LeapAP supports Pre-Authorized Payments (PAP) for vendor accounts. When enabled, PAP allows LeapAP to automatically record payments in your accounting system at the time invoices are synced, reducing manual work and ensuring timely payment records.
How PAP Works
When entering an invoice in LeapAP, you can select the vendor’s Account from the dropdown list
- If the selected account is configured for PAP, LeapAP will automatically record the PAP payment in your connected accounting system once the invoice is synced
- The payment date recorded will follow the PAP setting defined for that vendor account
[Screenshot: Invoice Screen Showing Account # Pulldown]
Payment Date Rules
Each vendor account configured for PAP has a PAP setting that determines the payment date
- Some vendors may be set to record the payment on the invoice date
- Others may use a specific number of days after the invoice date
- The payment date is always taken from the vendor’s PAP configuration
[Screenshot: Vendor PAP Setting in LeapAP]
When PAP Recording Fails
In some cases, certain conditions and rules can prevent LeapAP from recording the PAP payment in your accounting system
- When this happens, a notification bar will appear at the top of the invoice, providing details of the failure and advice on how to resolve it
- Once the condition that caused the failure is resolved (as long as it is within 90 days of the original invoice sync), LeapAP will automatically record the PAP payment in the accounting system
[Screenshot: Invoice Screen Showing PAP Failure]
Tracking PAP Status in the History Tab
The History tab on the invoice provides detailed messages about the status of PAP payments:
- PAP Success – The payment was successfully recorded in the accounting system
- PAP Error – Recording was unsuccessful due to a condition or rule not being met
- PAP Retry Cancelled – The PAP could not be recorded within 90 days, and attempts were stopped
[Screenshot: Invoice History Tab Showing PAP Status Messages]
Key Takeaways
- PAP automates invoice payments for vendors with PAP enabled.
- Payment dates follow each vendor’s PAP configuration.
- If a condition prevents PAP from being recorded, LeapAP will complete the recording once the condition is resolved (within 90 days).
- The History tab provides visibility into the status of PAP payments.