Combine or separate bill payments to the same vendor

You can combine payments for multiple bills to the same vendor into one payment. We'll combine checks or ePayments if the payments have the same process date, the same arrives-by date, and you schedule them all to be paid at the same time from the Pay screen.

Combined payments preference

Change preference for all vendors

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

Change preference for individual vendors

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

Note: This setting isn't active unless the global setting under Payables preferences is set to Yes

Schedule payments

Combine payments

  1. Select Bills in the navigation menu
  2. Check the box for the invoice numbers to be paid
  3. Select 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. Select Pen Icon to edit the Process Date
  7. Select Next
  8. Edit email Address
  9. Edit Memo
  10. Select Submit Payments

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

Send separate payments

  1. Select Bills in the navigation menu
  2. Select 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 (optional)
  7. Select Pay
  8. Repeat for each bill for the same vendor

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

Things to know

  • You can schedule payment for a maximum of 200 bills 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 includes 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 includes 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 threshold, that payment won't 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 you schedule separate payments, but you want to combine them:
    1. Select Payments Out in the 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