This article explains how to give funds release approval for Bill Pay, Reimbursement, and Send Money Payments from the Payments page. Funds release approval is required before payments can be processed.
To require funds release approval from multiple Administrators, see: Multi-Level Funds Release Policy Overview & Configuration Guide
Guide Overview
Who can give funds release approval?
When does a payment require funds release approval?
How to give funds release approval?
Where can I view a history of funds release approval activity for a payment?
- What happens if funds release approval is not given before the scheduled payment date?
- How can I tell which approvers still need to give funds release approval?
- How can I tell which payments still need funds release approval and which ones have already been approved?
Who can give funds release approval?
Only the Primary Administrator and Administrators can give funds release approval for Payments.
Bookkeepers and AP Clerks can schedule, view and track payments, but cannot give funds release approval for processing.
A Funds Release Approval Policy can be configured to add approval workflows for funds release. This allows you to control who can give funds release approval, set the minimum number of required admins, and add amount-based rules if needed.
When does a payment require funds release approval?
Funds release approval is required:
- After a bill or reimbursement has been approved
- After a Send Money payment has been submitted
- After a payment date has been set
Payments in the Needs Authorization tab of the Payments page will remain pending until funds release approval is given.
How to give funds release approval?
To give funds release approval for a scheduled payment:
- Go to the Payments page > Needs Authorization tab
- For batch approval:
- To approve all payments in this tab, select the "Authorize All Payments" button below the CSV download button
- To approve a select number of payments in this tab, use the checkboxes to select multiple payments > Select the "Authorize All Payments" button at the bottom of the page
- For single payment approval:
- Select the "Authorize" button to the right of the payment
- Once funds release approval has been given by all of the approvers, the payment will move to the Pending tab
Where can I view a history of funds release approval activity for a payment?
You can view a full history of payment-related events, including when funds release approval was given and by which user, in the Payments Activity Log. The Activity Log is accessible from the Payment Details panel on the Payments page by clicking on a Payment > Select "Activity Log".
For more details, see: Activity Logs for Payments
FAQs
What happens if funds release approval is not given before the scheduled payment date?
If funds release approval hasn't been given by all approvers before the scheduled payment date, the payment will not be processed, and the payment's status will update to "Authorization Overdue". The payment date will need to be rescheduled by selecting the "Reschedule" button in the Needs Authorization tab of the Payments page.
Once rescheduled, the approver(s) will need to give funds release approval before the newly scheduled payment date.
How can I tell which approvers still need to give funds release approval?
If a payment requires approval from multiple approvers, you can see which approvers are still required directly in the Payments page.
How to check:
- Go to Payments > Needs Authorization
- Select the payment
- In the Funds Release Authorization section, select the drop-down menu to see which users have and haven't yet authorized the payment
How can I tell which payments still need funds release approval and which ones have already been approved?
As an approver, you can verify which payments still need your funds release approval and which you've already approved from the Status column in the Needs Authorization tab of the Payments page.
Payments that require your authorization:
Payments that you've already authorized: