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Multiple Payee Payment Form

Learn how to use the Multiple Payee Payment Form to pay vendors, individual payees, and employees in one batch.

The Multiple Payee Payment Form allows you to pay several payees using one form and one submission. You can pay vendors, individual payees, and employees in the same batch.

The form supports invoices with or without a purchase order. You can also mix payment methods in the same batch. For example, one payee can use autopay while another is processed by manual check.

Where to find the form

Go to Payments Module > Forms > Multiple Payee Payment Form.

Note
Forms created before this update may still appear as Multiple Vendor Payment Form.
These historical forms remain accessible and fully functional.

Payee types

The form supports three payee types. Each payee type has different rules for autopay and purchase order linking.

Vendor

  • Pay ID field: Vendor Number
  • Supported payment methods:
    • Autopay
    • ACH
    • SmartPayables
    • Manual Check

Individual Payee

  • Pay ID field: Payee Code
  • Supported payment methods:
    • Autopay
    • ACH
    • SmartPayables
    • Manual Check

Employee

  • Pay ID field: Employee ID
  • Supported payment methods:
    • Autopay
    • ACH
    • Manual Check

Important

  • If autopay is enabled for an employee and ACH information is missing, a warning appears.
  • Employee payments must be processed as manual checks through Check Batch Processing unless ACH information is available.

Step 1: Access the form

  1. Go to the Payments module.
  2. Click Forms.
  3. Select Multiple Payee Payment Form.

After opening the form, you will see two options:

  • Add Additional Item
  • Import from Excel

Option 1: Import from Excel

Use this option to upload multiple payments at once using a spreadsheet.

  1. Click Import from Excel.
  2. Choose the import method by Amount or by Percentage.
  3. Click Download Template.
  4. Complete the template using the required format.
  5. Click Choose File.
  6. Select the completed file.
  7. Click Import.

Import rules

  • Payee Type is required on every row.
  • Valid payee type values are:
    • Vendor
    • Individual
    • Employee
  • Enter either Payee Name or Pay ID.
  • Do not enter both.
  • Do not leave both blank.
  • For vendors, use the Vendor Number as the Pay ID.
  • For employees, use the Employee ID as the Pay ID.
  • For individual payees, use the Payee Code as the Pay ID.
  • Select the import method by Amount or Percentage before importing.

Note
If the import fails, the system automatically downloads an Excel file showing which rows failed and why.
Correct the errors in the file and import it again.

Option 2: Add Additional Item

Use this option to enter payments one line at a time.

  1. Click Add Additional Item.
  2. Select a payee type:
    • Vendor
    • Individual Payee
    • Employee

Note

  • The system applies your last used payee type to each new row automatically.
  • If you change the payee type after selecting a payee, the payee field clears.
  • This prevents mismatches between payee type and payee name.

Step 2: Enter payment details

The fields you complete depend on the payee type and whether the payment relates to a purchase order.

Vendor payment linked to a purchase order

Use this option when the payment is tied to an existing purchase order. This is available only for the Vendor payee type.

  1. Select the Relates to PO checkbox.
  2. Select the purchase order in Search Order.
  3. Review the fields the system fills in automatically:
    • PO Number
    • Original PO Amount
    • Remaining Balance
    • Vendor Name
  4. If the vendor has more than one remittance address, select the correct one.
  5. Enter the Invoice Date and Invoice Number, if applicable.
  6. Choose whether to enable Autopay.
  7. Enter the Short Description.
  8. Enter Additional Details, if needed.
  9. Enter the Total Payment Amount, Fiscal Year, Fiscal Month, and Effective Date of goods or services, if applicable.
  10. In the PO Services section, click the green action button to update Charges Received and Transaction Amount so they match the total payment amount.

Note
GL accounts are pulled from the original purchase order automatically.
You do not need to enter them manually for PO-related invoices.

Vendor payment not linked to a purchase order

Use this option when the payment is not tied to a purchase order.

  1. Leave Relates to PO unchecked.
  2. Select the vendor.
  3. Choose whether to enable Autopay.
  4. Enter the Invoice Date and Invoice Number, if applicable.
  5. Enter the Short Description.
  6. Enter Additional Details, if needed.
  7. Enter the Total Payment Amount.
  8. Select Amount or Percentage.
  9. Enter the Fiscal Year, Fiscal Month, and Effective Date, if applicable.
  10. Select the Account Type, Department or Fund, and GL Account String.
  11. Enter the amount.
  12. To split the payment across multiple GL strings, click Add GL Account and complete each line.

Note
If a GL account string is linked to a Project Grant and task, an additional field appears so the payment can be associated with that project and task.

Individual payee payment

Use this option for a non-vendor payee.

  1. Select Individual Payee as the payee type.
  2. Select or enter the payee name.
  3. Choose whether to enable Autopay.
  4. Enter the Short Description.
  5. Enter Additional Details, if needed.
  6. Enter the Total Payment Amount.
  7. Select Amount or Percentage.
  8. Enter the Fiscal Year, Fiscal Month, and Effective Date, if applicable.
  9. Select the Account Type, Department or Fund, and GL Account String.
  10. Enter the amount.
  11. If a Project Grant or task field appears, complete it.
  12. To add more GL strings, click Add GL Account and complete each line.

Employee payment

Use this option for employee reimbursements or other employee-related payments.

  1. Select Employee as the payee type.
  2. Choose the employee from the dropdown.
  3. Enter the Invoice Date and Invoice Number, if applicable.
  4. Enter the Short Description.
  5. Enter Additional Details, if needed.
  6. Enter the Total Payment Amount.
  7. Select Amount or Percentage.
  8. Enter the Fiscal Year and Fiscal Month.
  9. Select the Account Type, Department or Fund, and GL Account String.
  10. Enter the amount.
  11. Upload any supporting documents in the document upload section.

Important

  • Employees cannot be paid by autopay check because home addresses are not stored in the system.
  • If autopay is enabled and ACH information is missing, a warning appears.
  • Employee payments without ACH information must be processed as manual checks through Check Batch Processing.

How autopay works

Autopay processes the payment electronically without printing a check. The system determines the method based on the payee setup and available payment information.

Autopay scenarios

  • Vendor or Individual Payee with ACH information on file: Payment processes as ACH automatically.
  • Vendor or Individual Payee with SmartPayables and no ACH: Payment processes as a SmartPayables autopay check.
  • Employee with autopay and ACH information on file: Payment processes as ACH.
  • Employee with autopay and no ACH information: A warning appears and a manual check is required.
  • Any payee with autopay disabled: No automatic posting occurs. The payment must be processed through Check Batch Processing.

Step 3: Save and review

  1. After entering all payments, click Save.
  2. The form saves as a draft.
  3. Review the payment groups by payee type:
    • Vendor payments use neutral shading
    • Individual payee payments use light gold shading
    • Employee payments use light blue shading
  4. Review each group subtotal.
  5. Review the grand total at the bottom.
  6. In the payments table, click Actions on any row to view:
    • GL accounts
    • Project or grant details
    • Payee name
    • Description
    • Additional details

Note

  • The Entry Number column stays blank while the form is in draft status.
  • It populates after the form is completed and approved.
  • Use the three-dot menu in the top right to open Start New Form.
  • This opens a blank form without returning to the module list.
  • The Presence Indicator in the top right shows the initials of anyone currently viewing or editing the same form.

Step 4: Edit and submit for approval

  1. Click Edit at the top left to make changes before submitting.
  2. To edit a specific payment line, click Edit in that row’s Actions column.
  3. Update the information.
  4. Click Save in the row to save the change without leaving Edit Mode.
  5. When all edits are complete, scroll down and click the main Save button to exit Edit Mode.
  6. Click Submit for Approval to begin the workflow.

Note
For details on the approval workflow, refer to the Workflow Management training video in the Training module under Workflow Management.

Step 5: View GL postings

After the form is completed and approved, the Entry Number and View Postings fields populate.

Click the eye icon in the View Postings column to review posting details for any payment line.

Posting types

  • Accounts Payable credit: Appears when the form is completed
  • Expense account debit: Appears when the form is completed
  • GL Cash Posting for autopay: Appears for vendors and individual payees with ACH or SmartPayables
  • GL Cash Posting for manual payments: Appears after manual check batch processing in Payments > Data Management

Note
For manual check payments, a down arrow appears next to the View Postings column after check batch processing is complete. Use it to view or download the processed check.

Step 6: Process manual checks

Payments without autopay must be processed manually. This includes employee payments that do not have ACH information.

Go to Payments Module > Data Management > Check Batch Processing.

  1. Locate the payment form in Check Batch Processing.
  2. Select all associated payment lines.
  3. Assign the check number.
  4. Select the bank account.
  5. Choose whether to include a signature.
  6. Click Save.
  7. Print the checks.

Note

  • For full check batch processing instructions, refer to the Check Batch Processing training video in the Training module under Payments.
  • Warnings appear for employees when the home address is not on file.

Payment reports

After the Multiple Payee Payment Form is completed, all payment data is available in payment reports.

Go to Payments Module > Reports.

You can review processed payments in reports such as:

  • Check Listing Report
  • Payment Transactions Detail Report

Need help?
If you have questions about the Multiple Payee Payment Form, contact the Aclarian Client Support team for assistance.