To simplify your payment process and reduce transaction costs, you can merge Bills from the same Supplier into a single transaction.
Merging Bills in a Batch Payment has several benefits:
Streamlined payment process: Instead of processing multiple Bills individually, you can combine them into a single transaction to simplify your payment workflow.
Reduced transaction costs: Fewer transactions mean lower fees associated with each payment, saving you money in the long run.
Enhanced accuracy: Combining Bills with identical payment details reduces the risk of errors and ensures accurate payments.
This is how you merge Bills from the same Supplier into one single transaction during Batch Payment creation:
To merge Bills with the same Supplier into a single transaction, activate the respective checkbox:
Merging Bills creates a new line that contains Bills with identical payment details.
Fill in the mandatory data such as payment amount, payment details and payment reference.
ApprovalMax supports partial payments for Bills. You can specify the amount to be paid in the Payment Amount field.
*Amount Due is the amount left to pay (it’s calculated as the Bill's due amount minus the amounts of Bills reserved within other Batch Payments that are In Processing / On Approval / Awaiting Payment). It gets updated during the next synchronisation with Xero.
Please note: Amounts reserved for Airwallex Batch Payments and Xero Batch Payments are not taken into account.
Payment details can be created either in advance in the workflow settings, or during Batch Payment creation if the Requester was granted the respective permissions.
To check the payment details, click on CHECK PAYMENT DETAILS. Their status will be displayed right next to the Payment Details field.
The Reference field contains a payment reference with up to 50 symbols, which you can edit:
When you've entered the required details, submit the Batch Payment request for approval:
The Batch Payment will be split into several transactions – one for each Supplier:
Once Approvers have authorised a Batch Payment, the payment transaction is initiated.
Combining Bills with identical payment details simplifies the payment process. Instead of processing multiple Bills individually, Payers pay accumulated transactions:
Please note: It is not possible to cancel individual lines in a merged transaction. Unless a draft payment was created for a line, Payers can cancel only accumulated transaction.
When the line status changed to Paid, ApprovalMax creates a Batch Payment in Xero with the accumulated payment amount.