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Payment methods control which methods (ACH, wire, credit card, cash, check, or custom) users can select when recording outgoing or incoming payments — and which cash GL accounts each method can post to. Use this screen to standardize how payments are captured across your organization, restrict cash posting to approved accounts, and enable or disable methods without changing code.

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Prerequisites

  • System accounts mapped so cash and clearing accounts exist in the chart of accounts.
  • Segments complete, with your cash and asset accounts marked posting.

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Open payment methods

1

Navigate

  1. Open Settings → Finance.
  2. Under AR and AP automation, click Payment methods.

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Seeded methods

Every organization starts with five system-defined methods: System-defined methods can be edited or deactivated but cannot be deleted.

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Method fields

A method must have at least one of Accounts payable or Accounts receivable enabled.

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Edit a method

1

Open the method

Click the pencil icon next to the method you want to update.
2

Update fields

Change the name, code, description, or scope.Toggle Active off to retire a method — historical payments keep their original method.
3

Manage eligible cash accounts

Under Eligible cash accounts, click Add cash account and pick a GL account for each cash or clearing account this method is allowed to post to.Only detail (posting) accounts of type Asset appear in the picker.
4

Save

Click the check icon to save. The change applies immediately to new payments.

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Add a custom method

1

Fill the form

Under Add a payment method, enter a Payment method name, a lowercase Code, and an optional Description.
2

Choose scope

Check Accounts payable, Accounts receivable, or both.
3

Add

Click Add. The method appears in the list above where you can link cash accounts.
Use a stable Code — integrations and reports key off this value. Once payments reference it, changing the code can break downstream systems.

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Delete a method

Custom methods can be deleted only when they are not system-defined and have never been used. If a method appears with an In use badge, deactivate it instead.

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How eligibility affects payments

When a user records an outgoing or incoming payment:
  1. The Method dropdown shows only methods that are Active and scoped to that direction (AP or AR).
  2. The Cash account dropdown shows only the cash accounts linked to the selected method.
  3. Save is blocked if the chosen cash account is no longer eligible for the method — for example, after the link was removed.
This keeps ACH deposits pointed at your operating bank, card settlements at the merchant clearing account, and cash payments at a petty cash account without relying on user memory.
If a linked cash account is already used by an existing payment, its link cannot be removed. Deactivate the method or reassign historical payments first.

Incoming payments

Record customer receipts against open invoices.

Outgoing payments

Record supplier payments against open bills.

System accounts

Configure the GL control accounts payments post through.

Finance setup

Full finance setup checklist.