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Combining or separating bill payments to the same vendor

Bill payments 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.

Combining payments

  1. Hover over Payables, click Pay
  2. Select bills to the same vendor with the same Process Date (if necessary, edit the Process Dates to match)
  3. Click Pay

The vendor receives one payment for the total and one confirmation email. There is a charge for one payment.

Sending separate payments

  1. Hover over Payables, click Pay
  2. Select one bill for the vendor
  3. Ensure the process date is accurate
  4. Edit the process date if necessary
  5. Click Pay

Repeat for each bill for the same vendor.

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

Things to know

  • will combine up to 35 payments into a single check or ePayment and you will only be billed for one transaction
  • The check stub will include a grid for the payments instead of an invoice image. The grid contains the invoice number, invoice date and amount of each individual payment.
    • The maximum amount of line items allowed 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 your vendor can post the payment easily
  • If any individual payment is over your risk limit (typically $5,000 if you've created more than 5 payments with us), that payment will go slower than your other payments and will be sent on a separate check or ePayment file
  • If you have multiple accounts with the same vendor, and multiple account numbers, the best practice is to create separate vendor records for each account number. Append the vendor name (not the Pay To name) with the last four digits of the account number, so that bills are posted to the correct vendor profile (For example: AT&T with account numbers 1234567 and 456789 would be created as two separate vendors named "AT&T - 4567" and "AT&T - 6789"). This ensure payments are posted to the right account. 
  • To prevent us from combining multiple payments to the same vendor, be sure to schedule them with different process dates or select to pay each bill one at a time
  • If separate payments were scheduled but need to be combined:
    1. Hover over Payables, click Payments
      • if payments are still in Scheduled status, cancel the payments, then re-schedule to pay them together
  • If syncing 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.