--- title: "New Payment Run Record" slug: "create-payment-run-details" description: "Learn the new Payment Run experience to manage AP invoices, credit memos, discounts, checks, ACH exports, approvals, and Positive Pay." status: "update" updated: 2026-11-03T20:22:54Z published: 2026-11-03T20:22:54Z canonical: "docs.restaurant365.com/create-payment-run-details" --- > ## 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. # New Payment Run Record > [!NOTE] > New Payment Run Experience > > The content in this article features the new payment run experience. Read more about the [classic payment run](/doc/docs/payment-run-overview) or the [legacy payment run experience.](/doc/docs/legacy-payment-run-overview) 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](/doc/docs/payment-run-overview). ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-BFY58WSE.png?sv=2026-02-06&spr=https&st=2026-11-09T01%3A20%3A32Z&se=2026-11-09T02%3A20%3A32Z&sr=c&sp=r&sig=laO9eZfm5X9qc5xfb7zaJod%2B7ofwwAulIn0bTnTt2GA%3D) --- ## 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 --- ## Navigation 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**** 1. Click **Create** at the top of the screen. 2. Locate and click **Payment run.** ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-GCY55E40.png?sv=2026-02-06&spr=https&st=2026-11-09T01%3A20%3A32Z&se=2026-11-09T02%3A20%3A32Z&sr=c&sp=r&sig=laO9eZfm5X9qc5xfb7zaJod%2B7ofwwAulIn0bTnTt2GA%3D) ****Navigation Steps - Payment Runs Page**** 1. Open the Accounting app. 2. Expand **Accounts payable.** 3. Click Payment runs. 4. To **create a new** payment run, click **Create payment run.** ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-95QCMA15.png?sv=2026-02-06&spr=https&st=2026-11-09T01%3A20%3A32Z&se=2026-11-09T02%3A20%3A32Z&sr=c&sp=r&sig=laO9eZfm5X9qc5xfb7zaJod%2B7ofwwAulIn0bTnTt2GA%3D) 5. 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. ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-T3GV5H3X.png?sv=2026-02-06&spr=https&st=2026-11-09T01%3A20%3A32Z&se=2026-11-09T02%3A20%3A32Z&sr=c&sp=r&sig=laO9eZfm5X9qc5xfb7zaJod%2B7ofwwAulIn0bTnTt2GA%3D) ****Navigation Steps - AP Center**** 1. Open the **Accounting** app. 2. Expand **Accounts payable**. 3. Select **AP center.** 4. Click the **Payment runs** tab. 5. **Click an entry** from the list. ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-ZLXIQIZ6.png?sv=2026-02-06&spr=https&st=2026-11-09T01%3A20%3A32Z&se=2026-11-09T02%3A20%3A32Z&sr=c&sp=r&sig=laO9eZfm5X9qc5xfb7zaJod%2B7ofwwAulIn0bTnTt2GA%3D) 6. > [!WARNING] > Additionally, at this time, to open the *new Payment run record* from an existing payment run**,** click **View Workflow History** (if applicable). > > ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-QMFF4LOG.png?sv=2026-02-06&spr=https&st=2026-11-09T01%3A20%3A32Z&se=2026-11-09T02%3A20%3A32Z&sr=c&sp=r&sig=laO9eZfm5X9qc5xfb7zaJod%2B7ofwwAulIn0bTnTt2GA%3D) --- ## Payment Run Record ### Header ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-PT1XI23I.png?sv=2026-02-06&spr=https&st=2026-11-09T01%3A20%3A32Z&se=2026-11-09T02%3A20%3A32Z&sr=c&sp=r&sig=laO9eZfm5X9qc5xfb7zaJod%2B7ofwwAulIn0bTnTt2GA%3D) | | 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 as copy** — saves the current run as a new copy. Only available when the payment run has already been saved at least once. - **Start new** — opens a new payment run with the same bank account, legal entity, and location; invoices are not carried over. When the current run is not saved, clicking Start new will prompt the user to keep editing, save and create, or discard changes before starting new. ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-8ANUIMDY.png?sv=2026-02-06&spr=https&st=2026-11-09T01%3A20%3A32Z&se=2026-11-09T02%3A20%3A32Z&sr=c&sp=r&sig=laO9eZfm5X9qc5xfb7zaJod%2B7ofwwAulIn0bTnTt2GA%3D) - **Switch to classic view** - **Email link** (only available when the payment run has been submitted) - **Delete —** Deletes the payment run. Only appears when the payment run is in Draft or Unapproved. - **Unapprove —** Only available on approved payment runs. | | **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** | Save | Saves the current run. Click the arrow button to access options for: - Save & new — Saves the current run and opens a new payment run - Save & close — Saves the current run and closes the payment run experience | | **5** | 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: ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-NN1VBLP1.png?sv=2026-02-06&spr=https&st=2026-11-09T01%3A20%3A32Z&se=2026-11-09T02%3A20%3A32Z&sr=c&sp=r&sig=laO9eZfm5X9qc5xfb7zaJod%2B7ofwwAulIn0bTnTt2GA%3D) - **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. | | **6** | 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.](/doc/docs/payment-run-approvals) | #### Transactions Tab Filters and Views Payment runs often pull in invoices across multiple vendors, locations, and payment methods. Filtering and sorting the transaction grid helps focus on what to pay first, and saved views let teams apply the same setup on future runs. - **Filtering** — Use the filter controls above the grid to narrow transactions by column value. Multiple filters can be active at once. ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-L1UJGJFJ.png?sv=2026-02-06&spr=https&st=2026-11-09T01%3A20%3A32Z&se=2026-11-09T02%3A20%3A32Z&sr=c&sp=r&sig=laO9eZfm5X9qc5xfb7zaJod%2B7ofwwAulIn0bTnTt2GA%3D) - **Sorting or Column Filters** — Click a column header to sort ascending; click again for descending; click a third time to remove the sort. To sort by more than one column, set a primary sort first, then hold **Shift** and click additional column headers to add secondary sorts. See [Sort a Table](/doc/docs/sort-a-table) for details. When [column filters are enabled](/doc/docs/filter-a-table-with-column-filters#enable-column-filtering), click the field to make filter selections. ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-JAGIWA6S.png?sv=2026-02-06&spr=https&st=2026-11-09T01%3A20%3A32Z&se=2026-11-09T02%3A20%3A32Z&sr=c&sp=r&sig=laO9eZfm5X9qc5xfb7zaJod%2B7ofwwAulIn0bTnTt2GA%3D) - **Saving views** — Any combination of filters and sort settings can be saved as a view and reloaded on future payment runs from the **Views** column on the left side of the grid. See [Manage Table Views](/doc/docs/manage-table-views). ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-FXS7VMH0.png?sv=2026-02-06&spr=https&st=2026-11-09T01%3A20%3A32Z&se=2026-11-09T02%3A20%3A32Z&sr=c&sp=r&sig=laO9eZfm5X9qc5xfb7zaJod%2B7ofwwAulIn0bTnTt2GA%3D) ### 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. ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-HRSX2J3G.png?sv=2026-02-06&spr=https&st=2026-11-09T01%3A20%3A32Z&se=2026-11-09T02%3A20%3A32Z&sr=c&sp=r&sig=laO9eZfm5X9qc5xfb7zaJod%2B7ofwwAulIn0bTnTt2GA%3D) ### 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. ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-7AYF25X8.png?sv=2026-02-06&spr=https&st=2026-11-09T01%3A20%3A32Z&se=2026-11-09T02%3A20%3A32Z&sr=c&sp=r&sig=laO9eZfm5X9qc5xfb7zaJod%2B7ofwwAulIn0bTnTt2GA%3D) | Column | Description | | --- | --- | | Views | Saved table filters and column settings. The highlighted view is currently displayed. Click on a view to display the table with the saved filter and columns settings. Views can be reloaded on future payment runs. Learn more about [managing table views](/doc/docs/manage-table-views). | | 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. ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-3EQ75VFL.png?sv=2026-02-06&spr=https&st=2026-11-09T01%3A20%3A32Z&se=2026-11-09T02%3A20%3A32Z&sr=c&sp=r&sig=laO9eZfm5X9qc5xfb7zaJod%2B7ofwwAulIn0bTnTt2GA%3D) ### 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**. ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-JIVSRGOL.png?sv=2026-02-06&spr=https&st=2026-11-09T01%3A20%3A32Z&se=2026-11-09T02%3A20%3A32Z&sr=c&sp=r&sig=laO9eZfm5X9qc5xfb7zaJod%2B7ofwwAulIn0bTnTt2GA%3D) ### 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. ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-563SI8WG.png?sv=2026-02-06&spr=https&st=2026-11-09T01%3A20%3A32Z&se=2026-11-09T02%3A20%3A32Z&sr=c&sp=r&sig=laO9eZfm5X9qc5xfb7zaJod%2B7ofwwAulIn0bTnTt2GA%3D) | | 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. |