1. Accounting
  2. Banking
  3. Intelligent Payment Automation
  4. Payment Processing
  5. Approving Bill Payments and Payment Runs

Approving Bill Payments and Payment Runs

Vendor payments and payment runs need approval if a payment exceeds the limit set in Step 3 – Setting Up Payment Run Approval Routing. Multiple approvals may be required for high-value payments.

Only approvers added in the payment approval workflow can approve payments.

Employees that need to approve the payments must be assigned to the Payment Manager role or to a custom role with access to these permissions.

You can assign employees with a Payment Clerk role as an approver. In such cases, ensure that the assigned approver is not the one who created the payment.

Important:

You shouldn't edit approval routing settings if there are any payment runs that are pending approval. The payment run that is pending approval will still be assessed according to the previous settings even if you change the approval limit.

To approve a payment or payment run:

  1. Go to Payment Automation > Dashboard > Overview.

  2. For NetSuite OneWorld accounts, click Overview for a subsidiary in the Subsidiaries Using Automated Bill Payments section of the Automated Bill Payments Overview page.

  3. In the left panel, under Payment Processing, click Payment Runs.

    Note:

    The Payment Runs page displays payment runs that have been created without approval and payment runs that need to be approved.

  4. You can filter the payment runs displayed using the Search box, Bank Account, Payment Creation Date, and Status filters. By default, the Payment Creation Date is applied with the current week when you go to the Payment Runs page.

  5. Click the Payment Run ID of a payment run.

  6. Click Approve or Reject to approve or reject a payment run.

    Note:

    All rejected transactions can be added to a new payment run.

  7. Click Edit if you want to edit a payment run before approving it.

    1. Clear the selected transactions that you don't want to approve.

    2. Click Save & Approve to approve the payment run immediately.

      Note:

      All unselected transactions are rejected and you can add them to a new payment run.

    3. Click Save to approve the payment run. You need to approve or reject this payment run later.

  8. If the payment limit exceeds the payment approval limit set for your level, it is sent for the next-level approval.

You can see the payments in the Payments tab, vendor credits and discounts in the Credits tab, and unprocessed transactions in the Unprocessed Transactions tab. All unprocessed transactions can be processed in the next payment run.

If you use a NetSuite OneWorld account, you can switch between the subsidiaries to create the payments for each subsidiary. See Multi-Subsidiary Support for more information.

Related Topics

General Notices