---
title: Multiple Payee Payment Form
description: Learn how to use the Multiple Payee Payment Form in Aclarian, including payee types, import options, autopay behavior, manual check processing, GL postings, and payment reporting.
---

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May 14, 2026

# 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.
> 
> - **Email**: [clientsupport@aclarian.com](mailto:clientsupport@aclarian.com)
> - Contact your assigned Customer Support liaison

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