Combining or separating bill payments to the same vendor

Payments for multiple bills 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.

Combined payments preference

By default, payments to the same vendor with the same process date scheduled at the same time will be combined.

Change preference for all vendors

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

Change preference for individual vendors

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

Note: This setting is not active unless the global setting under Payables preferences is set to Yes

Scheduling payments

Combining payments

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

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

Sending separate payments

  1. Click Bills in the left navigation pane
  2. Click 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
  7. Click Pay
  8. Repeat for each bill for the same vendor.

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

Things to know

  • Up to 35 bills can be combined into a single check or ePayment
  • The check stub will include a list of invoices paid instead of an invoice image
  • The maximum number of line items 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 the vendor can easily identify the payer
  • If any individual payment is over the risk limit (typically $5,000), that payment will not 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 separate payments have been scheduled, but need to be combined:
    1. In the left navigation pane, click Payments Out
    2. If payments are still in Scheduled status, cancel the payments
    3. Re-schedule to issue a combined payment