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Posted August 18, 2026

AP Payment List

An AP Payment List is the Record List of AP payment records. It is available at Finance > AP > Payments. You need the FinanceAP Full or FinanceAP Read role.

The list shows the vendor payments of the ledger selected at the top of the Finance module. By default the list shows the payments whose Payment Date falls inside an open fiscal year, on or after that year’s open period date, including voided payments. The include all checkbox adds the rest, which are the payments dated in a closed fiscal year, before the open period date, or outside any fiscal year.

Column explanations:

Paid is the Payment Date entered on the payment. It is the date the payment reaches the general ledger, and it also determines which fiscal year the payment falls in.

Vendor is the vendor the payment was made to, followed by the vendor’s system identifier in parentheses.

Method is how the payment was made. Its choices are configured on the payment’s Details page by clicking the Payment Method link, which requires the FinanceAP Full and DBA Full roles.

Posted is checked once the payment has been posted to the general ledger.

Voided is checked when the payment has been voided.

Finalized is checked once the payment has been finalized. Finalizing locks the payment’s allocations to invoices so that they cannot be changed. Finalizing is not required, and a fiscal year can be closed without it.

Printed is checked once the payment has been printed, for example as a check, and the print run has been marked completed.

UnAllocated is the amount of the payment still available to allocate to invoices. Allocations to voided invoices do not count, and it is zero on a voided payment. Rows with an UnAllocated amount are highlighted.

# is the check number, or the reference number when the payment was not made by check, entered as Number on the payment.

Note is the Vendor Memo entered on the payment. It appears only on the mail merge documents and email templates your school builds to include it.

Id is the system identifier assigned to the payment.

Below the list, Total Amount adds up the Amount column. It covers every payment the search returns, not only the payments on the page you are looking at. If any voided payments are in the search results, their amount is included towards the Total Amount.

Search fields worth knowing:

Every search field of a Vendor List is also available here, because each payment goes to a vendor.

Batch Number finds the payments created together when vendor payments are generated for several invoices or vendors at once.

Entered Date searches the date the payment was recorded, which can differ from the Paid date.

Fiscal Year and Fiscal Year Int find the payments whose Payment Date falls in a fiscal year, by its name and by its number.

Is Posted and Is Voided search with Yes or No.

Name on payment searches the name the payment was made out to, which can differ from the vendor’s name.

Payment Account Description and Payment Account Number find the payments made from an account, usually the bank account, by the account’s description and by its number.

Payment Date searches the Paid column.

Payment Id searches the Id column.

Reference Number searches the # column.