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.


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. An R365 Payments Specialist will complete the process by selecting the Active checkbox and entering the R365 Payments Buyer ID on the Legal Entity record. For more information about the process, click here.


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 processed? What is the processing schedule?

When processed with OnPay, the cut-off time for submitting payments is 12:00pm CST. Payments are mailed from a hub in Atlanta, GA via USPS.

When processed in-house with SmartPayables, the payments are mailed from a hub in Denver, CO via USPS.


What is a Comdata debit and how is it matched in Bank Activity?

When multiple payments are made using the vCard payment method, the amounts are withdrawn from the bank account as one lump sum, which can make reconciling the transactions more difficult. A Default Matching Rule has been added to the Rule Vault to assist with this process.

For more information on matching transactions, see Payment Methods. 


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.