The R365 Payments service is designed to save you time and money by streamlining the payment process from within R365. You create a payment in R365, and R365 Payments does the rest!


This added service delivers payments to each of your vendors using the best available payment method, whether that be ACH, virtual credit card, or check, based on the needs of you and your vendor. This article provides an overview of the R365 Payments service. 


Please reach out to your CSM or R365 Support for more information.


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System changes


When the R365 Payments service is enabled, a number of field label changes occur in your database. These minor changes assist in usage of the R365 Payments service and does not impact existing data.

  • Vendor Record- The Name, Payment Terms, and Address fields are required for vendors that will utilize R365 Payments. Additionally, the R365 Payments Payment Method can be selected and assigned to vendors. When the R365 Payments Payment Method is selected, two additional fields appear:
    • Last Payment Method - Shows the last type of payment created.
    • Exclude from R365 Payments - Excludes a vendor from this feature.


  • Bank Account Record - The R365 Payments sub-section appears on the Bank Account record. This section displays the setup status and an option to exclude the bank account from being used for R365 Payments.


  • AP Transactions - Additional columns appear on the AP Transactions table, including R365 Payment ID, R365 Payment Status, R365 Payment Method, and Batch Code.



  • System Preferences - A new Payments tab displays the setup status of R365 Payments and lists the user-selected stakeholders who will be contacted if issues arise in R365 Payments.



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Security


Once activated, any user who previously had the ability to create and approve AP Payments can create a payment with R365 Payments. 


The permissions listed here are associated with AP Payments. These permissions can be added to custom user roles or single users. Learn more about managing permissions and custom user roles here.


AP Payments permissions are found in the permission tree as follows:

  • Accounts Payable
    • AP Payments
      • View AP Payments
      • Edit AP Payments
      • Create ACH Payments
      • Apply AP Transactions
      • Approve AP Payments
      • Unapprove AP Payments
      • Void AP Payments
      • Unvoid AP Payments
      • Delete AP Payments


The Permission Access report can be used to determine which user roles or users already have these permissions assigned. Learn more about User Setup and Security here.


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Initial setup


The initial setup of R365 Payments requires updating bank accounts and vendors to include necessary information for successful payments. If you do not want to include a bank account or a vendor in these types of payments, you can exclude them from this service by marking them as Excluded from R365 Payments. Complete setup to initiate the verification process where all bank account and vendor information is verified by R365. For a walkthrough of the setup process, see R365 Payments: Initial Setup.


To prevent any delays with R365 ACH payments, if you have positive pay ACH enabled with your bank, ensure that R365’s company ID (1452758311) has been added to your approved list.


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Payments process flow


The following is an example workflow using R365 Payments after initial setup is completed:

  1. An AP Invoice for an R365 Payments vendor is approved and ready to be paid.
  2. Using either the AP Invoice screen or the Payment Run screen, a user with access to R365 Payments prepares to submit the payment.
  3. The user creates the payment using the same process they used when creating an AP Payment (by selecting Create Payments on Payment Run screen).
  4. The payment is delivered electronically for payment processing.
  5. The payment is issued to the vendor based on the agreed upon method:
    • Electronic Payments (ACH or vCard) - When the payment run is processed by the R365 Payments Team, the R365 Payment Status on the AP Payment record changes to Issued.
    • Physical Check Payments - When the check has been mailed, the number value on the AP Payment record is updated to reflect the R365 Payments number.
  6. The vendor receives the payment and the process is complete.


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Paying vendors with R365 Payments


Vendors can be paid using the Payment Run screen. Click here for more information on paying vendors with R365 Payments.


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Adding or removing a bank account


Each bank account that is used to issue payments to vendors using R365 Payments must be properly setup. If a bank account needs to be removed from R365 Payments, this can be done easily and effortlessly. Click here to learn more about adding or removing bank accounts with R365 Payments.


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Adding or removing a vendor 


Each vendor that is paid using R365 Payments must have the Payment Method on the vendor record set to R365 Payments. If a vendor needs to be removed from R365 Payments, this can be done easily and effortlessly. Click here to learn more about adding or removing vendors with R365 Payments.


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