Introduction

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).


To have access to this functionality in your Menu Profile you must be an Administrator.

See:

 New Supplier Bulk Payment

New Bulk Payments‍ 

How to process Foreign Supplier Payments using TransferMate‍ 

How do I Maintain Supplier (Vendor) Master Records? 

Setting up and nominating approvers

Step One: Enable Bulk Payment Approval

1. Go to Setup > Company Details & Settings. 
2. In the Approval Settings Tab, complete the following:  

• Purchase Approval Enabled: Tick this or else Bulk Payment Approval will not work.
• Manual Approver Nomination: This lets you nominate your own approvers and is enabled by default. If you disable this option, approval request will be automatic. Therefore, the supplier account must have default approval set in the Supplier Master Record.
• No approval required: Designate an amount below which no approval is necessary. If you enter 0.00 everything will require approval.
• No re-approval required: Enter an acceptable increase in value than would not require approval. If you enter 0.00 all increases will require approval.
• Bulk Payment Approval Enabled: Tick this.

3. Click Save.

Step Two: Nominate Bulk Payment Approvers

1. Go to Approver Setup > New Bulk Payment Approver.
   
   
   
   
2. In the Bulk Payment Approver Setup screen, select the approver from the Approver dropdown and click Save. To add further approvers, click Add New Approver.
   
    

Approving and Processing a Bulk Payment

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.

Step Two: Approving or Rejecting a Bulk Payment 

1. The approver will receive an email notification with the Bulk Payment number.
2. Go to Purchases > Bulk Payments and find the relevant Bulk Payment. 
3. From the Actions dropdown, select Approve Bulk Payment.
   
   
4. Amend the suppliers included and payment amounts as necessary.
5. 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). 
     
     

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.
   
   

Step Four: Processing a Bulk Payment

1. Once the Bulk Payment is approved, a Process Payment option will be visible to approvers in the Actions dropdown.
   
   
2. Click Process Payment. In the message that appears, click Continue to proceed.
   
   
   
   
3. The Bulk Payment will disappear from the Open Bulk Payments in the listing grid and its status will change to Completed.

See:

New Bulk Payments‍