---
title: "Enable Default Mark as Paid for Vendors"
slug: "enable-default-mark-as-paid-for-vendors"
description: "Enable 'Mark as Paid' as the default on a vendor record so new invoices are automatically flagged as paid in R365."
updated: 2026-08-17T16:37:48Z
published: 2026-08-18T04:30:00Z
canonical: "docs.restaurant365.com/enable-default-mark-as-paid-for-vendors"
---

> ## 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.

# Enable Default Mark as Paid for Vendors

**Default mark as paid** is a vendor-level setting that automatically turns on the ‘Mark as paid’ setting for all future invoices from that vendor.

This option is intended for vendors that have a one-to-one relationship between invoices and payments. When enabled, AP Payments are created and applied automatically once an invoices is approved.

Alternatively, users have the option to [**select Mark as paid on individual invoices**](/doc/docs/ap-invoice-mark-as-paid)**.**

---

## Prerequisites

- **Payment Method:** One of the following payment methods must be selected on the [vendor record](/doc/docs/vendor-form):
  - Auto-Direct Debit
  - Credit Card
- **One-to-One Relationship:** Ensure each invoice will correspond to a single payment of the same amount. For example, an invoice for $500 should be paid with one $500 payment rather than multiple smaller payments. If payments are split or combined incorrectly, it can make transaction matching in [bank activity](/doc/docs/bank-activity-page) more difficult.
- **Credit Memo Consideration:** Consider how credit memos will be handled. Credit memos reduce the amount due on an invoice and impact the AP payment generated by the ‘Mark as paid’ function. To ensure the correct payment amount is used, apply any necessary credit memos before approving the invoice. The generated AP payment will reflect the invoice amount minus the applied credit memo.

> [!TIP]
> **R365 Best Practice**
> 
> If these conditions are not met or cannot be confirmed with the vendor, the ‘Default mark as paid’ function is **not** recommend.

---

## Enable Default Mark as Paid

*Click steps to expand for additional information and images.*

****1)** Navigate to the [**Vendors page**](/doc/docs/vendors-page) and double click the vendor to open the [vendor form](/doc/docs/vendor-form).**

![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-E18X248X.png)

****2)** Scroll to the **Payment & accounting** section and set the **Payment terms** for the vendor.**

The payment terms set the **due date** for the invoice, which is used as the **AP payment date** when **Mark as paid** is enabled. Learn more about [creating new payment terms](/doc/docs/payment-terms#create-a-payment-term).

![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-4Y2JS5CP.png)

> [!NOTE]
> If payment terms are not set, the due date of the invoice will default to the invoice date.

****3)** Set the **Default payment method** to Auto Direct Debit or Credit Card.**

> [!NOTE]
> If another payment method is selected, the ‘Default mark as paid’ toggle will not be available.

![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-OM4PFC3V.png)

****4)** Keep the **Use location bank account** toggle **off** if payments should be created using the same account for all locations**

Use the dropdown to select the **company bank account** that should be used for all payments to the vendor. ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-IU9FQEQ2.png)

****5)** Turn the **Use location bank account** toggle **on** if payments should be made using each location’s **default bank account**.**

> [!NOTE]
> Default bank accounts are assigned on the [location record](/doc/docs/legal-entities-location-record). If a location is missing a default bank account, the bank account field will be left blank on the vendor’s invoices.

![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-ZGKPU36G.png)

****6)** Click the toggle for **Default mark as paid.****

The setting will apply to all **future** invoices. Existing invoices will **not** be marked as paid retroactively.

![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-IGYDMYJR.png)

****7) Save** the changes to the vendor form.**

![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-TJWD3ZOT.png)

> [!NOTE]
> If any other required fields are incomplete, the vendor form will automatically scroll to the first field to be completed.

---

## Default Mark as Paid on the Invoice

When **Default mark as paid** is enabled on the vendor record, the ‘Mark as paid’ setting will be automatically enabled on all future invoices for that vendor.

Learn more about how an [AP Payment](/doc/docs/ap-payment-record) is created and applied to the invoice following the [Mark as paid](/doc/docs/ap-invoice-mark-as-paid) setting.

Accounts Payable — payments a company owes to vendors. In Bank Activity, imported bank transactions can be matched to AP payments to confirm they've cleared the bank account.

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