Prepare Invoices and Payment Settings
Before starting a payment run, confirm that the invoices intended for payment are posted or otherwise eligible under the configured workflow. Review supplier accounts, invoice balances, payment terms, due dates, currencies, and payment methods. Check whether credit notes, prior payments, or adjustments have changed the amount outstanding.
In Epicor, the payment process may involve accounts payable invoice maintenance, payment processing, payment selection, and payment-group or payment-method settings. Menu names vary across Epicor products and releases, so use the payment-processing function available in your environment and follow your organization's documented procedure.
- Invoice eligibility: Confirm approval status, due dates, outstanding balances, and any payment holds.
- Supplier details: Verify the supplier account, remittance information, currency, and authorized bank details.
- Payment configuration: Check the bank account, payment method, payment date, and required output format.
- Payment terms: Identify eligible discounts and confirm that the proposed payment date meets the terms and treasury plan.
These checks help keep Accounts Payable Payment records aligned with approved liabilities and the company's cash-disbursement controls.
Run the Payment Selection Process
Open the relevant payment-processing function and define the selection criteria supported by your Epicor configuration. Depending on the available options, you may filter by company, bank account, supplier, payment date, due date, currency, or payment method. Select the intended invoices or allow the system to identify eligible items using the configured criteria.
Review the proposed payment list before generating payment output. Check the supplier, invoice reference, payment amount, currency, and any discounts or deductions. Confirm that invoices are not already paid, selected in another active payment group, or held for additional review. If the proposed list contains an invoice that should not be paid, adjust the selection using the supported controls and document the reason where required.
For example, if a payment run includes three approved invoices of $4,500, $2,000, and $1,500, the proposed total is $8,000 before applicable discounts, adjustments, or fees. Confirm the total against the payment proposal and expected bank outflow before continuing.
Review Approvals and Release Payments
Payment preparation and payment release are separate control points in many finance workflows. A user may create or review a payment proposal, while an authorized approver confirms the final amount and release. Payment Approval establishes that a payment has passed the organization's required authorization checks before funds are sent.
Strong Payment Approvals processes define approval limits, separation of duties, and escalation rules for unusual amounts or changed supplier bank details. Fraud Prevention controls can include duplicate-payment checks, verification of bank-detail changes, supplier validation, and alerts for transactions requiring further review. Procurement controls also matter: purchase orders, receiving records, and supplier invoices should support the liability being paid, with a 3-way match used where the purchasing policy requires it.
After authorization, complete the configured payment-generation or posting steps. Depending on the method, Epicor may produce a payment file, check output, remittance information, or records for an external banking process. For electronic transfers, Payment Processing By ACH involves generating a bank-compatible file and following the relevant format, access, and transmission controls. Confirm whether the system has only generated payment output or whether the bank has actually accepted and settled the transaction.
Manage Cash Flow, Discounts, and Reconciliation
Payment-run timing affects available liquidity and supplier relationships. Finance teams should coordinate payment dates with cash forecasts, required operating balances, contractual due dates, and expected receipts. Reviewing cash flow alongside upcoming obligations helps determine which invoices to pay in each cycle while preserving enough liquidity for payroll, taxes, and other commitments.
When a supplier offers an early payment discount, compare the available saving with the effect of paying earlier. Apply the discount only when the invoice terms, eligibility dates, and accounting treatment support it. Payment timing should follow approved treasury and supplier-payment policies rather than relying on due dates alone.
After the payment run, review payment registers and posting results, then compare the resulting transactions with bank activity. Reconciliation Of Bank Statements helps connect recorded disbursements to bank transactions and identify outstanding, rejected, or unmatched items. Bank Reconciliation also supports investigation of timing differences and confirmation that the cash ledger reflects completed transactions accurately.
Use Automation and ERP Integration
Automation can help prepare payment proposals, validate supplier data, apply selection rules, route exceptions for review, and maintain an audit trail. The Hyperbots Platform supports company-specific ERP integrations, workflows, roles, and general ledger structures through configurable processes. Process Specific Capabilities focus automation on finance tasks, while Ready to Deploy Capabilities use pre-trained agents and ERP connectors that can be configured for supported workflows.
Self Learning Capabilities can use human feedback to refine supported workflow decisions, while Human in the Loop review keeps designated employees involved in exceptions and approvals. When extending epicor payment workflows through integration, validate supplier identifiers, payment statuses, amounts, bank references, and posting outcomes across systems. The related guide How Hyperbots AI Agents 10x Epicor Finance Operations explores broader AI-supported finance workflows, including payment and cash-related processes.
Summary
To run a payment run in Epicor, prepare eligible invoices, configure the selection criteria, review the proposed supplier payments, complete required approvals, generate the payment output, and verify posting and bank outcomes. Confirm payment method requirements, preserve supporting records, and reconcile completed transactions. A controlled payment run improves visibility into cash outflows, supports timely supplier settlement, and strengthens the accuracy of accounts payable and financial reporting.