Payment Run Record for Payment Assistant

Use the payment run record in Payment Assistant to manage, monitor, and review payment runs. You can also confirm the payment provider, bank account, and funding method for the run, including any DBA information associated with the bank account.

Review and Approve Payment Runs

Users with permission to approve payment runs can review the details and approve or reject the run. Only users who are assigned as approvers for the current approval tier can reject a run.

If a payment run was submitted for approval but needs to be edited, the user who submitted it for approval can recall the run. Open the record, select More, then select Recall. 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. While Payment Assistant processes the run, the status is Approved and a progress indicator shows the steps: In queue for processing, Generating bank drafts, and Transmitting payments to partner.

If the bank account for a payment run is disconnected, the record displays Bank account disconnected, and you can't edit, submit, or approve the run.

• On the Overview tab, track the run's financial progress and approval status at a glance. The Outstanding and Paid amounts show how much of the run has cleared, and the Payments count shows the total number of payments in the run. For runs with approval tiers, the pending approvals count shows how many approvals remain before the run can proceed. If a tier shows No payments for this tier, no invoices in the run meet that tier's criteria — no action is needed for it. With BILL, the status section also shows the estimated fees for the run.

• On the Payments tab, select the payment ID to open the bank draft record and view more details.

• If the run has exceptions, an Exceptions tab appears with the payments that can't be processed. 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 The original payment run record still shows the payment on the Exceptions tab for historical reference.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:

• Payment status – Shows whether a payment is still open or has been cleared by the vendor. Status updates to Paid when cleared.

• Delivery method – Indicates the vendor’s selected payment method (virtual card, ACH, or check). It shows Pending until the method is known and then reflects the selected method. With BILL, it can show an estimated method before approval so that Payment Assistant can estimate fees.

• Available amount – Displays the amount available for each payment. This column is hidden by default, so select Columns to show it.

  • Payment amount before the payment run is funded, and after it's funded but before vendors clear the payments

  • $0 after vendors clear the payments, or while a payment is pending

  • If refunded, the payment amount appears here and in the Refunded amount column

• 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.

• Approval tier and EFT sharing – Show the approval tier for each payment and the vendor’s EFT readiness when the payment run was approved.

Frequently Asked Questions