Navigating the Payment Details Page

The Payment Details page is where users can:

• Send a message to other users in the company or to a vendor (supplier).
• Clear, submit, or edit a payment.
• View a summary of an upcoming payment and the estimated debit date when funds will be taken from the user’s account.
• Restart, request, preview, and delete approval workflows.
• Review invoice(s) associated with a payment.
• Upload or review documents that are associated with a payment.

To access the Payment Details page, click the Payment Number hyperlink or View  icon in the Action column.

Action Buttons

The top of the page has multiple action buttons, which vary depending on the status of the payment.

Pending Payment Action Buttons

Processing Payment Action Buttons

Cleared Payment Action Buttons

The following table describes the action buttons at the top of the Payment Details page.

Item	Description
A – Message	Click the Message button to open the Message dialog, where users can access the following options: Internal Chat – Use this tab to send an internal message to the payment submitter or approver(s). Vendor Chat – Use this tab to send a message to a vendor or respond to a message. To inform users about the internal or vendor-facing message, enter their names in the Notify User(s) field. If no user is added to the Notify User(s) field, only users with Admin roles will receive a notification of a new message.
B – Clear Payment	This button manually clears the payment. Clearing a payment will put the payment into a Cleared status and will put the invoice into a Paid status. Note: This button is intended for users whose companies do not process payments in Corpay Complete but use it for record keeping and need to ensure that the records match.
C – Submit Pay Now	Click the Submit Pay now button to manually submit the payment ahead of schedule. Ensure the payment is error-free and ready to be sent.
D – Edit Payment	This button lets authorized users edit the payment or GL accounts in the Edit Payment dialog.
E – Void Payment	Click the Void Payment button to void the payment. All invoices will be released, and the payment can no longer be edited.

Payment Info Tab

Payment information is listed under the Payment Info tab.

The following table defines the fields associated with the Payment Info tab.

Item	Description
A – Number	This field contains the payment number in Corpay Complete.
B – Vendor	This field contains the vendor’s name. Click the Vendor hyperlink to open the Vendor Details page.
C – Vendor ID	This field contains the customer-provided vendor identifier if present. If no Vendor ID exists, this field will not display.
D – Vendor Location ID	This field contains the customer-provided location identifier for the vendor. If no Vendor Location ID exists, this field will not display.
E – Payment Date	This field contains the date the payment was paid or is scheduled for payment.
F – Funding Date	This field contains the date when funds were pulled from the customer’s bank account. Note: This field is used by Full AP customers.
G – Scheduled Payment	This field indicates whether a payment has a scheduled payment date (Yes) or not (No).
H – Ref. Number	This field contains the reference number for the payment.
I – External ID	This field contains the payment number from the user’s ERP system, if applicable. Utilize this number to find a payment in the user’s ERP.
J – Amount	This field contains the payment amount.
K – Balance	This field contains the balance of any associated credit memos.
L – Currency Code	This field contains the three-letter currency code for the payment.
M – Subsidiary	This field contains the subsidiary name.
N – Remit from Acc No	This field contains the account from which the payment amount was or will be withdrawn.
O – Originating Account	This field contains the account from which the payment originated.
P – Payment Method Type	This field contains the payment method used to make the payment.
Q – Settled Payment Method Type	This field contains the payment method used to settle the payment.
R – Check Number	This field contains the check number used to make the payment, if applicable.
S – Batch Id	This field contains the payment run (batch) unique identifier associated with the payment.
T – Payment Trans Id	This field contains the alphanumeric number received from the payment provider once the payment has succeeded. This field is the same as the Authorization Code field.
U – Transaction Details	Click the See More hyperlink to open the Transaction Details dialog.

Transaction Details

The Transaction Details dialog is where users can view additional information about a payment.

The following table defines the fields associated with the Transaction Details dialog.

Item	Description
A – Remit From Acct No	This field contains the account from which the payment amount was or will be withdrawn.
B – Originating Account	This field contains the account from which the payment originated.
C – Payment Method Type	This field contains the payment method used to make the payment.
D – Settled Payment Method Type	This field contains the payment method used to settle the payment.
E – Bank Status	This field contains the payment status with the bank. Note: This field only populates when the transaction was sent for processing with the financial institution.
F – On Hold	This field indicates whether the payment has been put on hold. Typically, users put payments on hold through their ERPs.
G – Transaction Status	This field contains the status of the transaction. In the example above, the payment is pending approval from the first approver in the approval workflow.
H – Integration Id	This field contains the Corpay Complete internal identifier for bank integrations.
I – Batch Id	This field contains the unique identifier for the payment run (batch).
J – Payment Trans Id	This field contains the alphanumeric number received from the payment provider once the payment has succeeded. This field is the same as the Authorization Code field.
K – Payment Trans Date	This field contains the date of the payment transaction.
L – Payment Status	This field contains the payment status.
M – Payment Run Batch Number	This field contains the batch number for the associated payment run if present.
N – Authorization Code	This field contains a unique identifier used to confirm that the payment is valid.
O – FX Rate	This field contains the foreign exchange rate, if applicable. A payment in dollars will not have a foreign exchange rate. The default is 1.
P – Response Desc	This field provides an update on the transaction.

Depending on the Payment Method Type, an EFT/EDI field may display:

• EFT/EDI – This field is specific to check payments and does not display on the Transaction Details dialog for ACH. Click the EFT/EDI hyperlink to open the EDI Payment Info page.
  • The information in the File Name and File Output At fields can be given to the user’s bank to determine if a payment has been processed.

Accounts Tab

The Accounts tab is where users can find information about their Company’s general ledger (GL) accounts. The fields that display on the Accounts tab may vary depending on Company configuration.

The following table defines the fields associated with the Accounts tab.

Item	Description
A – Account Type	This field contains the type of GL account. GL Debit Account – This is a general ledger that records money coming into an account (refunds). GL Credit Account – This is a general ledger that records money coming out of an account.
B – Account	This field contains the GL code and the description of the code.
C – Amount	This field contains the payment amount.
D – Department	This field contains the name of the department to which the GL is connected.
E – Business Unit	This field contains the Business Unit to which the payment is connected. A Business Unit is defined as a distinct division or section within a company that operates with a degree of autonomy, allowing for separate tracking of its financial performance, including revenue, expenses, and profit/loss.
F – Location	This field contains the name of the location to which the GL is connected.
G – Project	This field contains the name of the project to which the GL is connected.
I – Memo	This field contains any notes that need to be tied to the account/payment.
J – Edit Accounts	Click the Edit Accounts button to open the Edit Payment Accounts dialog.

Payment Method Tab

Payment Method Grid

The Payment Method grid contains information about the payment method used for the payment.

The following table defines the fields associated with the Payment Method grid.

Item	Description
A – Bank	This field contains the bank name for the payment method.
B – Type	This field contains the payment method type, such as ACH.
C – Account Type	This field contains the type of account for the payment method.
D – Currency	This field contains the currency associated with the payment method type.
E – Bank Address	This field contains the address of the bank for the payment method.
F – Edit Method	Click the Edit Method button to open the Payment Method dialog, where users can edit details about the payment method, such as the Account Holder and Account Number. Note: This button is only available to users with admin payment permissions, such as admin_payment.

Payment History

Once the payment has cleared, the Payment History tab provides details about the payment, such as the Payment Settlement Date and Remittance document. This tab also includes information if a payment was reissued or voided.

The following table defines the fields associated with the Payment History tab.

Item	Description
A – Reference No.	This field contains the reference number for the payment.
B – Type	This field contains the type of payment. The previous example is an original payment because it was not voided or reissued.
C – Settled Payment Method Type	This field contains the payment method used to settle the payment.
D – Card/Check Number	This field contains the card or check number for the payment.
E – Funding Date	This field contains the date when funds were pulled from the customer’s bank account. Note: This field is used by Full AP customers.
F – Payment Date	This field contains the date the payment was paid or is scheduled for payment.
G – Payment Settlement Date	This field contains the date when the payment was settled.
H – Amount	This field contains the amount of the payment.
I – Remittance	Click the Remittance  icon to view and download a copy of the remittance advice.
J – Memo	This field contains any notes that need to be tied to the account/payment.

Invoices Tab

All linked invoices are displayed in the Invoices tab. This section appears on all Payment Details pages.

The following table defines the fields associated with the Invoices tab.

Item	Description
A – Number	This field contains the invoice number. Click the Number hyperlink to open the Invoice Details page in the Invoices module.
B – Status	This field contains the invoice status.
C – Amount Applied	This field contains the invoice amount applied to the invoice balance.
D – Amount Discounted	This field contains the amount of any discounts applied to the invoice, if applicable. The discount payment will be coded as a discount to the ERP, so the full amount of the invoice is not paid.
E – Date	This field contains the invoice date.

Credit Memos Tab

The Credit Memos tab displays credit memos applied to payments.

The following table defines the fields associated with the Credit Memos tab.

Item	Description
A – Number	This field contains the credit memo number.
B – Status	This field contains the credit memo status. If it displays in the Vendor Credits grid, the status will be Applied, meaning the credit memo was applied to the payment.
C – Amount	This field contains the full amount of the credit memo.
D – Amount Applied	This field contains the amount of credit applied to the payment.
E – Invoice	This field contains the invoice number.

Approval Workflow

In Corpay Complete, users can have unique approval workflows for payments. These approval workflows dictate the user(s) who must review and approve the payment prior to issuing a payment.

 Approval workflows are configured in the Administration module, but individual approval workflows can be modified in the Payment Details section of the Payments module.

The following table defines the fields and actions associated with the Approval Workflow section.

Item	Description
A – Approval Steps	This field contains the user’s company’s internal name for the approval workflow.
B – Last Updated Date	This field contains the last time the account was updated. Typically, this date refers to the date when the payment was sent for approval, as this process is considered an update.
C – Approved Date	This field contains the date the payment was approved by the listed approver.
D – Rejected Date	This field contains the date the payment was rejected by the listed approver.
E – Approvers	This field contains the approvers included in the workflow. If multiple approvers are listed, all must approve the payment before it can be approved in the system.
F – Status	Clicking the Status hyperlink opens the Approval Details dialog. It displays the approver name and email, the date the approver email was sent or the date the payment was approved/rejected, the status, and any notes. Status Options: Sent – This status means that an approval email was sent for the payment. The approver will automatically get a reminder email every seven days to approve the payment. Approved – This status means that the payment was approved. Rejected – This status means that the payment was rejected.
G – Resend Request	Click the Resend Request icon to send another approval email notification to the approver. Corpay Complete automatically sends approval notifications every seven days to remind approvers until a response is received.
H – View	Click the View  icon to open the Approval Details dialog. This is the same information displayed when clicking a Status in the Status column.
I – Delete	Click the Delete icon to delete the listed approver. Users are first asked to confirm deletion of the approver on the Confirm dialog. After clicking OK, the approver is deleted.
J – Restart	Restart – Click this button to restart the entire approval workflow. After clicking OK on the Confirm dialog, a Reset success message will display. All approvers in the workflow will receive an email notification requesting payment approval, initiating the approval process again.
K – Request Approval	Click this button to open the Request Approval dialog, which enables users to select an additional approver or add one if none exists.
L – Preview Workflow	Click this button to open the Workflow Preview dialog, which displays all approval steps in the approval workflow.
M – Delete	Click the Delete  icon to delete the entire workflow. The Confirm dialog will display, asking if the user wants to delete the entire approval workflow. Note: Staff users do not have access to the Delete icon. Deleting an approval workflow from a payment will not change the company settings for automatically configured approval workflows.

Documents

The Documents section contains supporting documents for the payment and return files after the payment run is in an Approved status.

Users can click the Upload button to upload documentation relevant to the payment, including checks.

Hover over the document to display the download  and delete  icons.

Data Audit Log

The Data Audit Log tracks every step a payment takes, from its creation to its cleared status. Users can utilize the Data Audit Log to keep track of their data audits.

The most recent payment updates appear at the top of the log, while the creation message is located at the bottom, as it marks the first step in the process.

Activities

The Activities section is similar to the Data Audit Log. It shows any activity that is done to the payment, including approvals, syncs, and integration runs.

The most recent payment updates appear at the top of the Activities section.