About the outbox

The outbox is a holding area for draft payment requests that you're not quite ready to process. For example, using the outbox can be highly efficient if you create multiple types of payment requests, such as requests that use different banks or currencies. Or, if you have an aging report that you want to tie to, adding requests to the outbox can make that task much easier because you can view the total amount to be paid for all the requests. The outbox holds and stores requests until you are ready to move them on for payment.

A company generally has one outbox per user who pays AP purchase invoices. Admins can access all outboxes.

How the outbox fits into the Pay AP purchase invoices workflow

When you pay AP purchase invoices from the Pay AP purchase invoices page, you create payment requests that can then be approved or processed for payment. The Pay AP purchase invoices page provides a couple of options for generating payment requests based on your needs: Pay now or pay AP purchase invoices using the outbox. If you want to use the outbox, filter for and select AP purchase invoices from the Pay AP purchase invoices list and add them to your outbox as draft payment requests. The outbox can hold multiple draft payment requests that differ from each other in their payment methods, currencies, and banks.

Apply a filter to view AP purchase invoices

Select AP purchase invoices to pay. Apply any available credits.

(Optional) Add draft payment requests to the outbox

Select Pay AP purchase invoices to create a payment request

Continue your payment request workflow

About your outbox draft payment request list

Draft payment requests can have one or more associated AP purchase invoices with one or more credits that are applied or can be applied.

Your outbox provides a summary of the number of AP purchase invoices and, of those AP purchase invoices the number that are currently selected for next-step processing based on the Outbox and Bank selection.

To filter requests in your outbox:

If there are multiple outboxes or banks that you use, you can select any combination of outboxes (based on permissions) and banks to filter the payment request list:

  • Your outbox and one bank
  • Your outbox and all banks
  • Another user's outbox or all outboxes, and one bank (Requires admin permissions for viewing all outboxes)
  • Another user's outbox or all outboxes and all banks (Required admin permissions for viewing all outboxes)
To view all payment requests for a specific bank or all banks, leave the outbox empty and select All for all banks or the name of a specific bank.

The page refreshes to display the resulting payment request list.