Payment runs

Paying suppliers takes three different people: one prepares the run, a second approves it, and someone who did not prepare it releases the bank files.

1. Prepare. On Payments, choose New payment run. Spend proposes the approved invoices due by the pay date, grouped into payments by supplier and method, and takes early-payment discounts that are worth it.
2. Guard. The payment run guard agent checks every payment: suppliers excluded or barred, bank accounts changed or verified after the run was prepared, accounts on file for another business, duplicates of invoices already paid, and amounts far above the supplier’s usual. It proposes holding any payment with a reason to stop. Treasury decides.
3. Approve. A second person approves the run.
4. Release. Someone who did not prepare it releases it. Spend produces the NACHA ACH file, the check file with its positive pay file, and virtual card payments, and records the release.

A held payment is taken out of the run; its invoices go on hold with the reason so AP can clear them for a later run.

Methods

• ACH, with a prenote for each new account before the first real payment.
• Check, with a positive pay file for your bank.
• Single-use virtual card, where the supplier accepts it.

After release

Payments made in your ERP are read back, so the Payments list and the supplier portal show every payment, wherever it was made.