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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.