The AP Payment record contains all details related to a single payment. Here, users can edit details, attach documents, apply invoices, review distribution, approve the payment, and print checks.

AP payments can be created manually or through payment runs. 

Typically, AP payments are created through payment runs, and the manual payment form is only used when a check is printed before the AP invoice is entered into the system or when the payment was made using a payment method outside of Restaurant365.

Important Note: Voiding or deleting a payment after it is approved does not cancel the payment to the vendor, and the invoices that were previously associated with the payment will be available on future payment runs. If a payment was submitted in error, please contact R365 Support immediately so that it can be cancelled.

Article Topics

• AP Payment Record New Layout
• Security
• Navigation
• Header
• General Information
• Attachments
• Apply
• Distribution

AP Payment Record New Layout

In Q4 of 2022, the AP Payment record received an updated layout. Users can switch between the classic layout and the new layout without saving or exiting. 

From New to Classic

When viewing the new form, user can return to the classic layout by selecting the ellipsis icon and then selecting Classic Form.

From Classic to New

When viewing the classic form, access the new layout by selecting the Try New Version option from the Action menu.

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Security

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 Payment permissions are found in the permission tree as follows:

• Accounts Payable
  • AP Payments
    • View AP Payments
      • Note: Users without this permission will not be able to access AP Payment Records
    • Email Check Stubs
    • Print Checks
    • Print Checks w/Signature
    • Reprint Check Stubs
    • Edit AP Payments
    • Create Manual 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.

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Navigation

To access an existing AP payment, in the Accounts Payable section of the left navigation menu, select AP Transactions. The AP Transaction page appears and displays a list of all AP transactions. Click on an AP Payment in the table to open the AP Payment Record.		To create a new AP payment, hover over the Vendor menu in the top ribbon and select Manual Payment. A blank AP Payment Record appears opens in a new tab.

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Header

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General Information

	Field	Description
1	Checking Account	Bank account to provide the funds for the payment. Click the link icon to open the Bank Account Record in a new tab.
2	Vendor	Vendor that will receive the payment. Click the link icon to open the Vendor Record in a new tab. Note: To create a payment for a non-vendor, use the Bank Withdrawal / Bank Expense Form.
3	Location	Location making the payment. This field auto-populates based on the location assigned to the selected checking account. Click the link icon to open the Location Record in a new tab.
4	Number	Check number for the payment. This field auto-populates with the next available check number for the selected checking account.
5	Amount	Total amount to be paid.
6	Date	Date for the transaction. This field auto-populates with the date when the AP Payment Record was created.
7	Comment	Allows users to enter an optional comment to include on the payment. If the AP payment has been matched to bank activity, this field displays the date when the reconciliation occurred.
If R365 Payments is enabled, these additional fields appear on the record:
	R365 Pmt Status	Status of the R365 Payment. Statuses include: Not Sent - The payment was created but not sent to R365 Payments. Submitted - The payment was sent but not yet received. Processing - The payment was received. Issued - The payment was issued and paid to the vendor.
	R365 Payment Method	Indicates whether the vendor will be paid by vCard, check, or ACH.
	Status Last Updated	Date when the R365 Payment Status was most recently updated.

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Attachments

Use the Attachments tab to view files that have been attached to the payment. Users can also attach new files by selecting Upload File or by dragging the file from its location on the user's device to the Attachments tab.

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Apply

The Apply tab displays approved invoices for the selected vendor. By default, only invoices for the selected location are shown. 

Note: To view and/or apply invoices from other locations, select the filter icon , then change or remove the Location filter.

	Field	Description
1	Filter	Opens the Filter menu where users can create and apply filters to the table. By default, AP Payment records are filtered to show only locations that match the legal entity shown in the header. This default filter can be turned off in User Preferences.
2	Auto-Apply	Applies the payment to multiple invoices. When the user selects Auto-Apply, the amount remaining on the payment, that has not already been applied to invoices, is applied to each selected invoice, up to the amount remaining on the invoice. The payment amount is applied to each invoice in the order in which they appear on the AP Payment record until there are no funds from the payment left to apply.
3	Date	Date on the invoice.
4	Due Date	Date when payment is due on the invoice.
5	Type	Type of transaction. This tab only displays AP invoices.
6	Number	Number used to identify the invoice.
7	Location	Location associated with the invoice.
8	Total	Total amount on the invoice.
9	Discount Amt	Total amount of discounts on the invoice, if any.
10	Amt Remaining	Amount left to be paid on the invoice after this payment is processed. This field reflects the amount of all payments applied to the invoice, including the payment being viewed.
11	Apply Date	Date when the payment will be applied to the invoice. If the payment has not been applied to the invoice, this field displays the date of the invoice. When the payment is applied to the invoice, this field automatically updates to the current date. This field can be manually updated by clicking on it, then typing the desired date. Another way to update this field is by clicking the calendar icon , then selecting a date.
12	Apply Amount	Amount that will be applied to the invoice from the payment being viewed. When the Apply checkbox is selected, this amount defaults to either the amount remaining for the invoice or the amount remaining for the payment, whichever is smaller. To update the amount being applied, select the Apply Amount field and enter a new amount. This amount cannot be larger than either of the amounts remaining for the invoice or payment.
13	Apply	Indicates whether the payment has been applied to the invoice. - Payment is applied to the invoice. - Payment is not applied to the invoice. If the Apply checkbox is not available, the invoice will be partially applied to the payment, before being placed on hold. Learn more about Payment Holds.
14	Totals	Totals for the Payment and applied Invoices, including: Amount (Total) - Total amount for the payment. Applied Amount - Amount applied to invoices. Discount Amount - Discount amount from invoices. Amount Remaining - Amount of payment left to apply to invoices.

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Distribution

The Distribution tab provides a quick review of accounts impacted by the payment and the amounts that have been debited or credited from each account. This tab also lists the location and legal entity that were impacted and any comments that were included on the debit or credit.

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