Introduction

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 

Setting up and nominating approvers

Step One: Enable Bulk Payment Approval

1. Go to Setup > Company Details & Settings.
   
   
2. Delete

   Info: Our New Look

   If you are using our new look navigation, Company Details & Settings can be found under Setup in the new sidebar:

   
   

3. In the Approval Settings tab, check Batch Payment Approval Enabled.
4. Click Save.

Step Two: Nominate Bulk Payment Approvers

1. Go to Approver Setup > Bulk Payment Approvers > New Bulk Payment Approver.
   
   

   
   

2. Delete

   Info: Our New Look

   If you are using our new look navigation, Bulk Payment Approvers can be found under Setup in the new sidebar. Hover over the plus icon to create a New Bulk Payment Approver:

   
   

3. In the New Bulk Payment Approver screen, select the approver from the Approver Name dropdown and click Add 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 with the Bulk Payment number.

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. Delete

   Info: Our New Look

   If you are using our new look navigation, Bulk Payments can be found in the AP tab in the new sidebar:
   

   
   

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 Three: 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:

Creating Bulk Payments‍