Bulk payment Approvers

Bulk Payment Approvers have the rights to approve Batch Payments within the system.These approvers will be informed by email that there is a Bulk Payment run ready for their approval/rejection. They will then be required to log into the system and approve or reject the batch using the options on the screen. Bulk Payment Approvers also have the right to edit the bulk payment (e.g. alter the amounts payable to suppliers/vendors prior to approving it).

Permissions

To have access in your Menu Profile you must be an Admin user and have the following permissions enabled against your profile‍:

• Bulk Payments
• Bulk Payment Approver Setup
• Company Details &Settings

See:

New Supplier Bulk Payment

New Bulk Payments‍ 

Processing Foreign Supplier Payments using TransferMate‍ 

Managing Supplier Master Records‍ 

Step One: Enable Bulk Payment Approval

1. Go to Setup > Company Details & Settings.
2. In the Approval Settings tab, check Batch Payment Approval Enabled.
3. Click Save.

Step Two: Nominate Bulk Payment Approvers

1. Go to Setup > Bulk Payment Approvers > New Bulk Payment Approver.
2. In the New Bulk Payment Approver screen, select the approver from the Approver Name dropdown and click Add Approver.

Bulk payment approvers will only be available to delete if they have no associated transactions.

1. Log into the Entity that contains the Bulk Payment Approver User you want to deactivate.
2. Go to Setup > Bulk Payment Approvers. 
   
3. From the relevant Actions dropdown, select Delete.
4. Click Delete Approver.

Step One: Sending a Bulk Payment for Approval

1. Create a New Bulk Payment.‍ 
2. Select an approver from the Approver Name dropdown. Bulk payment approval has no approval limits so all approvers will be available.
3. Click Send for Approval.
4. The nominated approver will receive an email notification with the Bulk Payment number.

Optional: Updating an Approver

If the approver selected for a bulk payment is away, another approver can be selected temporarily in their place. Any Bulk Payment user can update an approver.

1. In the Actions dropdown, select Update Approver.
2. Select the relevant new approver and click Send For Approval.
3. Click Continue.

Step Two: Approving or Rejecting a Bulk Payment 

1. Go to Purchases > Bulk Payments and find the relevant Bulk Payment number as per the approval email.
2. From the Actions dropdown, select Approve Bulk Payment.
3. Edit the bulk payment if needed.
4. Select one of the following actions:
   • Click Approve Bulk Payment, if everything is satisfactory or if you are both the creator and approver of the Bulk Payment. 
   • Click Return For Update if the Bulk Payment needs to be amended by its creator, add a note stating the reasons, and click Continue. The Bulk Payment creator will receive an email detailing the requested changes. When they have amended the Bulk Payment, they will send it for approval once again (as outlined above). 
5. Add a note and click Continue.

Step Three: Processing a Bulk Payment

Once the Bulk Payment is approved, a Process Payment option will be visible to approvers in the Actions dropdown.

1. Click Process Payment.
2. In the message that appears, click Continue to proceed.
3. In the relevant Action dropdown, you can now select Mark as Completed. The Bulk Payment will disappear from the Open Bulk Payments in the listing grid and its status will change to Completed.

See:

Creating Bulk Payments‍