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

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. 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. Select the checkboxes for the invoice numbers to pay
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 the same time by checking the box for each and selecting the bank account under Bulk Updates
6. Select the Edit Icon to edit the Process Date
7. Select Next
8. Edit email Address if applicable
9. Edit Memo if applicable
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 the checkbox for one bill
3. Select Review and Pay
4. Enter the Payment Amount
5. Select the Payment Process Date
6. Select the Payment Account
7. Enter a Memo (optional)
8. Select Pay
9. 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 combine up to 35 bills into a single check or ePayment
• You can pay up to 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 invoices paid instead of an invoice image
• The maximum number of line items on a check stub is 35
• For individual payments, the ePayment header record on your vendor's bank statement includes the invoice number, invoice date and amount of the payment, as well as your company name so the vendor can easily identify the payer
  • If multiple bills are paid with one payment, invoice number will not show, instead it will say "Multiple Invoices"
  • [Company Name] KEYCASHFLOW [Payment Confirmation] MULTIPLE INVOICES
• 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 posts 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 post 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 navigation menu, select Payments Out
  2. If payments are still in Scheduled status, cancel the payments
  3. Re-schedule to issue a combined payment