Payment Run Record

The payment run record has been updated to include credit memos in the invoice table.
Learn more about the payment run update.
See documentation for the legacy payment run.

The Payment Run record provides users with a list of approved and open Accounts Payable invoices and credit memos. The user can then apply AP credit memos and discounts, create payments, print checks, and produce ACH and Positive Pay exports for selected invoices. Click here for more information on the Payment Run Overview.

Navigation

In the top ribbon, hover over the Vendor menu and select Payment Run.

Payment Run Record

Buttons and Fields

	Field	Description
1	Save PMT Run	Saves the Payment Run.
2	Create Payments	Opens the Payments Created window where users can take action on the payments created in the run.
3	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 the organization. Approvers should regularly check the payment runs page to review pending approvals. Organizations with workflows will see submitted payruns included in their nightly workflow emails.
4	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.
5	Select Invoices From	Legal entity whose locations are represented on the Payment Run. Data Flow: AP Invoice Location > Location > Legal Entity
6	Bank Account	The bank account used to record the payment(s) generated 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. When selected, Users with the R365 Payments Service can view the availability of bank accounts for R365 payments directly in the Bank Account dropdown. Accounts setup for R365 Payments are displayed under the ‘Pay with R365 Payments’ section, while accounts not setup with R365 Payments appear under the ‘Pay without R365 Payments section’.
7	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.
8	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.
9	Filter Due Date	Filters the table view to the selected date option. Options include: All Bills: No filters are applied and all invoices and credit memos that meet the selected parameters are displayed. Bills Before: Filters the table to include only bills due before the selected date.
10	Saved Payment Runs	Opens a dropdown of 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.
11	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. For payments processed through the R365 Payments service, payments in the following statuses will show ‘R365’ without a specific number: Not Sent Submitted Once processing begins, the check number will be automatically updated. Reissued checks will result in updated payment numbers.
12	Get Balance	Refreshes the bank balance summary with the most recent information.
13	Bank Balance Summary	Displays the bank balance: Balance Before Payments: Before the selected transactions are paid. Balance After Payments: After the selected transactions are paid. Total Check Run: Total amount to be paid in the payment run. Re
14	Vendor Group	Filters the invoices shown on the Invoices tab by the selected Vendor Groups.
15	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.
16	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.
17	Expand/Collapse Header	Expands or collapses the header of the payment run.
18	Expand / Collapse	Shows or hides the Discounts section which displays discount information for the selected line item on the Invoices table.
19	Refresh	Refreshes the Invoices table.
20	Tabs	Displays either the Invoices tab or the Payment List Preview. Invoices tab: Includes all invoices and credit memos with an amount remaining that match the selected parameters and filters. Payment List Preview: Displays a [review of the vendors, invoice count, check total, and discount total for all transactions selected in the payment run.

Columns on the Invoices Table

Column	Description
Select	A selected checkbox indicates that the transaction will be included in the Payment Run. Users can select individual line items or select the checkbox in the column header to include all available transactions. When credit memos are selected, they are applied to invoices in the following sequence. Invoices with the earliest due date within the same legal entity as the bank account. If multiple invoices share the same due date, the invoice with the earliest creation date is prioritized. Invoices with the earliest due date in a different legal entity follow. If multiple invoices in a different legal entities share the same due date, the invoice with the earliest creation date is prioritized. When multiple credit memos are included, each is applied in full before the next, in order of credit memo transaction date, from oldest to newest.
Vendor	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.
Date	Date on the invoice.
Due Date	Date when the payment is due, based on the Payment Terms.
Number	Number used to identify the invoice or credit memo. Selecting the invoice number opens the associated AP Invoice or AP credit memo. Transactions for vendors with a payment hold will not be included in payment runs. For more information, see Payment Holds.
Transaction Type	Indicates the transaction type: credit memo or invoice.
Payment Date	Date when the payment will be made.
Location	Location associated with the invoice or credit memo. Users can select the Filter icon in this column to filter the table by location.
Amount Due	Total amount due on the invoice or credit memo. Credit memos are displayed as negative amounts.
Pay $	Total amount being paid on the invoice or credit memo.
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.

Discounts

	Field	Description
1	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.
2	Invoice Number	Number used to identify the invoice.
3	Discount Date	Date by which the vendor must receive payment for the discount to apply.
4	Discount Account	Account on which the discount is recorded.
5	Check Total	Total amount of all invoices that are selected on the Invoices table and are associated with the vendor.
6	Transaction Date	Date on the invoice.
7	Terms	Payment Terms on the invoice.
8	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.
9	Discount Taken	Amount to subtract from the total payment as a result of the discount.

Payment List Preview tab

This tab displays totals for the Payment Run by vendor as well as overall total amounts for the Payment Run.

Columns on the Payment List Preview table

Column	Description
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.

Payments Created Window

The payments created window opens when a payment run has been created from the payment run record or from the payment runs page.

	Button/Field	Description
1	Exit Button	Closes the payments created window.
2	Print Payment Summary	Opens the Print Payment Summary in a new tab. The Print Payment Summary displays payment amounts by vendor and includes links to each payment created.
3	Print Check	Generates a PDF of payments with the payment method of check. The checks generated have blank check signatures. Once selected, users are prompted to confirm the check printed successfully with the following options: Printed Correctly - Confirms checks were printed and the PDF is no longer needed. The check PDFs for the associated payment run will not be available to print again. Reprint Now - Regenerates the check PDF for the associated pay run. This option can be used if there was an error when the original PDF was generated. Reprint Later - When selected, the check PDF generated is preserved in R365 to be printed at a later time. Checks can be printed from the individual payment or from the AP Transactions page.
4	Print Check w/Signature	Generates a PDF of payments with the payment method of check. The checks generated have include check signatures from the bank account record. Once selected, users are prompted to confirm the check printed successfully with the following options: Printed Correctly - Confirms checks were printed and the PDF is no longer needed. The check PDFs for the associated payment run will not be available to print again. Reprint Now - Regenerates the check PDF for the associated pay run. This option can be used if there was an error when the original PDF was generated. Reprint Later - When selected, the check PDF generated is preserved in R365 to be printed at a later time. Checks can be printed from the individual payment or from the AP Transactions page. Only users with the following permission can select this option: Accounts Payable → Payment Runs → Print Checks w/Signature in Payment Runs
5	Export Positive Pay	Generates and downloads a positive pay file that can be uploaded to the organization’s bank account. The positive pay file type is configured on the bank record.
6	Export ACH	Generates and downloads an ACH file that can be uploaded to the organization’s bank account. The ACH file type is configured on the bank account and bank record. This option is only available if payments with the ACH payment method were included in the payment run.
7	Email ACH Stubs	Emails an ACH stub to the email on the vendor record. This option is only available if payments with the ACH payment method were included in the payment run.
8	Close	Closes the Payments Created window.
9	Send R365 Payments	Submits payments to the R365 Payments service. This option is only available if payments with the R365 Payments payment method were included in the payment run.