service](/doc/docs/r365-payments-service) that are in a ‘scheduled’ or ‘processing’ status. - [**Refund R365 Payment**](/doc/docs/refund-r365-payment) - pauses the R365 Payment process, and moves the payment to an ‘action needed’ status. When selected, payments will be refunded to the user and no remittance or payment will be sent to the vendor. - > [!NOTE] > Only available for payments processed with the [R365 Payments service](/doc/docs/r365-payments-service) that are in a ‘funding’ status. | | **6** | Show/Hide Activity | Opens or closes the [activity feed](/doc/docs/ap-payment-record#ap-payment-activity-feed) in a sidesheet, which displays a history of all actions performed on the AP Payment and allows users to add notes using the Comment field. | --- ### Fields in Section B: General Information ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-WHUM6RCF.png) | | **Field** | **Description** | | --- | --- | --- | | **1** | Checking Account | Bank account to provide the funds for the payment. Click the link icon![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/f0a11aa0-808a-4671-ac0f-da6e8825b747.png) to open the [Bank Account Record](/doc/docs/bank-account-record) in a new tab. | | **2** | Vendor | Vendor that will receive the payment. Click the link icon![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/27dd793a-f926-4f41-91d1-0e5fc5a1cd08.png) to open the [Vendor Record](/doc/docs/vendor-record) in a new tab. > [!NOTE] > To create a payment for a non-vendor, use the [Bank Withdrawal / Bank Expense Form](/doc/docs/bank-expense). | | **3** | Location | Location making the payment. This field auto-populates based on the location assigned to the selected checking account. Click the link icon![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/6ffd0959-7317-4284-accb-dd848e27e3d8.png) to open the [Location Record](/doc/docs/legal-entities-location-record) in a new tab. When a **Billing Address** is defined on the selected Location or Legal Entity record, it is used as the **From address on printed checks.** If **no** Billing Address is defined, the Shipping Address is used. The record used is determined by the Print Checks From setting in System Preferences. | | **4** | Number | Check number for the payment. This field auto-populates with the next available check number for the selected checking account. > [!NOTE] > 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. > [!NOTE] > The amount field allows the use of mathematical operators, including multiply (*), divide (/), add (+), and subtract (-). | | **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. | | **8** | Expand/Collapse | ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-DZ7VJX0G.png)Expands the General Information section of the AP Payment record. ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-92CG0K1P.png)Collapses the General Information section of the AP Payment record. | | **If** [**R365 Payments**](/doc/docs/r365-payments-overview-security) **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](/doc/docs/r365-payments-payment-methods). | | | R365 Payment Status | Status of the R365 Payment. For a complete list of statuses, see [R365 Payment Statuses](/doc/docs/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. ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-O7PJ1IB3.png) | --- ### Fields in Section B: Attachments Tab The attachments tab is used to manage files associated with the AP Payment. From this tab, users can: - Upload documents to a transactions - Delete attachments - [Restore documents to Documents to Process](/doc/docs/restore-document-to-docs-to-process) - > Only documents that originated in Documents to Process can be restored. - Open a split view of the transaction and the uploaded document - [Attach existing documents from Documents to Process to the transaction/record](/doc/docs/attach-document-to-existing-transaction-in-documents-to-process#attach-a-document-from-the-transaction) Learn more about the buttons and fields on the [Attachments tab](/doc/docs/attachments-tab). ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-RPB0XKD1.png) --- ### 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 ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/b4027847-6297-4fb0-be60-5ec54796db40.png), then change or remove the Location filter. ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-1YPE45U2.png) | | **Field** | **Description** | | --- | --- | --- | | **1** | Menu | Opens a menu of the following options: - **Row Height:** Sets the row height as small, medium, or large. | | **2** | 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 of the location selected in the header. This default filter can be turned off in [User Preferences](/doc/docs/user-preferences). | | **3** | Amount Remaining | Amount of payment left to apply to invoices. | | **4** | 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. | | **5** | Date | Date on the invoice. | | **6** | Due Date | Date when payment is due on the invoice. | | **7** | Type | Type of transaction. This tab only displays AP invoices. | | **8** | Number | Number used to identify the invoice. | | **9** | Location | Location associated with the invoice. | | **10** | Total | Total amount on the invoice. | | **11** | Discount Amt | Total amount of discounts on the invoice, if any. | | **12** | 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. | | **13** | 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![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/995fc612-352f-4eec-a95e-8899b564b810.png), then selecting a date. | | **14** | 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. | | **15** | Apply | Selects or unselects the payment invoice for payment application. - ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/efe8bca4-ed95-4cb6-bb6c-1611d0e31633.png)- Payment is applied to the invoice. - ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/47c6b116-9622-4d81-a79c-f1d4a5eabfc5.png)- Payment is not applied to the invoice. > [!NOTE] > 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](/doc/docs/ap-invoices-payment-hold). | | **16** | Totals | Totals for the payment and applied invoices, including: - Discount Amount - Discount amount from invoices. - Apply Amount - Amount applied 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. ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-XRKH9MI0.png) > [!NOTE] > If the payment is matched to bank activity, the comment will include the date of the match. --- ## AP Payment - Activity Feed The AP Payment Activity feed shows a history of actions performed on the AP Payment and allows users to add notes using the Comment field. When commenting, users have the option to tag an R365 User to notify the user of the comment. Organizations with the [R365 Payments service](/doc/docs/r365-payments-service) will see history for their users as as well updates from the R365 Payments Service. > [!NOTE] > The AP Payment activity feed is **not** available on the classic AP Payment form. ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-467K0SBO.png) ### AP Payment Activity The following activities are included in the activity feed: ****Standard Activity**** - Payment Created - Comment added - Approval/Unapproval (included whether approved/unapproved individually or via payment run) - Payment Voided/Unvoided - Payment Applied/ Payment Unapplied - Users can **expand details** to view the invoices the payment was applied to. ****R365 Payment Activity**** - Sent to R365 Payments - Payment Scheduled - Payment Processing - Payment Funding - Payment Funded - Payment Issued - Payment Cleared - Payment Removed - Payment Canceled - Payment Held - Payment set to Action Needed - Payment Number updated ### Comments The comment function in the AP Payment activity sidesheet allows users to share updates in the payment history. - All users with access to view AP Payments can add and view comments. - Mentions and tags can be used to notify specific users. - Any user with access to the payment can be tagged. ****Adding Comments**** 1. Click into the comment box. 2. Enter the desired comment. 1. Use the @ symbol followed by the user’s name to tag a specific user and notify them of the comment. 3. Click **comment**. > [!WARNING] > This action cannot be undone. --- ### FAQ #### How do I unapprove a payment that already has invoices applied to it? Payments with applied invoices can't be unapproved directly. You'll need to unapply the invoices first: open the payment, remove the applied invoices from the Apply tab, save the changes, then select **Unapprove** from the Actions menu. Once unapproved, you can make edits and re-apply invoices as needed. To view all payments and their current status, see [AP Transactions](https://docs.restaurant365.com/docs/ap-transactions). #### I voided an AP Payment processed through R365 Payments — will that stop the payment from going to my vendor? No. When using the R365 Payments service, voiding an approved payment does **not** put a stop payment on the transaction. Instead, use the appropriate action based on the payment's current status: if the payment is **Scheduled** or **Processing**, use [Hold R365 Payment](https://docs.restaurant365.com/docs/hold-an-r365-payment) to pause it; if the payment is in **Funding** status, use [Refund R365 Payment](https://docs.restaurant365.com/docs/refund-r365-payment) to return the funds. Both options are available in the Actions menu. #### The Apply tab is only showing invoices from one location. How do I apply a payment to invoices from other locations? By default, the Apply tab filters to invoices that match the legal entity of the location on the payment. To see invoices from other locations, click the **filter icon** on the Apply tab, then change or remove the Location filter. If you want to turn off this default filter permanently, you can adjust the setting in [User Preferences](https://docs.restaurant365.com/docs/user-preferences). Restaurant365 Access rights granted to users or user roles that dictate what actions they can perform within the system. An organization or company configured in R365 that represents a distinct legal and tax-reporting unit. Legal entities contain one or more locations and define how financial and operational activity is grouped, reported, and filed.