Paying Invoices with CINC VendorPay
Paying Invoices with CINC VendorPay
This article explains how to pay approved invoices using CINC VendorPay. Once an invoice has completed the approval process and is marked as Ready for Payment, it can be selected and paid individually or in batches.
Before posting payments, it is important to review invoice details, confirm bank availability, and ensure VendorPay is properly configured to avoid processing issues.
To pay invoices using VendorPay:
Select Vendors > Invoices. If you are using universal navigation, click Payables > Invoices > Invoices.
On the Invoice List screen, search for and select the desired association and Vendor, if applicable.
If the invoices are not appearing:
Verify that you have the correct filters selected.
Ensure Ready for Payment is selected from the Status dropdown.
Ensure the For Dates parameters are accurate.
If the bank account is not appearing:
Ensure that it is enabled for CINC VendorPay (see Enabling VendorPay).
Before selecting invoices to pay, review the following:
Use the legend and any colored indicators to identify issues and make corrections as needed.
Review any notes in red (e.g., Insurance Expired, Vendor on Hold) to determine if action is required before payment.
Check the bank account balance shown for each association to confirm sufficient funds.
Note that selecting invoices reduces the displayed balance, and negative balances do not prevent posting.
Confirm each invoice includes a valid Invoice # and vendor address. If necessary, click the Invoice Date link to review or update details.
Ensure that CINC VendorPay is selected from the Pay By field.
If necessary, update the Post For date if the post date is other than today’s date. The selected date must not fall in a closed fiscal period.
Select the checkboxes next to the invoices to pay and click Post.
After posting:
Payment details are transmitted to AvidXchange.
AvidXchange includes the information on the payment and remittance details sent to the vendor.
Payment stubs can’t be customized or sent separately through VendorPay. If a vendor requires additional documentation, VendorPay may not be a suitable option.
Handling Split Payments
In some cases, payments may be split into multiple methods during processing. This commonly occurs when:
A vendor accepts virtual credit card (VCC) but has a maximum charge limit.
In these situations:
A portion of the payment is issued via VCC.
The remaining balance is sent by check or another method.
Reconciling Payment Reconciliation
VendorPay payments are automatically reconciled when funds are withdrawn from the association’s bank account, not when the vendor receives or deposits the payment.
This occurs because:
Funds are first transferred to an AvidXchange clearing account.
AvidXchange then pays the vendor from that account.
Reviewing VendorPay Funds Flow
The VendorPay process follows this flow:
CINC sends payment details to AvidXchange.
AvidXchange debits the association’s bank account.
Funds are moved to an AvidXchange clearing account.
AvidXchange pays the vendor using their selected payment method.
This process enables electronic payments and helps reduce the risk of check fraud.
Consolidating Invoice Payments
VendorPay allows you to combine multiple invoices into a single payment.
To enable this, click and enable the Consolidate Checks toggle in the vendor’s record on the Vendors > Vendor Details screen.
Best practice: Limit consolidated payments to10 or fewer invoices. Processing larger batches may result in delays or rejected payments from the vendor.
