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How to Schedule, Reschedule & Unschedule Bill Payments

  • Updated

This article explains how to control when bills are paid in Float. Whether you’re pre-scheduling payments for one or multiple bills, or need to change the payment date of bills already scheduled for payment.

 

Guide Overview

When can you Schedule a Bill Payment?

How to Schedule a Payment

How to Reschedule a Payment

How to Unschedule a Payment

Common Errors Scheduling Bill Payments:

 

When can you Schedule a Bill Payment?

A bill can only be scheduled for payment after it has met all of the following conditions:

  • The bill was submitted for approval
  • The bill was approved by the approver(s)
  • The vendor's payment details have been added

Once all of the conditions have been met, the bill will be moved to the Unpaid tab and can be scheduled for payment.

See: Submitting a Bill for Approval, Approve or Decline A Bill Payment Request, Adding a Vendor's Payment Details in Setting Up Bill Pay.

 

How to Schedule a Payment

Schedule Payment for a Single Bill

  1. Navigate to Bill Pay > Go to Unpaid

  2. Open the bill

  3. Select the "Set Payment Date" button

  4. Once a payment date is set, the bill will automatically move to the Scheduled tab and can be actioned from the Payments page

Schedule Batch Payments for Multiple Bills

  1. Navigate to Bill Pay > Go to Unpaid

  2. Use the checkboxes to select multiple bills

  3. A toolbar will appear at the bottom

  4. Select the "Set Payment Date" button

  5. Once a payment date is set, the selected bills will move to the Scheduled tab and can be actioned from the Payments page. The payments will be processed together in one batch withdrawal

Note that for payments to process on their pre-scheduled payment date, an Administrator must authorize the funds to be released. See: Authorizing Funds Release for Bill Payments.

How Batch Payments Work

Float processes all scheduled bills in daily batches.

  • Each batch creates one bank withdrawal per currency
  • Vendors still receive individual payments
  • Your bank sees only a single transaction labelled as a Float top-up
  • You can view batch activity in the "Payments" tab

Benefits of Batch Payments:

  • Fewer transactions to reconcile
  • Clearer cash flow tracking
  • Faster processing with simplified approvals and fund release

 

How to Reschedule a Payment

Payments can be rescheduled from the Scheduled tab in the Bill Pay page, or from the Needs Authorization tab in the Payments page.

From the Bill Pay page:

  1. Navigate to Bill Pay > Go to Unpaid
  2. Find the bills that are scheduled for payment and click the "Reschedule payment" button
  3. Schedule a new payment date for the bill

From the Payments page:

  1. Navigate to Payments > Needs Authorization
  2. Select the ellipses to the right of the Authorize button for a bill > Select the "Reschedule" button
  3. Schedule a new payment date for the bill

Important Considerations for Rescheduling Payments:

  • Only Administrators have the necessary role permissions to reschedule payments

  • It is only possible to reschedule a payment for bills that are already scheduled for payment, and if the payments have not yet begun processing

  • If there are multiple bills scheduled for the same payment date, rescheduling the payment date will do so for all of those bills

  • To reschedule the payment for just one bill, you will need to unschedule the payment for the bill and then schedule a new payment date

Note: If a bill has the status of Cancelled or Failed, it cannot be rescheduled. For more details, see: Handling Unsuccessful Bill Payments.

 

How to Unschedule a Payment

Payments can be unscheduled from the Scheduled tab in the Bill Pay page, or from the Needs Authorization tab in the Payments page.

From the Bill Pay page:

  1. Navigate to Bill Pay > Go to Scheduled
  2. Select the ellipses to the right of the bill > Select the "Unschedule" button

From the Payments page:

  1. Navigate to Payments > Needs Authorization
  2. Select the ellipses to the right of the Authorize button for a bill > Select the "Unschedule" button

Important Considerations:

  • Only Administrators have the necessary role permissions to unschedule payments
  • Unscheduling a bill will move it back to the Unpaid tab in the Bill Pay page

 

Common Errors Scheduling Bill Payments:

Payment Currency doesn't match the payment details currency

If the vendor's currency is different from that of the bill's currency, you will not be able to schedule a payment for this bill.

To resolve this:

  1. Change the bill's currency: 
    • In the Unpaid tab, select the ellipses beside the bill > Select "Move to drafts" > Go to the Drafts tab > Select the draft bill and update the bill's currency > Submit for approval
      OR
  2. Change the vendor's currency:
    • In the Unpaid tab, select the ellipses beside the bill > Select "Move to drafts" > Go to the Drafts tab > Select the draft bill and update the bill's vendor to a vendor in the same currency as the bill > Submit for approval
    • Tip: You can create a second version of the vendor in a different currency
      • Go to Bill Pay > Select "Manage Vendors" > Select "+Add Vendor" > Add the vendor details with the same name with a "USD or CAD" differentiation > Save

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