Users can view the current status of AP Payments processed through the R365 Payments Service on the AP Transactions page or on the AP Payment record.
The history of R365 payment statuses is available in the Activity Feed of the AP Payment record.
R365 Payment Statuses
For payments made using the R365 Payment Service, the R365 Payment Status column or field displays one of the following statuses:
Regular Payment Flow
These statuses represent the typical lifecycle of payments processed through the R365 Payments Service:
Blank Status - No action has been taken on the payment.
Scheduled - Payment has been scheduled and is awaiting the payment date to begin the payment process.
Payments in a ‘scheduled’ status can be placed on hold. When an R365 Payment is held, its status reverts to ‘Not Sent’ until resubmitted for processing.
Processing - Payment is being processed by R365 Payments.
Payments in a ‘processing’ status can be placed on hold. When an R365 Payment is held, its status reverts to ‘Not Sent’ until resubmitted for processing.
Funding -Payment has been debited from the organizations account.
Payments in a ‘funding’ status can be refunded back to the organization before a payment or remittance is sent to a vendor. When an R365 Payment is refunded, its status reverts to ‘Action Needed’.
Funded - The payment has moved to FIS.
Issued - Payment has been completed and issued to vendor.
Cleared - Payment has been confirmed by the vendor’s bank.
Special Circumstances Statuses
These statuses indicate exceptions or actions that deviate from the regular payment flow:
Not Sent - The ‘Send to R365 Payments’ button was not selected in the pop up screen after submitting a payment run or a connection issue prevented the payment from being finalized. When this happens, the user can resubmit the payment for processing.
R365 Payments contacts will receive reminder emails for payments in the Not Sent status unless they have opted out in System Preferences.
Removed - The scheduled payment has been cancelled and will not process on the scheduled date.
Action Needed - An error has occurred within payment processing. Please contact Support for assistance.
Refunding - A refund has been initiated and is in progress.
On Hold - There was an issue funding the payment. Please contact Support for assistance.
Submitted - The payment has been submitted but has not been issued to the vendor. Please contact Support for assistance.
Voided - Payment has been voided.
Refunded - A refund has been issued for the payment.
R365 Payment Statuses in AP Transactions
The AP Transactions page displays the current status of all AP payments that were made using R365 Payments and information about when the status was last updated. The following columns provide information about the current status:
R365 Payment Status - Current status of the payment.
Status Last Updated - Date when the R365 Payment Status was most recently updated.
If these columns do not appear in the table, select the Show/Hide Columns drop-down and select the checkbox next to each column to include.
R365 Payment Statuses in the AP Payment Record
The AP Payment record contains information about the status of the payment, including the following fields:
R365 Payment Status - Current status of the payment.
Status Last Updated - Date when the R365 Payment Status was most recently updated.
FAQ
What happens when I place an R365 payment on hold?
You can hold payments in the Scheduled or Processing status. Funds aren't pulled from your account, the vendor doesn't receive funds or remittance, and the status reverts to Not Sent until you resubmit the payment. See Hold an R365 payment.
Is the On Hold status the same as holding a payment?
No. When you hold a payment, its status reverts to Not Sent. The On Hold status means there was an issue funding the payment. For On Hold, contact R365 Support.
Why does my payment show Not Sent, and how do I fix it?
Not Sent means you didn't select the Send to R365 Payments button in the pop-up after submitting the payment run, or a connection issue stopped R365 from finalizing the payment. Resubmit the payment for processing. R365 Payments contacts also get reminder emails for Not Sent payments unless they opt out in System Preferences. See Resend failed payments and System Preferences.
Can I refund a payment, and what status shows afterward?
You can refund a payment in the Funding status, before the payment or remittance goes to the vendor. After you refund it, the status reverts to Action Needed. Refunding means a refund is in progress, and Refunded means R365 issued the refund. See Refund an R365 payment.
What's the difference between Funding and Funded?
Funding means R365 pulled the payment amount from your organization's account. Funded means the payment has moved to FIS, the payment partner that issues it to the vendor. Issued means the payment has been completed and issued to the vendor, and Cleared means the vendor's bank confirmed it.
What's the difference between Removed and Voided?
Removed means you cancelled a scheduled payment, so it won't process on the scheduled date. Voided means the payment was voided. See Cancel a scheduled payment run.
What do I do if my payment shows Action Needed or Submitted?
Action Needed means an error occurred during payment processing. Submitted means R365 received the payment but hasn't issued it to the vendor. For both statuses, contact R365 Support.