Paying Invoices Externally from Corpay Complete

Corpay Complete offers the ability to mark invoices or vendors as paid externally from Corpay Complete. This feature enables you to use Corpay Complete as your single spend management platform.

NOTE: The visibility of information in Corpay Complete is based on roles and permissions assigned to users in addition to company configuration. As a result, some information may not be visible to you or may only be available in a view only format. Follow your company’s accounting processes when completing tasks in Corpay Complete.

This article describes how to perform the following tasks:

• Marking a Single Invoice as Paid Externally
• Marking Multiple Invoices as Paid Externally

Invoice Payment Requirements

The following requirements must be met before an invoice is eligible for payment:

• The vendor payment information must be entered at either the vendor level or invoice level.
• The vendor must have an Active status.
• If an approval workflow is applied, all required approvals must be received.
• If the invoice is linked to a purchase order (PO), the invoice must not exceed the total amount of the PO.

Upon completion of these requirements, invoices will be available for payment under the Pay Invoices tab on the Invoices page.

Marking a Single Invoice as Paid Externally

To mark a single invoice as paid externally from Corpay Complete:

1. Log in to Corpay Complete.

2. Select the Invoices menu item from the left-side navigation pane.

NOTE: The visibility of pages and information in Corpay Complete is based on roles and permissions assigned to users by a company as well as company configuration. As a result, the pages in your left-side navigation pane may be different from the pages in the image above.
3. Select the All Invoices tab.

4. In the Action column of the invoice to be paid externally, select the View icon.

5. On the Invoice Details page, select the Payment Actions drop-down and then select Paid Outside.

6. On the Paid Outside dialog, confirm the payment amount in the Amount field or select the Add More button to add multiple payments against the invoice.

7. The Payment Date field will display the current business day by default. To schedule a future payment date, complete the following steps:

a. In the Payment Date field, click the date picker  icon and select a future payment date.

b. Repeat step a if multiple payments are scheduled against the invoice.

8. Enter a payment memo in the Payment Memo field.

9. Select the Do Not Push to ERP checkbox if the invoice should not be pushed to your ERP.
10. Select the Submit button.

11. The following actions will occur:

• The Status of the invoice will change to Paid.
• The Status of linked PO(s) will change to Closed.
• A payment object will be created with a Status of Cleared.

Marking Multiple Invoices as Paid Externally

To mark multiple invoices as paid externally from Corpay Complete:

1. Select the Invoices menu item from the left-side navigation pane.

2. Select the Pay Invoices tab.

3. In the Pay Invoices table, select the checkbox to the left of each invoice to be paid.

Alternatively, click the Select All checkbox at the top of the Pay Invoices table to select all invoices at once.

4. Click the Bulk Actions drop-down and then select Mark As Paid Outside.

5. The Bulk Paid Outside dialog will display with the following information automatically populated:

• Invoice Number
• Invoice Amount
• Payment Date

6. Confirm or update the following fields in the Bulk Paid Outside dialog:

• Invoice Amount: The amount to be paid on the invoice.
• Payment Date: By default, the current business day populates in the Payment Date field. Click the date picker  icon to enter a different or future payment date.

7. Enter invoice memo in the Memo field.

8. Uncheck the Do Not Push to ERP checkbox if you do not want the invoice payment information pushed to your ERP.

9. Click the Submit button.

10. The following actions will occur:

• The Status of each invoice will change to Paid.
• The Status of the PO(s) that are linked to each invoice will change to Closed.
• A payment object will be created for each invoice with a Status of Cleared.