In Accrualify, you can either pay invoices individually or in bulk. You can send out a payment immediately or schedule it for a future date. This help article will go over all the ways and options you have to pay your invoices through Accrualify.
Before you can pay an invoice, basic criteria must be met. For an invoice to be eligible for payment, the following must have happened:
- Vendor payment information must be entered at either the vendor or invoice level.
- All required approvals must have been received (if workflow is applied).
- If the invoice is linked to a purchase order, the invoice must not exceed the total amount of the PO.
If these requirements are met, the invoice will be available for payment under the "Pay Invoices" tab in the Invoices section. The only invoices eligible for payment you will not have access to in this section are those for vendors flagged to be paid externally from the Accrualify platform. We will address those later on in this article.
The "Pay Invoices" section is a specialized grid with editable fields so you can quickly change payment amounts and payment dates.
Once you have the payment amount and payment dates set for all the invoices you wish to pay, simply select the invoice row for each one and click on the "Bulk Action" button, then select the "Submit for Payment Approval" option.
To pay a single invoice from this grid, simply click on the green payment icon () in the action column. This will open a confirmation window where you can leave payment details as is or schedule multiple payments against a single invoice.
Once you have submitted a payment, it will automatically be sent into the appropriate payment approval workflow if one has been set. If no payment approval workflow has been set, your payments will go out automatically on their scheduled payment dates.
Invoices for vendors flagged to be paid externally from Accrualify
Accrualify offers the ability to flag vendors or invoices as paid externally from the platform. This means that you can still use Accrualify as your single source of truth for all spend. Invoices that are eligible for payment but are marked to be paid outside of Accrualify will not appear in the "Pay Invoices" tab.
To log payment information against one of these invoices, you will need to start out in the general "Invoices" tab in the Invoices section.
Next, be sure to expose the Payment Method column in the grid view. If you don't already have that open, simply click on the column editor button () at the top right of the grid and select the "Payment Method" option in the drop down.
Once the Payment Method is visible, toggle open the column filters by clicking on the purple funnel icon on the top right of the grid.
Once your column filters are visible, select "Open" under the Status column and "External" under the Payment Method column.
These filters will narrow down your invoices to those ready to pay and flagged for external payment.
Next, click on either the invoice number or the view icon in the actions column to see the invoice details. Click on the "Paid Outside" button on the top right of the screen.
This opens a modal window where you can enter the payment date, a payment memo, and select whether you want to push the payment information into your ERP. Once submitted, a payment number is created against that invoice.