Accounts Payable in MYOB Acumatica: Returned Payments, Batch Payments and the Bill Audit Trail

A returned supplier payment in MYOB Acumatica is fixed on the Checks and Payments form (AP302000): click Void, release the Voided Payment document, correct the supplier’s bank details and pay again. A batch run goes Prepare Payments (AP503000), Process Payments / Print Checks (AP505000), then Batch Payments (AP305000) to release and export the ABA file. Who entered a bill sits under Settings, then Audit History, on the bill itself.

At a glance

• Who it is for: AP staff and finance managers on MYOB Acumatica (called MYOB Advanced until 2024) who get asked “who keyed this” or “why did the bank bounce that”
• Problem it solves: Returned EFT payments sitting unreconciled, batch runs that stall between forms, and bills nobody can trace to who entered or approved them
• Platforms: MYOB Acumatica, all editions; field-level auditing and approvals are switched on from Enable/Disable Features (CS100000)
• Typical cost: No separate charge for these forms; licensing is quoted per named user through partners, and our MYOB Acumatica cost guide covers implementation
• Typical timeline: Voiding and reissuing a payment takes minutes; field-level auditing is configuration, not a project
• Last verified: 20 October 2026 against MYOB’s voiding payments activity, Prepare Payments and Batch Payments references

Our MYOB Acumatica accounts payable overview covers bill entry, GST tax categories and approval maps. This post is the operator’s companion: the four jobs behind most AP support tickets we see as a MYOB Acumatica partner in Brisbane, with form names and IDs as MYOB’s help documents them. Where the help is silent, we say so.

How do you handle a returned accounts payable payment in MYOB Acumatica?

A returned payment is money the bank has sent back, usually over a wrong BSB or account number. The payment is released, so you cannot delete it. You void it. MYOB’s voiding payments overview states you “can void an AP payment that was previously released in the accounts payable subledger”; the void creates a new document rather than editing the old one.

1. Find the returned funds. The reversal arrives as a receipt line on Process Bank Transactions (CA306000) and will not auto-match, because the only candidate is a disbursement. Leave it until the Voided Payment exists. The help has no “returned payment” workflow; this is the sequence we use.
2. Open the original payment on Checks and Payments (AP302000) and note whether Cleared is ticked on the Financial tab.
3. Click Void. The process activity describes what appears: a Voided Payment document, On Hold, with the amount negative and the original in the Original Document box.
4. Remove Hold, then Release. On release “the original payment is assigned the Voided status”. The generated transactions page shows cash debited and Accounts Payable credited, which restores the vendor balance. The help does not state what status the applied bills return to, so confirm the bill’s balance on the Applications tab of Bills and Adjustments (AP301000) before reissuing.
5. Fix the cause. Correct the BSB and account number on the supplier’s Payment tab on Vendors (AP303000), and check the ABN while you are there.
6. Pay again. The Pay action on the bill, per the Bills and Adjustments reference, “creates a payment for the document” and opens AP302000 with the bill on Documents to Apply. Include it in the next batch.
7. Match the reversal on CA306000 to the Voided Payment so the cash account reconciles. If a whole batch bounced, Batch Payments (AP305000) has Correct, which rolls an Exported batch back to Balanced for re-export, and Void, which “voids the released payments in a released batch and the batch itself”.

What is the supplier batch payment process in MYOB Acumatica?

Three forms in sequence, plus an optional approval gate. MYOB’s ACH payment processing guide documents the mechanics; MYOB’s electronic supplier payments white paper covers the Australian file and names predefined direct credit methods for Australian banks such as AUANZDC.

1. Check the setup once. On Payment Methods (CA204000) the method needs Create Batch Payments ticked and an export scenario selected on the Settings for Use in AP tab; in the white paper’s words, “the export scenarios then create the specific bank file formats, e.g. ABA”. The cash account’s Remittance tab holds the APCA user number, BSB and account number, and each supplier needs their BSB and account number under Payment Instructions on AP303000.
2. Approve bills for payment (optional). With Require Approval of Bills Prior to Payment ticked on Accounts Payable Preferences (AP101000), only bills ticked on Approve Bills for Payment (AP502000) reach the run. MYOB’s bill approval for payment page warns that a user can still pay directly on AP302000, so restrict that form by role.
3. Prepare Payments (AP503000). Select payment method, cash account and date, then Pay Date Within or Due Date Within. The reference says the system “groups the AP documents into a single payment (check) for each vendor” unless the vendor is flagged Pay Separately; documents with an unfinished earlier payment sit on the Exceptions tab.
4. Process Payments / Print Checks (AP505000). Payments arrive at Pending Print. Enter the Next Payment Ref. Number if blank, select the payments and click Process All, which “creates a batch of payments for ACH processing”.
5. Batch Payments (AP305000): release and export. The order depends on Release Batch Payments Before Export. Ticked, “the batch must have the Released status” before Export is available; cleared, the ACH guide’s default, the batch exports at Balanced and is released once the bank accepts it. The white paper’s Australian walkthrough releases first: “the system will generate an ABA file and place it the Files dropdown”. Upload that file to your bank portal.
6. Send remittances from Print / Email AP Remittance Advice (MB.AP.50.53), then match the bank line on CA306000 when the batch debits the account.

How do you see who entered a bill in MYOB Acumatica?

Almost nobody is shown this in training. Open the bill on AP301000, click Settings on the title bar, then Audit History. What opens depends on whether field-level auditing is active.

• Auditing off. MYOB’s Audit History by Screen reference states that “the Update History dialog box opens instead of the Audit History page”. It shows Created By, Created On, Last Modified By and Last Modified On. For “who entered this bill” that is usually enough, and it needs no setup.
• Auditing on. Record Audit History (SM205540) opens. Its reference describes the same Created By summary, then one row per save with the date, screen ID and user; Expand All shows which audited fields changed.
• Turning it on. Enable Field-Level Audit on CS100000, pick tables and fields on the Audit form (SM205510) and grant the Audit History Access role; MYOB’s field-level auditing activity walks through it. The help does not say whether earlier changes are recoverable, so enable it early.
• Who approved it. The Approvals tab shows, per MYOB’s approval page, “to whom the document was assigned, who actually approved the bill, and when approval was granted”. The maps behind it are in our purchase requisitions and approvals post.

How does payment matching to vendor invoices work?

Matching happens twice: payment to bill, then bank line to payment.

1. Apply the payment to the bill. On AP302000 the Documents to Apply tab lists what the payment settles. Load Documents “loads the appropriate bills and adjustments of the vendor”, or you add a row and pick the Reference Nbr. Amount Paid and Cash Discount Taken are editable per line. After release, per the Checks and Payments reference, the documents move to Application History, which has a Reverse Application button for undoing an application without voiding the payment.
2. Key the supplier’s invoice number in Vendor Ref. on AP301000. With Raise an Error on Duplicate Vendor Reference Number set on AP101000, the same supplier invoice cannot be entered twice. It is a cheap duplicate-payment control that many sites leave off.
3. Match the bank line. On CA306000, Auto-Match scores candidates on reference number, date, payee and amount. MYOB’s bank reconciliation matching page says candidates with “high relevance are recognized as the best candidates and are matched automatically”. The Create Payment tab builds a payment from a line with no match, and the form’s reference warns that such payments “are not subject to approval, even if the process of approval is set up”.

The two Australian checks a returned payment should trigger

The ABN. The ATO’s withholding if ABN not provided page (last updated 11 June 2025) says that where a supplier gives no ABN and the payment is more than $75 excluding GST, you “generally withhold the top rate of tax from the payment and pay it to us”. The ATO’s statement by a supplier form page puts the figure at 47% from 1 July 2017. In MYOB Acumatica, MYOB’s Australian tax and BAS reporting white paper describes a NOABNWITHHOLDING tax code and tax zone assigned to the supplier, so the payment splits between the bank and a withholding payable account. Its worked example uses 49%, the pre-2017 rate, so check your tax code.

GST credit timing. The ATO’s when you can claim a GST credit page (last updated 14 September 2026) requires a tax invoice for purchases over $82.50 including GST and, on a non-cash basis, lets you claim in the first period in which an invoice is issued or any payment is made. A voided and reissued payment changes neither; the BAS reads the bill.

“The audit trail question always arrives the same way: a payment bounces, someone asks who set the supplier up, and the answer is in a dialog box nobody knew existed. Settings, then Audit History, on the bill. Teach that on day one and half the Friday afternoon phone calls go away.”

Josh Craig, Director, Auboros

Goes well with

• MYOB Acumatica eInvoicing in 2026: Peppol deadlines, PINT A-NZ and how to connect
• MYOB Acumatica accounts receivable: invoices, dunning letters and getting paid on time
• MYOB Acumatica reporting and dashboards: what you can build without a developer

Stuck on a voided payment or a batch that will not export?

We support MYOB Acumatica sites across Queensland, NSW and Victoria, and most AP fixes are a short screen-share. If one of these steps does not match what you see, book a free consultation and we will walk it with you.