Where can I find Payment Activity for invoices from vendors and distributors?

⚠️ This article shows the grid available for Pro and higher subscriptions. Users on lower subscriptions will see a different layout, but most functionality remains the same. For further guidance on the grid shown in lower plans, refer to Using Grids in the Fintech Portal.

Payment Activity displays the invoices that have been successfully paid through Fintech as well as the associated payment details. By default, the page is alphabetically organized by vendor name. Processed invoices are then grouped by vendor and appear as rows within the grid:

At the top of the grid, you can see the total number of invoices and the total amount paid for the selected time period. Next to each vendor name, you can also see that vendor’s invoice count and total payment amount:

Column Details

The following information is included in the grid:

• Vendor Name. Vendor that sent the invoice.
• Withdraw Date. Date money was successfully deducted from the retailer's bank account via check or ACH (non-alcohol).
• Location ID. Number the vendor has assigned to the location.
• Location Name. Location the invoice is for.
• Customer ID. Number the vendor has assigned to the retailer.
• Invoice Number. System generated ID for the invoice.
• Invoice Date. When the invoice was issued.
• Received Date. When Fintech received the invoice (vendor submission date).
• Due Date. When the invoice is due to be paid.
• Send On. Date payment was made to a distributor or vendor (refer to Released status below). This may be blank while withdrawal/funding takes place.
  
  • For regulated invoices, this is the date when Fintech electronically sends payments to the distributor (via EFT).
  • For non-regulated payments, this is the date that the ACH payment or check is sent to the vendor.

• Status. Payment status for an invoice. This depends on whether the invoice is alcohol or non-alcohol:
  • For alcohol (regulated) payments, the status will show either Paid or Failed.
  • For non-alcohol (non-regulated), the status can be:
    • Funding in Progress. When money is actively being deducted from the retailer's bank account. The date of withdrawal will be shown in the Withdraw Date column.
    • Funded. Money has successfully been deducted from the retailer's account.
    • Released: 
      • For EFT/ACH payments, this means money is moving to the vendor's account.
      • For checks generated by Fintech, this is the date a check is mailed to the vendor.
      • The release date will be shown in the Send On column.
    • Paid. Payment has settled successfully.
    • Failed. Payment did not settle successfully - the invoice has not been paid.
• Transaction ID. The ID that ties the payment to the funding (whether by ACH or by check).
  
• Batch ID. Identifier assigned to an invoice or group of invoices that are being processed for payment.
• Invoice Total. Total that was paid for an invoice (black text) and any returned credits (red text).

Basic Searching and Filtering

View invoices for all of your locations, or choose to only see a specific location using the location drop-down:

The search and filter options will help find specific payment records based on Vendor Name, Invoice Total, Transaction ID, Withdraw Date and more:

Click the grid filter icon to apply additional filters across the entire grid, such as Status, Bank Account, or Vendor Type (Alcohol or Non-Alcohol - requires a Premium or Premium Plus subscription). To save the selections as the default view, toggle Save as default filter, then click Apply All. To clear these selections, click Reset All:

Some columns contain hyperlinks that make it easier to access key screens and view further invoice details:

For example, selecting a vendor's name will open the vendor's profile, while clicking the location ID or location name will open the location's profile. To return to Payment Activity from these screens, click the back button in your browser.

💡 If you want to open multiple invoices at the same time, select the hyperlink in the Invoice Number column rather than selecting the row. This will open an invoice as a new tab in your browser:

To avoid confusion, you may want to close the new tab after reviewing the invoice so the portal is not open in two tabs.

For detailed instructions on using more grid controls, see Grid Navigation.

Viewing Invoice Details

To view invoice details, such shipping information or line-items, select a row from the grid:

If you'd like to see how an invoice was paid, when it was received, or when an invoice was scheduled for payment, click Show More near top right of the page:

💡When alcohol invoices are submitted by vendors, Last Activity (Invoice History) will note that they have been auto approved and scheduled for automatic payment.

Non-alcohol invoices uploaded via Manage Invoices are also auto approved, but the user who scheduled the payment will be listed.

Depending on your subscription, you can download or print a copy of the invoice. If you notice a mistake on an invoice, you can also send an inquiry to the vendor through the portal:

Exporting Invoice Data

From Payment Activity, you can export summary or detailed invoice data using the Export feature (Pro or higher subscription required).

To export invoice data:

1. Click the Export button in the top right corner of the page.
2. Choose to download an invoice summary report (PDF or CSV) or an invoice detail report (CSV only):
   
3. Once the download is ready, either:
   1. Select Click here in the download notification to save the file to your device:
      

   2. Select the link in the email notification. Once you've signed in to the portal, the file will automatically download to your device.
      

   💡 If you log out or your session ends during an export, an email regarding the export will still be sent to you.