Payment Run Statuses

This is a part of the Payment Runs feature. Learn more about the payment runs page.

Payment runs can be viewed and opened from the payment runs page. Initially, this page is filtered to display payment runs with the statuses 'Payments Created' and 'Payments Approved', but the filter can be removed to show payment runs in all statuses.

The status of a payment run indicates its current stage in the approval and payment creation process. Specific actions are required based on the status to complete the payment run.

Review the five statuses to identify the necessary actions for payment creation and processing.

Payment run statuses are independent of R365 Payment statuses. R365 payment statuses can be found on the individual AP payment records and on the AP transactions page.

Status 1: Draft 

This status indicates that a Payment Run was created and saved but not submitted for approval. Payment runs in the draft status are available for edit. When this Payment Run is opened from the Payment Runs page, it will open the Payment Run in a new window where it can be finalized and submitted for approval.

A 'Draft' status will appear in the top middle of the Payment Run screen as a reference, and the 'Submit for Approval' button will be listed in the top ribbon. Users should click this button when the Payment run is finalized so that higher level users can review and approve it. 

Status 2: Unapproved

This status indicates that a payment run was submitted for approval via the Payment Run screen. When opened from the payment runs page, the details of the payment run will appear in a sidesheet where the user can review and either save or approve the payment run. 
Users can edit the payment run by toggling invoices off to exclude them from the payment run.

The payment run cannot be moved back to a draft status.

Status 3: Approved

This status indicates that a payment run was approved and is ready for payments to be created. When opened from the payment runs page, a sidesheet will open where all of the details about the payment run will be listed. An approval time stamp will be listed below the top ribbon to display the user who approved it as well as the date and time that it was approved.

Review the payment pun and either Unapprove to make additional changes or Create Payments to generate payments for the selected payment run, provided the necessary security permissions are in place. When creating payments, the original payment run screen will open, allowing users to create payments, including R365 Payments  if enabled, for the selected invoices.

Status 4: Payments Created

This status indicates that payments were created for this Payment Run, but have not been processed.

The final processing step for a payment is dependent on the payment type of the payment. 'Payment Created' status will indicate the following based on payment type:

• Checks: Checks were created, but not marked as ‘printed successfully’.

• R365 Payments: Payments were created, but the user did not hit ‘Send to R365 Payments’.

When a Payment Run with this status is opened from the Payment Runs page, it will open in a sidesheet where the details of the Payment Run can be reviewed but not edited or unapproved. In addition to this, an Approval Time Stamp will be listed below the top ribbon to display the User who approved it as well as the date and time that it was approved.

Once a payment run is in the 'Created' status, no further changes be made to the run itself. Any necessary adjustments must be made to the individual payment records associated with the run. While payment runs cannot be voided or deleted, the individual payments within a run can be modified or voided as needed.

Status 5: Payments Processed

This status indicates that the payments created from the payment run have been processed. Users can open the corresponding payment run from the payment runs page to view its details along with an Approval Time Stamp that will be listed below the top ribbon to display the user who approved it as well as the date and time that it was approved.

The final processing step for a payment is dependent on the payment type of the payment. The 'Payments Processed' status will indicate the following based on payment type:

• Checks: Checks were created, and marked as ‘printed successfully’.

• R365 Payments: Payments were created, and the user submitted by selecting ‘Send to R365 Payments’.

  • This does not indicate R365 payment status. Users with R365 payments can find R365 payment statuses in the individual AP payment record and on the AP transactions page.