Bank Draft Records for Payment Assistant

Payment Assistant payments are recorded as bank drafts. Each bank draft includes links to the invoices being paid, and each invoice has a link back to the bank draft.

After the payment run is approved, Payment Assistant marks the bank draft as paid.

The bank draft record includes key information:

Payment Run

Shows the status of the payment run and provides a link to the payment run record. If your organization has used more than one payment provider, it also shows the Payment provider.

Learn about the different payment run record statuses.

Payment

Amount available – Shows the status of the payment funds. The amount is the payment amount until the vendor clears the payment. When the payment is cleared by the vendor, the available amount is $0.

Amount refunded – If the payment is refunded, the payment amount appears in both the Amount available and the Amount refunded columns.

Payment status – Indicates the current state of the payment. Payments are Open when not cleared by the vendor yet. With REPAY, a status of Reissued means a virtual card payment has been reissued as a check and is awaiting payment. If a payment is canceled, learn how to correct a canceled payment.

With BILL, the payment status doesn't change to Reissued when BILL voids and reissues a payment.

Delivery method – Displays the vendor's chosen payment method – virtual card, ACH, or check. With REPAY, the status is Pending until the vendor's method is determined. With BILL, Payment Assistant sets the method when it sends the payment, and uses check if the vendor has no payment method. Payments of $0 show Bank draft and are marked paid when they're submitted.

Delivery reference – Provides details about how the vendor was paid:

Virtual card: Last four digits and expiration date.
ACH: With REPAY, no reference is needed. With BILL, the last digits of the vendor's bank account appear.
Check: Check number appears.

Payment confirmation – With REPAY, provides the vendor email associated with the payment and, if available, a link to download documentation of the payment. For check payments, a separate Download check image link appears.

Note: The payment confirmation download provides your internal documentation. The vendor receives a separate, tailored confirmation from your payment provider. The vendor receives a tailored communication based on their chosen payment method. The confirmation you receive is documentation only.

Payment Events

Displays the history of status updates for the payment.

Payment Events with BILL

Note: Don’t see this yet? The ability to use BILL with Payment Assistant is currently in an Early Adopter Program (EAP) for some of our customers. Look for full support and general availability in a future release.

When your organization pays vendors through BILL, Payment events lists the events that BILL reports for the payment, in the order they occur. Learn about the timing behind each event in the processing timeline for Payment Assistant.

Events for a BILL Payment

Approved - Awaiting Funds — The payment run is approved, and BILL hasn't debited your bank account yet.
On hold — BILL is holding the payment. The event includes the reason, such as funds not yet debited, risk verification by BILL, or manual review by BILL. Learn about on hold payments.
Funded — BILL processed the payment.
Open - ACH, Open - Check #, or Open - Virtual card ending in — BILL sent the payment. The event includes the check number or the last four digits of the virtual card.
Open - Delivered — BILL estimates that the payment reached the vendor.
Open - Partial claim — The vendor used part of a virtual card payment. The event shows the balance that remains as the amount available. Learn about stale payments.
Paid — BILL confirmed that the vendor completed the payment. The event includes the payment method, such as Paid - ACH. BILL marks ACH payments as paid through a daily check, so this event can appear after the vendor receives the funds.
Voided — BILL voided the payment. The event includes BILL's reason.
Voided - Funding failed — BILL had an issue funding the payment and debited nothing. The help text asks you to contact Blackbaud Customer Support.
Errored — The payment needs your attention, such as when BILL sent funds before your payment cleared or the vendor's bank returned the payment. Learn about Errored payments.
Escheated - Funds remitted to state — BILL remitted the funds for the payment to the state.
Canceled — The payment was canceled before BILL sent it.
Refund requested, Reissue requested, or Cancel requested — A user requested to stop or cancel the payment. If the request isn't successful, the event reads Refund failed, Reissue failed, or Cancel failed.

BILL payments don't show a Returned status. A returned check or ACH payment is voided or appears as Errored instead.

Payment Details with BILL

The Payment section includes more fields for a BILL payment:

Confirmation number, Process date, and Estimated arrival — The BILL confirmation for the payment, the date BILL debits your bank account, and the estimated date the vendor receives the payment. Estimated arrival isn't available for standard checks sent by USPS.
Paid date — The date the payment was paid.
Void reason and Void date — Why and when BILL voided the payment.
Remittance email — The email BILL sent to the vendor about the payment.
Payment confirmation — For check payments, select Download front or Download back to get the check image. The image is available after the payment clears.