Physical checks are mailed via USPS to the address that Medline has on file. Average time for USPS delivery is around 2 to 3 weeks. Tracking is only provided for payments that include an expedited shipping request (additional fee applicable). Below are scenarios in which additional assistance may be needed for a payment that was issued via Physical Check.
Definitions:
- Encashment Date: if a date is present, the check was presented to the bank and cleared Medline's account. This would also represent when the funds were deposited into the Payee's account.
| Detailed Status | Scenario | Next Steps |
| Invoice is PAID: A check number and Encashment Date is provided within the detailed status | There is an Encashment Date provided in the detailed status but the Payee has no record of the payment being received, however, the check has been presented to a bank for funding. |
Please use the check information provided in the detailed status to confirm the funds were deposited into your account. If you identify that the payment amount is not reflected in your account, please create a ticket to have the AP Agent initiate the void/reissue process *See below details to convert to electronic payments |
| Invoice is PAID: A check number is provided within the detailed status but there is NO Encashment Date provided | There is no Encashment Date provided in the invoice details but a check has been issued. The check is considered en route via USPS (unless expedited shipping was requested in which a tracking number would have been issued) |
If more than 2 to 3 weeks have passed since the invoice "payment due date" and a check number is present, please create a ticket to have the AP Agent initiate the void/reissue process. If less than 2 weeks have passed, please wait to create a ticket since the check may still be en route. *See below details to convert to electronic payments |
| Invoice is PAID: A check was received by the Payee but it is damaged or unable to be cashed | Checks can be damaged in transport by USPS, damaged once received, unable to be cashed, etc |
Please create a ticket to have the AP Agent initiate the void/reissue process if for any reason, the received check is unable to be processed. *See below details to convert to electronic payments |
If you do not see your scenario above, please create a ticket to work with an AP Agent to resolve.
*If you are interested in converting your payment method from physical check to electronic payment, please see the below options:
- Virtual Credit Card: Medline has partnered with US Bank to offer a virtual credit card payment method. The conversion process is simple and quick. Payees will receive payment information via email from US Bank that contains a single-use virtual credit card # (expiration date, CVV) to apply to your payment system. It is not a credit card number to put on file nor is it an account to auto-deduct from. Invoices are received per the normal process and payment is pushed via email to your email of choice. Action is required from your company to apply the payments.
- If you are interested, please work with your AP Agent initiate the process
- ACH/EFT (domestic): Medline does offer electronic payment to be pushed to your account after invoices are processed. The conversion process does require you to create a ticket to our AP Bank Change team. Medline requires validation of banking through nsKnox. During the conversion process, you will be asked to fill out an online Supplier Payment Information (SPI) form as well as provide your banking information to nsKnox. This is to protect both Medline and your company from fraudulent bank attempts.
- If you are interested, please create a ticket to have your payment method converted