Approve Payments

Approving payments and payment batches

When a payment or payment batch is created, it is automatically sent for approval to a specific system user. The payments are presented either as a single payment or as a payment batch that includes invoices and disbursements.

Approval flow setup

The approval flow is determined early in the process during the posting of the invoice before it is prepared for payment. Typically, the approval of payments is configured for specific individuals who has a bank mandate.
To ensure the security and efficiency of the process, this tab is only available to system users authorized to authorize payments.

Search bar features

The search bar allows you to quickly find specific payments by entering the following parameters:

• Vendor name
• Vendor number
• Payment type
• Payment reference
• Payment ID
• Reg.nr.
• Number

Additionally, there is an "X" button in the search bar, which can be used to quickly clear the content and start a new search.

Overview of payment batches and content

The page shows two contiguous tables:

1. A list of payment batches
2. A list of individual payments from the selected payment batch

Left table: Overview of payment batches

The table on the left provides an overview of payment batches, each of which can contain one or more payments. The following information is shown in the table:

• Vendors
• Total amount
  • An ⓘ symbol indicates if the total amount is estimated, for example due to different currencies in the payment batch.
• Number of payments
  • Note that one vendor can have multiple invoices or attachments in the same payment batch. This can cause the number of lines in the payment summary to not always match the actual number of payments.
• Status change (date)

This table serves as a comprehensive overview where you can quickly get an overview of which payment batches have been created and what they contain.

Please note that confidential information has been hidden from the image above

Right table: Individual payments

When a specific payment batch is selected from the left table, the right table will show the individual payments associated with that batch.

• Each payment is assigned a unique payment ID that makes it possible to identify the payment after creation in "Create payment".
• The payment contains compressed information, which can be accessed by clicking the "Expand" button.

By extending the payment, you get access to:

• Further details about the payment.
• The ability to download any attachments so you can examine them further.

Approval and rejection of payments

A payment envelope can either be approved or rejected by an employee who is part of the defined approval flow. The approver only has the option to decide on the entire payment batch – individual payments in the envelope cannot be processed separately.

Rejecting payment batches

When an approver chooses to reject a payment batch, it's mandatory to provide a reason for the rejection. The rejected payment batch is then returned to the Create Payments section.

• Payment batch dissolution: Upon decline, the batch will be dissolved, which means that all payments will again appear individually as the original invoices or expenses.
• Rejection reason: The approver's reason for the decline is automatically associated with each payment in Create payment. This provides an overview and transparency in relation to why the payment was declined. 

Approving payment batches

After being approved by users with the authorization, the batch is moved to Payment Archive.

• The archived payment batch will retain its setup and structure that it had during the process in Approve Payments.
• The payment archive serves as a historical overview of previously approved payment batches.

This process ensures that payment batches are processed efficiently and correctly, and that any discrepancies are documented with cause and visibility for relevant employees.

Approving payments: one at a time or in bulk

You can approve payments individually or several at once. Which buttons you use depends on how you select them.

① Approving a single payment — use the big tick button

1. Click the payment in the list to open it on the right.
2. Review the payment details.
3. Click the large green tick (✓) on the top right to approve — or the red ✗ to reject.

This works the same way as before.

② Approving several payments — use the bulk buttons

1. Tick the checkboxes next to the payments you want.
2. Click the green tick (✓) or red ✗below the table to approve or reject them all at once.

💡 The bulk buttons below the table only become active once you have ticked at least one checkbox. (See the highlighted buttons in the screenshot.)

Works across your companies (Consolidated view)

Bulk approval also works in Consolidated view — so you can select and approve payments across all your companies at the same time.

Quick rule:

• One payment → the big tick button (top right).
• Several payments → the bulk buttons (below the table).

Navigation buttons and item display

At the bottom of the table, you'll find the following buttons, which allow you to customize and navigate the table according to your needs:

• Navigation buttons (left side): These are used to flip back and forth between the pages of the table, so you can easily find the entries you want.
• Display buttons (right side): Allows you to select the number of items to display per page in the table (for example, 10, 25, or 50). The currently selected view is highlighted with a green background color so that it is clear which setting is active.

Button Overview

"Expand" button: Used to open a more detailed view of expenses or receipts.

"Download" button: Allows you to retrieve expenses or receipts as a file for local storage.

Table navigation buttons: Used to navigate between the pages in the table if there are more records than what is displayed on one page.

Buttons for the number of item views in the table: Allows you to choose how many items are displayed per page in the table (e.g. 10, 25 or 50).

"Approve" button: Used to approve a payment envelope, which means that outlays or receipts within the envelope can be processed further in the process.

"Reject" button: Used to reject a payment envelope if, for example, there are errors or missing documentation.