Manage a vendor payment

Open a vendor payment to submit it for processing, approve or reject it, reverse it by voiding, create a PDF, send it by email, or delete it when eligible. The actions available depend on its status, approval state, accounting period, related bills, bank reconciliation, and your approval access, and each accounting action changes the applied vendor-bill balances accordingly.

Before you begin

You need an existing vendor payment. Its status, approval state, accounting period, and related transactions determine which actions are available. See Create a vendor payment.

Submit, approve, or reject a payment

  1. Open the vendor payment.

  2. For a draft, select Submit.

  3. If the payment enters Pending approval, an authorized approver selects Approve or Reject.

A payment posts immediately after submission when approval is not required, or after it is approved when approval is required, and then reduces the applied vendor bill balances. A rejected payment does not post. When available, Withdraw approval returns a submitted payment to an editable state. The posting period becomes read-only after the payment enters the approval workflow.

You can also select eligible rows on the Vendor payments list and use the bulk Submit, Approve, or Reject action.

Void a vendor payment

  1. Open a paid vendor payment for which Void is available.

  2. Select More actions > Void.

  3. Confirm the action.

Voiding reverses the payment’s accounting impact and restores the corresponding amount due on each applied vendor bill. A bill that was paid in full can return to open or partially paid status, depending on its remaining valid applications.

Create a PDF or send a vendor payment by email

Open the vendor payment and select More actions > Create PDF to generate a PDF of the payment.

To email the payment, select More actions > Send by email. Review the recipients, subject, message, and attachments, and then send the email. QuickStart closes the drawer, sends the email in the background, and displays a notification with the result.

Send by email is available only for an approved vendor payment or a payment for which approval was skipped. Sent messages are available with the payment’s related email records.

Delete a vendor payment

Open the vendor payment and select Delete only when the action is available. A vendor payment cannot be deleted while it has an active approval. A submitted payment cannot be deleted when its accounting period is closed. Additional transaction relationships, including bank reconciliation, can also prevent the deletion.

Deleting an eligible vendor payment removes its accounting impact and its payment applications.