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Payments: Bill Pay
Payments: Bill Pay

Everything Payment Initiators need to know about the Bill Pay tab

Ryan Goetz avatar
Written by Ryan Goetz
Updated over a month ago

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.


You'll be putting together bills, whether singly or in groups, choose the amount to pay for a bill, designating the bank account to pay from, and putting these batches together for a Payments Approver to confirm that they should be paid.
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In addition, you can view rejected bills from payment batches, delete bills that don't need to be paid, mark bills as paid that were paid elsewhere, and a number of other features.


Payments Grid

The Payments Grid has a number of fields, which are explained below.

Status Column

Payment Status

  • Unpaid: Bill has not been paid, available to be added to a Payment Batch

  • Partially Paid: A portion of the bill has been paid

  • Rejected: The bill was included in a payment batch that was rejected

    • You have to 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 have to enter into this status to reset the status to Unpaid

  • Deleted: The bill was deleted by a user

  • Pending: A bill is in a payment batch, that has not yet been approved

  • Scheduled: A bill is in a scheduled payment batch, that will be paid in the future

  • Paid: The payment batch has been approved, and the bill has been/will be paid according to their payment method.

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 Batch approval process.
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To learn more about the Invoice Approval Statuses, please reference this article.

View Invoice

  • Click the icon to open up the document viewer

    • Alternatively, clicking "Shift + I" opens or closes the document viewer


Other Fields

These fields show the same data points from the Invoices tab when the invoices were processed, which are:

  • Vendor

  • Invoice Number

  • Invoice Date

  • Payment Terms

If the vendor has a Payment Term with a discount, it will appear in this field in a purple to blue color.

Payment Term 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.

Other Fields Continued

  • Due Date

  • Bill Total

  • Currency

  • Est. Arrival Date

    • If the payment batch were to be approved today, the estimated date in which the payment would be received. This is based upon the payment method of the vendor, with different timing for card, ACH, or check payments.

  • Amount to Pay

    • You can choose to underpay a bill, for a value less than the Bill Total.

  • Pay From Account

    • Select the payment account that the bill should be paid from.

Pay From Account
If there's only one account, you don't need to do anything as it's already selected!


Deleting/Restoring Bills

To delete an open bill, select any number of bills, and then click the "Delete" action button, enter a reason for deletion, and confirm.

To restore a deleted bill, click into the Deleted status icon, and then click Undo Delete.


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

    • Deleted

    • Pending

    • Scheduled

    • Paid

Bill Data

  • Vendor

  • Due Date

  • Invoice Number Contains

  • Bill ID

Audit Log

The audit log will track all changes made during invoice processing, and will include when it's included in a Payment Batch.

Approval Log

This shows the Approval Log from the Invoices tab.

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