Payment Run Record for Payment Assistant
Use the payment run record in Payment Assistant to manage, monitor, and review payment runs.
Review and Approve Payment Runs
Users with permission to approve payment runs can review the details and approve or reject the run.
If a payment run was submitted for approval but needs to be edited, the user who created it can recall the run. Recalling changes the status from Pending approval to Created, so you can edit the list of invoices. After a payment run is approved, you can't recall it.
Monitor Payment Run Status
After a payment run is approved, users can monitor its status and view the list of payments included in the run.
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On the Payments tab, select the payment ID to open the bank draft record and view more details.
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On the Exceptions tab, payments that can't be processed appear. Use the Exception column to identify and resolve issues.
Tip: After you resolve the issue that caused the exception, include the payment in a new payment run. The original payment run record still shows the payment on the Exceptions tab for historical reference.
The payment run record also includes a history of actions taken, including approval status and history.
Review Payment Status
After payments are approved, Payment Assistant withdraws funds from your bank account to pay vendors. Use the Payments tab to track the status of each payment.
Review status of payments:
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Payment status – Shows whether a payment is still open or has been cleared by the vendor. Status updates to Paid when cleared.
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Delivery method – Indicates the vendor’s selected payment method (virtual card, ACH, or check). Before approval, the status is Unknown. After approval, it updates to Pending and then reflects the selected method.
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Available amount – Displays the amount available for each payment:
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$0 when payments aren't funded yet
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Payment amount when payments are funded, but before vendors clear the payments
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$0 after vendors clear the payments
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If refunded, the payment amount appears here and in the Refunded amount column
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Post date, Post status, Clear date, and Reconcile date – Show the payment’s status in Financial Edge NXT to help ensure your accounts are balanced and transactions are recorded.
Frequently Asked Questions
Can I edit the invoice details while it is in the payment run?
Yes. You can update invoice details, such as distributions, at any time. You may need to repost the invoice and record an adjustment.
Can I export or print out the payment run details for my auditor?
Yes. Export the details from your register. Payment runs are recorded as bank draft records.
To export:
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From Treasury, open the bank account used for the payment run.
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On the Register tab, filter by Bank draft transaction type.
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Export the filtered list.
Are check images available on the invoice or vendor record?
No. Check images are available on the bank draft record.
To view:
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From the Payments tab of the payment run record, select the payment ID.
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On the Payment Assistant tile, select Download check image.
How can I match my bank drafts to their payment run?
On the bank draft record, the payment run is linked from the Payment Assistant tile.
How do I reconcile payment runs to payments with Payment Assistant?
If you use bank feeds, payments are automatically matched to their payment run.