---
title: "Manual Payment"
slug: "manual-payment"
description: "Create a manual AP payment for a single vendor to record payments made outside R365 (check, ACH, wire, or other)."
updated: 2026-02-09T16:49:33Z
published: 2026-02-09T16:49:33Z
canonical: "docs.restaurant365.com/manual-payment"
---

> ## 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.

# Manual Payment

Manual Payments are AP Payments created for a single vendor. 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 a payment was made outside of R365.

> [!NOTE]
> Manual payments will not be processed by R365 Payments. Learn more about [paying vendors with R365 Payments](/doc/docs/paying-vendors-with-r365-payments).

> [!TIP]
> **Best Practice**
> 
> To create a Payment for a non-Vendor, utilize the [Bank Withdrawal/Bank Expense](/doc/docs/bank-expense) form

> [!WARNING]
> Voiding or deleting an AP Payment after it is approved will not cancel the payment to the Vendor. Invoices that were previously associated with the Payment will be available on future [Payment Runs](/doc/docs/payment-run-overview). If an AP Payment was submitted through R365 Payments in error, contact [R365 Support](https://help.restaurant365.net/en/support/tickets/new) immediately so that it can be cancelled.

---

## Recording Online Banking, Manual Check, Wire, or ACH Payments

If a payment is made using a payment method outside of Restaurant365, the Payment Record can be entered in to Restaurant365 as a Manual Payment. If the payment method for the vendor is set as Credit Card or Auto-Direct Debit, no check will be generated when creating a manual payment.

If the Payment Method is 'Check' and a check was written outside of Restaurant365, record the payment here as a manual payment and delete the check PDF that is generated, without printing the check.

---

## Security

Users with the following Permission will be able to create Manual Payments:

- Accounts Payable → AP Payments → Create Manual 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

1. Open the **Create menu**.
2. Under **Vendor**, select Manual Payment.

![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-G9IPIYQU.png)

---

## Creating a Manual Payment

![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-855YMC0Q.png)

When the new [AP Payment Record](/doc/docs/ap-payment-record) opens, the following fields will be pre-populated:

- Checking Account
- Location
- Number
- Date

> [!NOTE]
> Changing the 'Checking Account' will automatically update the 'Number' to the next check number from the [bank account record](/doc/docs/bank-account-record).
> 
> 
> 
> If a default location is assigned to the bank account, the location will automatically adjust.

The 'Vendor' must be entered before the AP Payment can be 'Saved' or 'Approved'. Once the 'Vendor' is entered, any existing 'Approved' AP Invoices for the location will be listed in the 'Apply' subtab. Invoices can be applied when manually creating the AP Payment, or after the AP Payment Record is approved.

> [!TIP]
> **Best Practice**
> 
> It is recommended to enter the 'Amount' that will clear the bank account when creating the AP Payment to allow for [auto-matching in bank activity.](/doc/docs/bank-activity-update-and-match-transactions)

After the new AP Payment Record is saved, it can be re-opened from the [AP Transactions page](/doc/docs/ap-transactions). Learn more about the [AP Payment Record here](/doc/docs/ap-payment-record).

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