New Payment Run Experience
The content in this article features the new payment run experience. Read more about the classic payment run or the legacy payment run experience.
The Payment Run provides AP accountants with a list of approved AP invoices and credit memos. From the Payment Run, apply credit memos and discounts, create payments, print checks, and produce ACH and positive pay exports for selected invoices.
To use the Payment Run, vendors must be set up correctly (including all fields on the General and Vendor Additional Info tabs), bank account balances and next check numbers must be current, and AP invoices, AP credit memos, and any payment terms discounts must be entered and approved.
AP Invoices that are put on hold will not appear in a Check Run. Learn more about Payment Holds.
New Payment Run Experience
The new payment run form is available as an opt-in on the Payment Runs page. Select Try the new payment run experience on the classic form to switch. Select Switch to classic view from the new form's menu to return.
The new form includes the following:
Info Panel — A collapsible panel on the right side of the form shows the payment run's configuration details.
Transactions grid — A full-width grid lists all invoices in the payment run. Filtering and searching apply across the entire invoice dataset, not just the rows already loaded on screen.
GL Balance health bar — Displays above the transactions grid.
Delete — Draft and Unapproved payment runs can be deleted directly from the form's action menu, without contacting support.
Post-payment actions — After payments are created, actions (Print Check, Email ACH Stubs, Export ACH, Send R365 Payments, Export Positive Pay, Print Payment Summary) appear as a split button in the form header. Actions that don't apply to the run are omitted.
Workflow tab — For clients with payment run approvals enabled, a Workflow tab appears on Unapproved runs. The tab shows the approval history and lets designated approvers update the run's status.
Security
Payment Run Permissions are found in the Permission Tree as follows:
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
These permissions can be added to custom user roles or individual users. The Permission 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.
Payment Run Record
The Payment Run Record is where users select approved AP invoices, apply AP credit memos for payment. It can accommodate all supported payment types creating one central place for payment creation.
Payment Date
Payment Dates can be set for all transactions, or just unchecked transactions, or selected transactions providing flexibility for different payment terms.
Saved Payment Runs
Payment Runs can be initiated and saved for future use. Saved Payment Runs can be loaded from the 'Saved Payment Runs' selector.
Discounts from Early Payment
Discounts, taken as a result of Discount Payment Terms, can be applied on the payment run and are indicated in the C/D column with a D. Learn more about Discounts from Early Payment.
Applying AP Credits
Approved AP Credit Memos can be applied to AP invoices on the payment run.
With Display Credit Memos in Payment Runs enabled, credit memos appear in the transaction listing.
With the setting disabled, apply credit memos through Credit & Discounts details.
Learn more about applying credit memos.
Payment Runs Page
The Payment Runs page lists all payment runs with their details and statuses. Update a payment Run from this page. Learn more about the Payment Runs page.
Payment Runs Page: Payment Run Statuses
Payment Runs can have one of five statuses to show at what stage in the approval and payment creation process it is located. Statuses include:
Status | Description |
|---|---|
Draft | The payment run has been started but not yet submitted for approval or payment creation. |
Unapproved | The payment run is pending approval (when approvals are enabled). |
Approved | The payment run has been approved and is ready for payment creation. |
Payments Created | Payments have been created from the run. |
Payments Processed | All payments in the run have been fully processed. |
Payment Run Approvals
When Payment Run Approvals are enabled, payment runs must be submitted and approved before creating payments.
In the new payment run experience, Unapproved runs show a Workflow tab with the approval history and a status control. Current and upcoming approvers can set the run to Pending Approval, Work Needed, or Researching from this tab. The control is visible to all users but editable only by approvers.
Creating Payments
Depending on vendor payment methods, AP payments, checks, positive pay exports, and ACH stubs can all be created from the payment run. In the classic form, these actions are available from the Payment Created window. In the new payment run experience, they appear as post-payment actions in the split button in the form header. Learn more about Creating Payments.
Depending on the Payment Method of the Vendors that will be paid on a Payment Run, AP Payments, Checks, Positive Pay Exports, and ACH Stubs can all be created on the Payment Run from the Payment Created window.
ACH Payment
ACH exports and ACH Stubs can be produced from the payment run. In the classic form, these are available from the Payment Created window. In the new payment run experience, Export ACH and Email ACH Stubs appear in the split button in the form header.
Positive Pay
Positive Pay files can be exported from the payment run. In the classic form, this is available from the Payment Created window. In the new payment run experience, Export Positive Pay appears in the split button in the form header.
Payments Runs and R365 Payments
Organizations with R365 Payments can send payments through the R365 Payments service directly from the payment run. Send R365 Payments is available after payments are created, when the run includes vendors with R365 Payments as their payment method and the user has the Send/Edit R365 Payments permission.
In the new payment run experience, Send R365 Payments appears as a post-payment action in the split button in the form header.
Payment Runs in the AP Cener
Payment runs can also be initiated from the new AP Center. The hub provides three entry points:
Launchpad → Create payment run: Initiates a new payment run directly from the Launchpad.
Workflows → Ready to pay tab: The Create payment run row action on each invoice opens a new payment run for that invoice. See Workflows Panel in AP Center Hub.
Workflows → Payment runs tab: The Create payment run row action opens a new payment run. See Workflows Panel in AP Center Hub.