Payment Run Record

Save PMT Run

Saves the Payment Run.

Create Payments

Begins the process of creating payments for the selected invoices.

Submit for approval

Submits payments for approval by higher level Accounting Admins. This button appears only if the Payment Run Approvals features is enabled for your organization.

Payment Run Name

A unique name for the Payment Run. The system automatically generates a default name based on the bank account number, date and time, sequence number, and the user's full name. Users can edit the name, if preferred.

The Sequence Number is based on the number of Payment Runs previously created on the associated date by the same user.

Select Invoices From

Legal entity whose locations are represented on the Payment Run.
Data Flow: AP Invoice Location > Location > Legal Entity

Bank Account

Bank account on which to record the payment(s) created by the Payment Run. The options available in the drop-down are based on the legal entity selected in the Select Invoices From field. Users can search the list by the following options:

• GL Bank Account Number

• GL Bank Account Name

• Name or number for the location associated with the Bank Account

If the select bank account is not assigned to a legal entity, the user is prompted to assign a legal entity and an account type to the bank account record. 

Location

Location that will appear on all payments created by the Payment Run. This field becomes active only after a the Bank Account field is complete.

The drop-down is filtered to show only locations that meet the following criteria:

• The user has access to the location.

• The location is associated with the selected bank account.

• The location is associated with the selected legal entity.

Payment Date

Date on which all payments are created for the Payment Run.
Editing this field also updates the Payment Dates of the selected invoices. For more information, see Payment Run: Payment Date.

Discounts are directly affected by the value in this field. For more information, see Payment Run: Discounts from Early Payment.

Filter Due Date

Allows users to filter the invoices shown on the Invoices tab by All Bills or Bills Before. If Bills Before is selected, the suer can enter a date or use the calendar menu to select a date to configure the filter.

Saved Payment Runs

Allows the user to select a previously saved Payment Run. This is useful when an Accounting Clerk prepares the Payment Run and then an Accounting Manager opens the Payment Run to create the payments.

To delete a previously saved Payment Run, select the trash can icon next to the option in the drop-down.

Next Check Number

The next available check number for the selected bank account. The Get Balance button is used to display current balances for the account. 

Vendor Group

Filters the invoices shown on the Invoices tab by the selected Vendor Groups.

Location Reporting Categories

Filters the invoices shown on the Invoices tab by the selected Location Reporting Categories. Location Reporting Categories are created in System Preferences and assigned on the Location record.

Invoice Priority

Filters the invoices shown on the Invoices tab based on the priority of the AP Invoice. Priority can be set on the AP Invoice header or by vendor on the Vendor record.

Tabs

Displays either the Invoices tab or the Payment List Preview.

Export

Exports the selected invoices on a saved payment run, allowing approvers to view a short list of all invoices of the Payment Run. Coming soon!

Expand / Collapse

Show or hide the Credits and Discounts section which displays credit and discount information for the selected line item on the Invoices table.

Refresh

Refreshes the Invoices table.

Select

A selected checkbox indicates that the invoice will be pain on the Payment Run. Users can select individual line items or select the checkbox in the column header to pay all available invoices.

Vendor Name

Name of the vendor for the invoice. Users can select the Filter icon in this column to filter the table by vendor. Selecting the vendor name opens the Vendor record.

Priority

Priority status for the AP Invoice. Viewing the priority of an invoice can help determine which invoices should be paid first.

Inv. Date

Date on the invoice.

Due Date

Date when the payment is due, based on the Payment Terms.

Invoice

Number used to identify the invoice. Selecting the invoice number opens the AP Invoice record.

AP Invoices that are put on hold will not appear on a Payment Run. For more information, see Payment Holds.

Payment Date

Date when the payment will be made. 

Location

Location associated with the invoice.

Amount Due

Total amount due on the invoice.

Pay $

Total amount being paid on the invoice.

C/D

Indicates whether the amount includes a credit or a discount.

• C - A credit memo is available and can be applied.

• D - A discount is available and can be applied based on Payment Terms and Payment Date.

Payment Method

The method by which the vendor will be paid, as set on the Vendor record. Each payment method creates an AP Payment record in Restaurant365. Users can select the Filter icon in this column to filter the table by payment method.
Payment Methods include:

• ACH (ACH) - Includes payments for the selected invoices in an ACH Stubs file.

• Blank (Check) - Includes payments for the selected invoices as a generated PDF. Multiple payments to the same vendor are grouped in one check.

• ADD (Auto-Direct Debit) - Creates an AP Payment for each selected invoice. No additional records are created.

• CC (Credit Card) - Creates an AP Payment for each selected invoice. No additional records are created.

Check Memo

Displays the name of the vendor. Users can enter a note for the credit or discount in the text field, such as the location's customer number for the vendor.

Invoices Number

Number used to identify the invoice.

Discount Date

Date by which the vendor must receive payment for the discount to apply.

Discount Account

Account on which the discount is recorded.

Check Total

Total amount of all invoices that are selected on the Invoices table and are associated with the vendor.

Transaction Date

Date on the invoice.

Terms

Payment Terms on the invoice.

Suggested

If the vendor offers a discount for early payment and the payment is made within the discount date range, this field displays the amount for the available discount.

Discount Taken

Amount to subtract from the total payment as a result of the discount.

Open Credits and Payments table

Displays all available credits and payments. If the checkbox in the Apply column is selected, the credit or payment is applied to the total.
Columns include:

• Type - Indicates whether the amount is a credit or a payment.

• Number - Number for the payment as it appears in the table.

• Location - Location associated with the credit or payment. Users can select the Filter icon to filter the table by location.

• Remaining - Amount of available payment that has not been applied.

• ApplyDate - Date when the credit or payment was created.

• Apply Amount - Amount of the credit or payment.

• Apply - If selected, the credit or payment is applied to the total.

Vendor

Name of the vendor.

Invoice Count

Total number of invoices that are selected on the Invoices table and are associated with the vendor.

Check Total

Total amount to be paid on all invoices that are selected on the Invoices table and are associated with the vendor.

Discount Total

Total amount of discounts on all invoices that are selected on the Invoices table and are associated with the vendor.