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Can I pay my invoices in FMS before their due date?

Manage your payments and cash flow more easily with the Early Pay feature in FMS.

What is Early Pay?

Retailers using our paid services can schedule payment for their credit term invoices before the due date of the invoice. 

Distributors can also request an invoice to be paid early, but you can choose whether or not to fulfill the request.

Paying invoices on time is crucial when establishing yourself as a new retailer and developing distributor relationships. The feature can help keep deliveries on schedule and assist in managing cash flow, which is especially helpful for retailers on a credit system with a distributor.

With Early Pay, you can either:

  • Schedule payment to be processed immediately (current day). Once this change is saved, you will not be able to edit the payment date for that invoice again.
  • Schedule payment from now until one day before the due date. With this option, you can change the payment date as often as you’d like.

💡 Distributors may not see the payment until the following day and may also not be able to use the funds until the day after that. In other words, if a payment is sent to a distributor on a Wednesday, the distributor may not see the payment was made until Thursday or be able to use the funds until Friday.

Invoices scheduled after the daily cutoff of 3:00 p.m. (EST) will be processed the following morning.

 

Using Early Pay

Scheduling any invoice for early payment

⚠️ You must have an Administrator user role to edit a payment date.

To edit an invoice's payment date:

  1. In FMS, navigate to Reports > Term and Credit Payments - Pending Activity.
  2. Find and select which invoice(s) you’d like to change payment dates for.
  3. Choose Pay Now or Change Payment Date using the Payment Option toolbar:

    1. If you choose Pay Now, the system will automatically select the current date as the payment date. Once saved, you will no longer be able to edit the payment date.
    2. If you choose Change Payment Date, you will be able to select a payment date from now until one day before the invoice’s due date:
  4. Once satisfied, click Process to apply the change.
 
Actioning Early Pay Distributor Requests

Distributors can request that an invoice is paid before the due date. However, you are not required to fulfill this request.

A notification of this request will be sent to the email accounts of users with privileges to access Reports in FMS and primary contacts for the company in FMS:

💡 Admin users can view or edit user privileges in Tools > User Rights.

To schedule the invoice for early payment:

  1. Click Review Invoice from the email to login into your FMS account.
  2. From Home, either:
    • Go to Alerts, click on the early pay request, then select View all early-payment requests to be redirected to Reports > Term and Credit Payments - Pending Activity:
    • Directly navigate to Reports > Term and Credit Payments - Pending Activity.
  3. In Pending Activity, filter the invoices by Invoice Type > Show Early Payment Request, then select the desired invoice:
    💡 Invoices that have been requested to be paid early will have an alert icon next to the vendor's name.
  4. Using the toolbar at the bottom of the screen, select Change Payment Date from the Payment Option dropdown, then choose a new payment date:
  5. Click Process once satisfied.

Can I track invoices scheduled via Early Pay?

Invoices will move from Reports > Pending Activity to Bank Activity on the scheduled payment date.

In Bank Activity, invoices are grouped by distributors. The tables provide invoice details such as the day Fintech received the invoice (Process Date), the date the vendor created the invoice (Invoice Date), the invoice’s Due Date, and the date the invoice was paid (Payment Date).

If an invoice or set of invoices were scheduled to be paid early, the date chosen will be listed underneath the invoices as the EFT Due Date. This indicates when funds were withdrawn and transferred to the distributor:

You can also view invoice activity and payment status updates within Tools > Security – Audit Report:

If you need assistance with Early Payments, please contact our Client Services team: support@fintech.com.