Track Submitted Payments for Payment Assistant
In Payables, go to Payment Assistant, then select the Payments tab to view all payments that were successfully submitted in approved payment runs. This view gives you a quick way to see all open payments, as an alternative to the payment run record.
You can track the current status of each payment. With REPAY, you can also download its documentation, and if the vendor chose to be paid by check, you see a link to download the check image. With BILL, you can find the check image on the bank draft record after the payment clears.
Note: With REPAY, the payment confirmation you download isn't the same as the confirmation message the vendor receives. Vendors get a formal message from your payment provider that's tailored to their selected payment method. Your confirmation provides internal documentation only.
You can also search, choose which columns to display, and export payment details. Use the export to show auditors when and how payments were sent to vendors, or to analyze your data — for example, to identify which checks are still open.
Payment Statuses 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, the Payments tab shows the status that BILL reports for each payment. BILL adds columns for the process date, estimated arrival, confirmation number, and estimated fees. The process date, estimated arrival, and confirmation number columns are hidden by default, so select Columns to show them. The process date is the date BILL debits your bank account for that payment, and it can differ for payments in the same payment run. The estimated arrival is the date the vendor receives the payment, calculated for each delivery method. It isn't available for standard checks sent by USPS First Class mail because they have no tracking. Estimated fees are based on the payment method when BILL sends the payment. Learn the order that a BILL payment moves through its statuses in the processing timeline for Payment Assistant.
On Hold Status for a BILL Payment
BILL is holding the payment before it sends the payment to the vendor. To see why, open the payment's bank draft record, where the payment event shows the reason:
On hold - Funds have not yet been debited — BILL hasn't debited your bank account for the payment yet.
On hold - Payment pending risk verification by BILL — BILL is verifying the payment as part of its risk review.
On hold - Payment pending manual review by BILL — BILL is manually reviewing the payment before it continues.
If a payment stays on hold, contact Blackbaud Customer Support for help.
Errored Status for a BILL Payment
An Errored payment needs your attention. The payment event on the bank draft record shows the reason, and its help text explains it:
Errored - Funding failed — BILL sent the funds to the vendor before the payment cleared your bank account. BILL contacts you with instructions to resolve the payment.
Errored - Disbursement failed — The vendor's bank returned or rejected the payment. The funds for the payment are on hold with BILL.
To resolve an Errored - Disbursement failed payment, stop the payment and either refund it to return the funds to your funding bank account or reissue it to send the payment again. A stop payment fee applies. Learn about stopping a payment with BILL and the fees.
Cancel or Stop a BILL Payment
You can also cancel or stop a payment from its menu on the Payments tab. Cancel payment is available while BILL still has the payment scheduled. Stop payment is available when the payment can be voided, and you then choose Stop and refund or Stop and reissue. You need the stop payments permission.
Other BILL Payment Statuses
A Voided payment with the reason Funding failed means BILL had an issue funding the payment and debited nothing. Contact Blackbaud Customer Support for help. An Escheated payment means BILL remitted the funds to the state. Learn how these statuses and the other payment events appear on the bank draft record.