The Bill Pay Report shows the processing status of posted payments (both ACH and check payments). When a transaction is rejected or returned, the report includes fields that show messages from Payable Processor or the service provider. Review this report on a daily basis so you can resolve rejected payments in a timely manner.

The report has two modes: a summary view and a detail view. In the summary view, each row represents a group of transactions. From the summary view, you can click the Batch Count number to open the detail view, which shows all the transactions in that group.

To understand the Bill Pay process and the different statuses a payment can have, see the last sections of this article.

To run the Bill Pay report

Go to Reporting > Electronic Payments > Bill Pay. The filter appears.

Complete the filter. The following fields require explanation:

Summarize By	The method for grouping transactions in the summary view of the Bill Pay Report: Bill Pay Batch Breeze summarizes transactions by bank code and then bill pay batch number. Check Batch Breeze summarizes transactions by check batch number. The check batch number is generated when you process payments in the Make Payments screen.
Payment Method	You can filter by payment method--EFT or Check--or leave the field blank to view all payments.
Check Status	Filter by payment status. For an explanation of the different statuses, see the last section of this article.

Click Display. The report appears.

Right side:

To view details, click the number that appears in the Batch Count field. The detail screen appears in a pop-up window.

To view more of the screen, scroll to the right.

From the detail view, you can drill down to individual payment records by clicking the Check ID# on the left.

Bill Pay Process

1. You perform your AP processes as you normally would: You create and post a payable, and then you process a payment for the payable (on the Make Payments screen). When you create a payable, Breeze automatically selects EFT or check as the payment method, based on the payment method set up in the payee's record (the Vendor screen or the Owner screen).

2. After you process the payment, you can view the ACH or check payment in the Unsent Transactions section on the Bill Pay Dashboard or on the Bill Pay Report.

3. Payable Processor pulls the payment. Payable Processor is a Yardi-owned and operated payment processing system that logs into your Breeze database every banking business day and pulls any pending payment transactions. A payment is pending when:

It is processed. (Processed refers to a step in the AP process; see step 1.)
Has the status Not Sent.
Does not match the Expired or Future criteria. A payment is expired when it is older than 14 days based on payment date. A payment matches the future criteria when the payment date is greater than today’s date.

Note: Breeze uses the date in the Payment Date field on the Make Payments screen to determine if a transaction matches the future or expired criteria. On the Review Payment screen, this date appears in the Check Date field.

During the pull, the payment transactions have the status Sent. Depending on how many transactions are pending, the pull may finish in a few seconds, or it may take several minutes.

4. After it completes the process of pulling payment transactions, Payable Processor logs out of the Breeze database. The transactions have the status Received and can be viewed on the Bill Pay Report. If Payable Processor rejected a transaction, it has the status Received-Failed.

5. Payable Processor prepares the payment transactions and then transmits them to Yardi's third-party service provider. The service provider processes the payments:

For ACH transactions, the service provider sends the ACH transactions to banks as appropriate to process the transactions.
For checks, the service provider prints and then mails the checks to the payees.

6. After a few minutes or perhaps several hours, the service provider provides an update to Payable Processor that indicates whether it has accepted the transactions. This update is called an acknowledgment. Based on the information contained in the acknowledgment, Payable Processor logs into the Breeze database and updates the statuses of all the payments it sent to the service provider.

If the service provider accepted a transaction it has the status Processed.
If the service provider rejected a transaction it has the status Process-Failed.

7. The final status that Breeze assigns to a transaction is Sent to Payee. Breeze assigns this status after it receives an acknowledgment from Payable Processor:

For check transactions, the acknowledgment arrives after one or two days. The acknowledgment includes a check image. A user can view a PDF of the check image in Breeze.
For ACH transactions, the acknowledgment arrives after three to five days. The acknowledgment indicates that an ACH transaction has been debited from the property's bank account and credited to the payee's bank account.

Payment Status Table

Not Sent	The payment is posted and waiting to be pulled by Payable Processor.
Sent	During the pull, the payments of the type being pulled are given this status. Typically there is a short time window during which a batch of payments will have this status.
Received	The payment was successfully pulled by Payable Processor and the transaction is in one of the following scenarios: Payable Processor is sending the transaction to the service provider. Payable Processor has successfully sent the transaction to the service provider and Payable Processor is waiting for the service provider to send an acknowledgment.
Received-Failed	The payable was successfully pulled by Payable Processor but Payable Processor did not send a transaction for it to the service provider because Payable Processor rejected the transaction. Look in the Bill Pay Message field to see the reason why Payable Processor has rejected the transaction. Click the number in the Batch Count field to access a drill-down screen.
Processed	Payable Processor has sent the transaction to the service provider and it has accepted the transaction. This status is assigned to the transaction after the service provider has acknowledged the transaction.
Process-Failed	Payable Processor has sent the transaction to the service provider and it has determined there is an issue with the transaction. Typically when a transaction has this status the service provider does not process the transaction and you must address the issue or you must make an alternative arrangement to pay the payable. It is also possible that an ACH transaction was sent to the payee and then at a later time the service provider was notified that the transaction was not successful. This status is assigned to the transaction in Breeze when the service provider has acknowledged the transaction. Look in the Returned Message field for the reason why the service provider has rejected the transaction. Click the number in the Batch Count field to access a drill-down screen.
Sent to Payee	The service provider has sent an update to Payable Processor indicating that it has started processing the ACH transaction and it is expected to be successfully sent to and received by the payee. Under normal circumstances this status is the final status for an ACH transaction. However, if an issue occurs this status may update to Process-Failed.