1. Accounting
  2. Banking
  3. Intelligent Payment Automation
  4. Setting Up Intelligent Payment Automation
  5. Signing Up with BILL within Intelligent Payment Automation
  6. Step 3 – Setting Up Payment Run Approval Routing

Step 3 – Setting Up Payment Run Approval Routing

After Mapping GL Bank Accounts, you can choose to set up an approval routing workflow to help reduce the risk of unauthorized transactions being processed for payment.

This step is optional and you can skip it if you don't want to use an approval routing workflow. You can also skip this step if:

If you set up payment run approval routing and already have payment approval workflows, payments will still need approval from existing workflows. To avoid duplicate approval steps, you can choose to Disabling Vendor Payment Approval Routing.

The following lists the roles you can use for payment workflow:

Setting Up and Managing Payment Run Approval Routing

Payment approval workflow lets you set approval limits and levels. If they’re enabled, any payments over the limit need to be approved before processing.

To set up and manage approval routing:

  1. Click Setup.

  2. Select the Approval Type and set the Payment Limit in USD for the following amounts:

    • Amount per Single Bill – Approval routing is needed for each transaction that exceeds the amount entered in the Payment Limit in USD field.

    • Amount per Vendor – Approval routing is needed if the amount paid to a vendor exceeds the amount entered in the Payment Limit in USD field.

    • Amount per Payment Run – Approval routing is needed if the payment run amount exceeds the amount entered in the Payment Limit in USD field.

    Note:

    If the payment amount is less than the amount set in the Payment Limit in USD field, payments can be processed without approval routing.

  3. The approval level is displayed in the Level column. You can select multiple approvers for each level. However, the payment only needs to be approved by one approver in each approval level. Approvers selected for one level can't be selected at a higher level. If you select an employee as a Level 1 approver, they can't be selected again as a Level 2 approver. Level 3 is the highest possible approval level in the approval routing process.

  4. Select the approvers for each level in the Payment Approver field. An email is sent to these approvers whenever a payment or payment run needs to be approved.

  5. Set the approval limit in the Payment Approval Limit in USD field. Enter the maximum amount that can be approved at each level. However, the payment approval limit for each level must be higher than the limit set in the previous level. For example, if the Payment Limit is set as 1,000, the Level 1 Payment Approval Limit must be greater than 1,000 and so on.

    If you leave the payment approval blank at a level, the approvers at that level can approve payments with any amount. The payment approval limit at the highest level needs to be left blank.

    Note:

    You need to select at least one approver at the next level if you have set a payment limit or a payment approver limit. For example, if you set the payment approval limit as USD 1500 at Level 1, you need to select at least one Level 2 approver.

  6. Click Remove Level Approver to remove the approvers and payment approval limits set for that level.

  7. Click Save to apply the approval routing changes you made.

  8. Click Skip to skip setting up an approval routing process. Click Opt out in the pop-up that appears and confirm if you want to skip setting up approval routing.

Disabling Vendor Payment Approval Routing

You can turn off vendor payment approval routing if your workflow doesn't need it.

If this feature is enabled and you want to turn it off, check that there are no pending approvals. You can only disable it when there aren't any payments still waiting for approval.

To disable vendor payment approval routing:

  1. As an Administrator, go to Setup > Accounting > Accounting Preferences.

  2. In the Approval Routing subtab, clear the Vendor Payments box.

  3. Click Save.

Related Topics

General Notices