Welcome to the guide for everything that Payment Initiators need to know about putting together Payment Batches via Vic.ai Payments on the Bill Pay tab.
Payments Grid
The Payments Grid has a number of fields, which are explained below.
Status Column
Payment Status
Unpaid: Bill has not been paid
Partially Paid: A portion of the bill has been paid
Rejected: The bill was included in a payment batch that was rejected.
Enter into this status, and acknowledge the rejection to reset the status to Unpaid
Voided: The payment batch was originally approved, but then voided.
You will need to enter into this status to reset the status to Unpaid
To see what status an icon represents, hover over it with your cursor for more information! Clicking into it may also bring up more interaction options.
Marking as Paid
For Unpaid and Partially Paid payment status, you can enter into the Payment Status and manually mark the bill as paid. This is denoted by the orange asterisk and will show that you marked the bill as manually paid.
Approval Status
This shows the approval status from the Invoice tab, clicking into it will show the approval log from Invoices. This is not connected in any way, shape or form with the Payment Approval process.
To learn more about the Invoice Approval Statuses, please reference this article.
View Invoice
Click the icon to open up the invoice viewer
Alternatively, clicking "Shift + I" also opens or closes the invoice viewer
Terms
If the vendor has a Payment Term with a discount, it will appear in this field in a purple to blue color.
Discount Window
If using Vic.ai Payment Terms functionality, the applicable early payment discount window will appear here! You'll see the overdue or remaining days after the Due Date.
Vic.ai will default to paying the discounted value if within the discount window, but the user can choose to pay the Bill Total or other amount at their discretion.
Views
Default Views:
Open Bills: Open bills are unpaid or partially paid. They all have a positive balance that requires payment.
Closed Bills: Closed bills are pending or have been paid and successfully and moved to your connected system.
Sort Options
Due Date
Bill Total
Inserted At
Invoice Date
Invoice Number
Vendor
Filter Options
Status
Open Bills
Unpaid
Partially Paid
Rejected
Voided
Closed Bills
Pending
Paid
Bill Data
Vendor
Due Date
Invoice Number Contains
Bill ID
Audit Log