xtraCHEF: Pay Vendor Bills With Toast Bill Pay

In this Article:

• Review Your Toast Bill Pay Dashboard
• Make a Payment Using Toast Bill Pay
  • Pay Multiple Bills at Once
• Review Bills With Submitted Payments
• Download a Bills Report
• Additional Resources

Review Your Toast Bill Pay Dashboard

1. In xtraCHEF, navigate to Dashboard under Bill Pay in the left-hand navigation.
   
   
   
   
2. The different tiles on this dashboard let you quickly identify the amount due to specific vendors, your total amount due, and any bill-paying errors that xtraCHEF identified.
3. Select the > caret icon in any of these tiles to be brought to the Bills page. Filters will be pre-applied so this page only shows you the bills that are part of the tile you selected.
   1. For instance, selecting the > caret icon in Due This Week will take you to the Bills page with a pre-applied date and status filter so you can see bills with payment due this week. You can switch the By vendor and By bill toggle in the upper-left corner of this page for a different look at this data.
4. Select the Overdue, Payment Processing, or Payment Failed (not shown) sections of the Overview tile to see which bills might need your attention urgently.

Make a Payment Using Toast Bill Pay

1. To locate a specific bill in , navigate to Bills under Bill Pay in the left-hand navigation.
2. There are a few filters on this page to help you find a bill quickly. You can toggle between By vendor or By bill or you can set a date range, a status, or a vendor. You can even search by vendor or invoice number by using the search bar in the upper-right corner.
   
   1. Note: You can only pay a bill that has been fully processed and approved within xtraCHEF. Any bills that have not been approved will not appear in the Bill Pay module.
      
      
3. If you select the v caret icon to the left of a vendor's name, you can expand the list to see specific bills from that vendor. Select the line item with the intended bill. 
4. On this page, you can see several pieces of information about the bill and the vendor and view the bill itself.
   
   
5. Scroll down on the left side of the page. In the Vendor Details tile, there's a Remit address same as vendor address checkbox. If the payment should be sent to the same address as the vendor address, select this box. If the payment should be sent to a separate address than the vendor address, enter the address information below without selecting the box.
6. Below that, there's another checkbox: Email my vendor payment confirmation. If you have an email address entered in the Vendor remit email address field directly above and you select this checkbox, xtraCHEF will email the address to confirm your payment was submitted.
7. Keep scrolling down to the Payment Details tile. Make a choice for each of the three options here: payment option, amount, and payment method. The Memo section is optional.
8. Once you're ready to process this payment, select the Submit payment button in the upper-right corner. If it is grayed out and cannot be selected, review the Payment Details tile and confirm you've made a selection for all three options there.
9. After selecting Submit payment, a Payment confirmation pop-up will appear to confirm the timeline estimate and amount paid, among other things. You can select the invoice number hyperlink to view the bill details once more. Otherwise, select to continue paying bills or select the in the upper-right corner to navigate back to the Bills page.

Pay Multiple Bills at Once

1. In xtraCHEF, navigate to Bills under Bill Pay in the left-hand navigation.
2. If you'd like to pay all the bills due this week, select Dashboard instead of Bills. Then select the > caret icon in the Due This Week tile.
   1. There are a few filters on this page to help you locate bills quickly. You can toggle between By vendor or By bill or you can set a date range, a status, or a vendor. You can even search by vendor or invoice number by using the search bar in the upper-right corner.
3. Use the checkboxes on the left to tag each bill you'd like to include in the bulk payment. If you select the v caret icon to the left of a vendor's name (indicated by the box next to Exceptional Foods below), you can expand the list to only check off specific bills from that vendor.
   1. If you select the topmost checkbox (indicated by the down arrow below), you will select all bills on this page.
4. Once all the intended bills are checked, select Pay.
   
   
5. On the next page, you'll see your bills on the left. You can add a memo or delete a bill from this bulk payment by selecting the trashcan icon. You might also wish to take note of the payment processing time in blue at the top, if applicable.
6. Once you're ready to make a payment, select a payment option and a payment method on the right side. Doing so will turn the Submit payment button blue, so select this to proceed.
   
   
7. After selecting Submit payment, a Payment confirmation pop-up will appear to confirm the timeline estimate and amount paid, among other things.

Review Bills With Submitted Payments

After paying your bills, you can find a record of these payments by navigating to Bills > Payment. The same filters appear on this tab, so filter your data if necessary. There are different payment statuses (Pymt status) that appear for each bill:

• Scheduled: This payment is scheduled to begin processing. A payment can only be cancelled if it is in this state. To cancel a payment, navigate to the bill, select the three dots icon next to your payment, then select Cancel payment.
• Processing: Your payment is on its way, but has not yet been fully processed. Select this bill to see an estimate of the payment processing timeline from xtraCHEF. This payment cannot be cancelled.
• Complete: Your bill’s payment was successfully processed and received by the vendor. Funds have been debited from your account or credit card.
• Returned: Your payment cannot be processed and has been returned to you. This bill will appear in the Payment Failed section of the Overview tile on the Bill Pay dashboard. Reach out to if you need assistance.
• Cancelled: The scheduled payment has been canceled, or you have voided your credit card transaction. No funds have been moved.
  
  

Download a Bills Report

1. In xtraCHEF, navigate to Bills under Bill Pay in the left-hand navigation. From here, you can stay on the Bills tab to see unpaid bills, or you can select the Payments tab to see paid bills.
2. There are a few filters on this page to help you locate bills quickly. You can toggle between By vendor or By bill or you can set a date range, a status, or a vendor. You can even search by vendor or invoice number by using the search bar in the upper-right corner.
   1. Note: Any filters you set will be applied to the data in your report. For instance, if you filter this page to two vendors, only those vendors and their associated bills will appear in the report.
3. Select the Download button to receive a file with the data in the columns: Location name, vendor name, and payment type (ACH or check), bill status, invoice number, due date, outstanding amount, and vendor address.

Additional Resources