---
title: Multiple Payment Form
description: Learn how to use the Multiple Payment Form in Aclarian, including batch setup, adding invoices, reviewing payments, submitting for approval, GL posting behavior, and check batch processing.
---

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1. [Aclarian Client Support Knowledge Base](https://support.aclarian.com/aclarian-client-support-knowledge-base?hsLang=en-us)
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May 14, 2026

# Multiple Payment Form

## Learn how to create, review, submit, and process multiple invoice payments for a single payee using one form.

The Multiple Payment Form allows you to pay a single payee for multiple invoices using one form. It supports invoices linked to purchase orders and invoices that are not linked to a purchase order.

Use this form when you need to group several payments together instead of submitting a separate payment form for each invoice.

### Where to find the form

Go to **Payments Module \> Forms \> Multiple Payment Form**.

### Step 1: Complete the batch header

The batch header applies to the entire form. Complete this section before adding invoices.

#### Batch header fields

- **Payee Type**: Select **Vendor**, **Individual**, or **Employee**. This controls which payees appear in the **Payee Name** list.
- **Payee Name**: Select the payee from the dropdown. Payee records come from the Purchasing Module under Data Management.
- **Batch Invoice Date**: Enter the date for the batch, if needed.
- **Batch Invoice Number**: Enter a batch reference number, if needed.
- **Batch Short Description**: Enter a memo that will print on the check. This field allows up to 50 characters.
- **Batch Additional Details**: Enter any additional notes for the batch.
- **Autopay**: Choose whether autopay should be enabled for the payment. This setting affects when the GL Cash Posting is created.

> **Note**
> 
> - Vendor, Individual, and Employee records are managed in the Purchasing Module under Data Management.
> - If a payee does not appear in the dropdown, confirm that the record exists there first.
> - The batch header information is used for the check and check stub details.

### Step 2: Add invoices

After completing the batch header, add invoices using one of two methods:

- **Import from Excel**
- **Add Additional Item**

#### Option A: Import from Excel

Use this option when you need to add multiple invoices at once.

1. Click **Import from Excel**.
2. Choose the import method by **Amount** or by **Percentage**.
3. Click **Download Template**.
4. Complete the template with your invoice data.
5. Click **Choose File**, select the completed file, and click **Import**.

#### Option B: Add invoices manually

Use this option when you want to add invoices one at a time. Each invoice can either be linked to a purchase order or entered without one.

### Add an invoice linked to a purchase order

This option is available only when **Payee Type** is set to **Vendor**.

1. Click **Add Additional Item**.
2. Select the **Relates to PO** checkbox.
3. In **Search Order**, find and select the purchase order. Only active purchase orders for the selected vendor appear.
4. Review the fields the system fills in automatically: 
     - PO Number
     - Original PO Amount
     - Remaining Balance
     - Vendor Name
5. Enter the **Invoice Date** and **Invoice Number**, if applicable.
6. Click **Attach Invoice** to upload the invoice file.
7. Complete the remaining fields: 
     - Short Description
     - Additional Details
     - Total Invoice Amount
     - Fiscal Year
     - Month
     - Effective Date of Goods or Services, if applicable
8. In the **Services and/or Items** section, click the green action button to update **Charges Received** and **Transaction Amount** so they match the total invoice amount.

> **Note**  
> GL accounts for PO-linked invoices are pulled from the original purchase order and cannot be changed on this form.

### Add an invoice not linked to a purchase order

Use this option when the invoice does not have an associated purchase order.

1. Click **Add Additional Item**.
2. Leave **Relates to PO** unchecked.
3. Complete all required fields.
4. If the payment needs to be split across multiple GL account strings, click **Add GL Account** and enter the split details.

#### Invoice entry fields

- **Invoice Date**: The invoice date
- **Invoice Number**: The vendor’s invoice reference number
- **Short Description**: A memo field with a 50-character limit
- **Additional Details**: Optional notes for the invoice line
- **Total Payment Amount**: The total amount of the invoice
- **Amount or Percentage**: Choose whether the split is entered by amount or percentage
- **Fiscal Year**: The fiscal year for the payment
- **Month**: The fiscal month for the payment
- **Effective Date of Goods or Services**: The date goods or services were received, if applicable
- **Account Type**: The type of GL account to charge
- **Department or Fund**: The department or fund to charge
- **Account String**: The full GL account string
- **Amount**: The amount posted to that GL account string

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

### Step 3: Save and review

After entering the invoices, save the form and review the details before submitting.

1. Click **Save**. The form is saved as a draft.
2. Review the **Batch Invoice** section at the top of the form.
3. Scroll to the **Saved Information** section to review PO-linked invoices.
4. Review the **Statements** section.

The Statements section shows invoice details such as:

- GL Account
- Invoice Date
- Invoice Number
- Amount
- Effective Date
- Fiscal Year and Fiscal Month
- Attached invoice
- Actions
- View Posting
- Download Check

You can also click **Actions** on any row to view more details, including GL account number and name, amount by GL account, Project Grant and task if applicable, segment, vendor, description, and additional information.

> **Note**  
> Use the **Start New Form** button in the top right corner to begin a new form without returning to the module list.

### Step 4: Edit before submitting

You can make changes to the form at any time before submitting it for approval.

1. Click **Edit** at the top left of the form.
2. To edit an invoice, click **Edit** in the **Actions** column for that invoice row.
3. Make your changes and click the first **Save** button to keep the changes without leaving Edit Mode.
4. Continue reviewing or editing other invoices as needed.
5. When all edits are complete, click the second **Save** button to save changes and exit Edit Mode.
6. Review the payment details one final time.
7. Click **Submit for Approval** to begin the workflow.

### Step 5: Understand GL posting and autopay behavior

After the form is finalized and approved, the **View Posting** fields in the Statements section are populated.

Each finalized payment shows two GL postings:

- **Accounts Payable GL Posting**: A credit to the AP account
- **GL Cash Posting**: A debit to the selected expense accounts

When the GL Cash Posting appears depends on the autopay setting.

#### GL Cash Posting behavior

- **Autopay ON + ACH set to No Batch**: The GL Cash Posting appears immediately after the form is finalized.
- **Autopay ON + ACH set to Manual**: The GL Cash Posting appears only after the batch is manually generated.
- **Autopay OFF**: No automatic GL Cash Posting is created. The payment must be processed through Check Batch Processing.

> **Note**
> 
> - For more information about ACH configuration, refer to the training video in the Training Module under Task Management.
> - After the form is completed, an **Export** button appears in the upper left area of the form. This button displays all transactions related to the payment.

### Step 6: Use Check Batch Processing when autopay is off

If autopay is not enabled, the payment must be processed manually through Check Batch Processing.

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

1. Locate the recently created Multiple Payment Form.
2. Select all invoices associated with that form.
3. Click **Assign Check Number**.
4. Select the bank account.
5. Choose whether to include a signature.
6. Select **Combine Checks** and click **Save**.
7. Click **Print Checks** to process the payment.

> **Important**
> 
> - You must select all invoices tied to the same Multiple Payment Form before assigning a check number.
> - If any invoices are missing, the system displays an error and does not allow processing.
> - All invoices tied to the same Multiple Payment Form are combined at the time of printing.
> - The grand total of the combined payments is displayed.
> - The batch header information from the Multiple Payment Form is used on the check and check stub.

### View the check after processing

After processing is complete, return to the Multiple Payment Form.

1. Scroll to the **Statements** section.
2. Find the GL account row you want to review.
3. Click **View Posting** to see the second GL Cash Posting.
4. In the **Download Check** column, click the arrow to view or download the check.

### View reports

Once the Multiple Payment Form is completed, the related data is available in Payment Reports.

Go to **Payments Module \> Reports \> Payment Reports**.

 

> **Need help?**  
> If you have questions about the Multiple 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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