This article addresses some of the questions users ask about R365 Payments. To suggest a new FAQ, please submit a ticket to our Support team.



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How are payments created?

Payments are created using the Payment Run record. If a vendor is set up to use R365 Payments, then the payment method defaults to R365 Payments. For more information, see Paying Vendors with R365 Payments.


What is the complete lifecycle of an R365 Payment and what do I need to know?

The Flow of Funds article describes each step of the payment lifecycle and links to other relevant articles.


How long will it take for the payment to be processed?

For information about R365 Payments payment methods and the amount of time each method takes from the time the payment is submitted to the time it is received by the vendor, see Payment Methods. 

Payments submitted before 5:00 PM Eastern Time (ET) are processed on the same business day. Any payments submitted after 5:00 PM Eastern Time (ET) are processed the next business day.


Where is the payment status shown?

The R365 Payment Status column of the AP Transactions table displays the current status of the payment.


Where is the payment method shown?

The R365 Payment Method column of the AP Transactions table displays the payment method.


  • Vendors - New vendors are added by completing the necessary fields on the Vendor record. To learn how to add a vendor, click here.
  • Bank Accounts - New bank accounts are added by completing the necessary fields on the Bank Account record. To learn how to add a bank account, click here. 
  • Legal Entities - To add a legal entity, reach out to your Sales Representative who will assist with the underwriting process necessary for adding a new legal entity. For more information about the process, click here.

Before a user can add a new bank account or legal entity, the verification form must be completed. This form checks the validity of the business, legal entity, and the legal identity of the person completing the form. For more information about this process, see Self-Service Onboarding and Verification.


How are payments scheduled?

With R365 Payments, users can schedule a payment run in advance to ensure that vendors are paid on time. Scheduled payments can also help streamline processes and optimize workflow because no manual work is needed on the day payment is due. To learn how to schedule a payment, see Scheduling a Payment Run.


How are payments reconciled in Bank Activity?

When a transaction appears in Bank Activity that matches the sum of all payments in the batch, R365 matches the bank activity to the transaction. 

Because all funds are pulled from the bank account as a single transaction, there are two bank rules designed specifically for use with R365 Payments transactions. These two rules match multiple payments in R365 to a single transaction in Bank Activity to properly reconcile all transactions:

  • Cash Out - Match Payment Run (Rule #14) matches a single transaction from the bank activity to multiple payments in R365 based on the payment run. This rule is applied when:
    • The transaction type is Cash Out.
    • The amount of the bank transaction is equal to sum of all payments in the payment run. 
    • The date on the bank transaction is equal to or greater than the Payment Date on the payment run.
  • Cash Out - Match Batch Code (Rule #15) matches a single transaction from the bank activity to multiple payments in R365 based on the batch code. This rule is applied when:
    • The transaction type is Cash Out.
    • The amount of the bank transaction is equal to sum of all payments with the same batch code.
    • The date on the bank transaction is equal to or greater than the Payment Date on all payments with the same batch code.

For more information, see Bank Activity, Bank Reconciliation, and Rule Vault.


How can a payment be voided or cancelled?

If a payment should be voided, please reach out to the R365 Support team as soon as possible. 

While voiding payments is a common practice for rectifying errors or addressing specific financial scenarios, it is important to exercise caution, especially when dealing with transactions that have already been transmitted through R365 Payments. Payments that have already transmitted payload data require the attention of our operations team to remove, or 'Unpack', the payment file that needs to be omitted. This process can only be done in a small timeframe after the payment has been created. 


Why didn't my R365 Payment go through?

A payment might fail for one of the following reasons:

  • The user closed the Submission Loading page before the payment fully processed, or the connection was interrupted, preventing the payment from completing successfully.
    Solution: Resubmit the payment and wait to see the successful confirmation message.
  • The vendor is not correctly setup for R365 Payments, or there is an error in the address and/or email information.
    Solution: Return to the Vendor record and check that the information is entered correctly.
    The zip code should not contain more than 6 characters (do not include the 4 supplementary characters), and there should be no special characters in the address fields (.,:;#@-*).
  • The vendor cannot accept an ACH payment.
    Solution: Confirm with your vendor that ACH payments are allowed. If not, change the Payment Method on the Vendor record.
  • A comma or apostrophe has been entered into the Name, Check Name, or Default Check Memo box under the Vendor Additional Info tab of the Vendor record.
    Solution: Make sure that the Name, Check Name, and Default Check Memo box under the Vendor Additional Info tab are correctly entered and then resubmit your payment.

When a payment fails to go through, please resubmit the payment.


What happened to the Next R365 Payments Number?

In previous versions of R365 Payments, the Bank Account record and Payment Run record contained a field called 'Next R365 Payment Number' which tracked the next available check number from your organization's bank account that could be used for R365 Payments. Because check numbers are now issued out of a separate R365 clearing account, this counter is no longer needed.

With R365 now issuing checks from this clearing account on behalf of your organization, the system can automatically update the status to Cleared once the check has been deposited by the vendor.