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 CINC VendorPay is properly configured to avoid processing issues.
Follow these steps to pay invoices using CINC VendorPay:
In CINC, go to Vendors > Invoices.
OR
In CINC with universal navigation, go to Payables > Invoices > Invoices.
The Invoice List page displays. Search for and select the appropriate association and vendor, if applicable.
If the invoices are not displaying:
Verify that you have the correct filters selected.
Ensure Ready for Payment is selected from the Status drop-down list.
Ensure the For Dates parameters are accurate.
If the bank account is not displaying:
Ensure that it is enabled for CINC 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 (for example, Insurance Expired or 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 CINC VendorPay is selected in 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 be paid and then 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 CINC VendorPay. If a vendor requires additional documentation, CINC 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 CINC VendorPay Payments
CINC 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 CINC VendorPay Funds Flow
The CINC 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
CINC 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 Vendor Details page.
Best practice: Limit consolidated payments to 10 or fewer invoices. Processing larger batches may result in delays or rejected payments from the vendor.