Combining or separating bill payments to the same vendor

Payments for multiple bills to the same vendor can be combined into one payment. Checks or ePayments will be combined if the payments have the same process date, the same arrives-by date and are all scheduled to be paid at the same time from the Pay screen.

Combined payments preference

Change preference for all vendors

  1. Click Settings
  2. Click Preferences under Payables
  3. Select Yes or No next to Combine Payments
  4. Click Save

Change preference for individual vendors

  1. Click Vendors in the left navigation menu
  2. Click the Vendor name
  3. Click Edit or click More actions and Edit Vendor
  4. Select Yes or No from the drop down for Combine Payments
  5. Click Save

Note: This setting is not active unless the global setting under Payables preferences is set to Yes

Scheduling payments

Combining payments

  1. Click Bills in the left navigation menu
  2. Check the box for the invoice numbers to be paid
  3. Click Review and Pay
  4. Edit Payment Amount for each bill as needed
  5. Edit Pay From on each bill selected
    • Edit Pay From for multiple bills at once by checking the box for each and selecting the bank account under Bulk Updates
  6. Click the Pen Icon to edit the Process Date
  7. Click Next
  8. Edit email Address
  9. Edit Memo
  10. Click Submit Payments

The vendor receives one payment for the total and one confirmation email. There is one transaction fee.

Sending separate payments

  1. Click Bills in the left navigation menu
  2. Click Review and Pay for the applicable bill
  3. Enter the Payment Amount
  4. Select the Payment Process Date
  5. Select the Payment Account
  6. Enter a Memo
  7. Click Pay
  8. Repeat for each bill for the same vendor.

The vendor receives separate payments and a confirmation for each bill. There will be a transaction fee for each payment.

Things to know

  • A maximum of 200 bills can be paid in one batch, no matter how many are combined to one vendor. You can select more than 200 bills at a time, and the system will help you process the first 200, and remember your selection of the remaining bills so you can easily continue with the next batch.
  • The check stub will include a list of up to 35 bills paid instead of an invoice image
  • The maximum number of line items on a check stub is 35
  • The ePayment header record will include the invoice number, invoice date and amount of each individual payment, as well as your company name so the vendor can easily identify the payer
  • If any individual payment is over the risk limit (typically $5,000), that payment will not be accelerated compared to payments under the risk limit and will be sent as a separate payment
  • If there are multiple accounts with the same vendor with different account numbers, the best practice is to create separate vendor records for each account number. This ensures your payment is posted to the right account.
    • Append the vendor name (not the Pay To name) with the last four digits of the account number, to ensure bills are posted to the correct vendor profile
    • Example: AT&T with account numbers 1234567 and 456789 would be created as two separate vendors named "AT&T - 4567" and "AT&T - 6789".
  • If separate payments have been scheduled, but need to be combined:
    1. Click Payments Out in the left navigation menu
    2. If payments are still in Scheduled status, cancel the payments
    3. Re-schedule to issue a combined payment
  • If you sync with accounting software, we sync one payment for each bill (even if it is a combined payment for multiple bills). This applies to offline payments as well.Offline payments syncing to accounting software cannot be combined.
  • To create a combined offline payment:
    • Create the payment in the accounting software first, then record it in and select the Do Not Sync option for the offline payment