Batch Payment Workflow
How to set up Batch Payment approval workflow
This is how you set up Batch Payment workflow: In the main menu, select your Organisation and open the Approval Workflows page under Workflows and Settings: Click on the Batch Payment approval workflow: The first step is Payment Creation. Here you ...
What is the Supplier Bank Account Validation?
During the setup of a Batch Payment workflow, ApprovalMax allows the Organisation Administrator to decide whether the Supplier Account field must be filled in (is Required) or can be left empty when creating a Batch Payment: If the field has been set ...
Can I use Group Bills by Supplier as a filter option during Batch Payment creation?
Yes, while you're adding Bills to a Batch Payment, you can use the option Group by Supplier as a filter: The Group by Supplier form is based on Xero's Aged Payables Summary report and groups Bills first by Supplier and then by the due date. First, ...
How is a lock date handled for Xero Batch Payments?
What is a lock date in Xero?If you have the Adviser user role, you can set a lock date to stop changes being made to transactions during a past period. After you've set a lock date, users can't add or edit transactions in Xero if the transaction date ...
Why does the link to a Batch Payment in Xero state that it's been deleted when it was approved in ApprovalMax?
There are two possible reasons for why Batch Payments created and approved in ApprovalMax are shown as Deleted in Xero: The Batch Payment was removed in Xero after its approval The Batch Payment was changed in Xero after its approval Unfortunately, ...
How can I specify instructions for Xero Batch Payment Requesters?
An Organisation's Administrator can provide a message that will be shown to Requesters during Batch Payment creation. This is how instructions for Batch Payment Requesters can be set up: Select your Organisation in the main menu and open "Approval ...
Why is a Bill that's part of an approved Batch Payment still Awaiting Payment?
This could be a case of partial payment. The Amount Due, i.e. the amount left to pay (calculated as Bill’s amount due minus Bill’s payment amount on approval minus Bill’s payment amount in processing minus Bill’s payment amount awaiting payment), ...
Xero Batch Payments: partial payment
ApprovalMax supports partial payments for Xero Batch Payment requests. Here is how it works: Click on the button in the right-hand corner. In your Organisation, select Batch Payment and click on CREATE A REQUEST: You can now add Bills to a Batch ...
How many Bills can I add to a single Batch Payment?
You can add up to 200 Bills to each Batch Payment, when creating new Batch Payment documents.
How can I restrict the Requesters of Xero Batch Payments?
ApprovalMax allows restricting Requesters in terms of what data they can see and work with when creating Batch Payment requests. You can, for example, configure their access rights so that individual Requesters are only allowed to select certain ...
How can I add Bills that were created and approved directly in Xero to a Batch Payment?
To enable the pulling of all Bills from Xero to ApprovalMax for seamless management with the Batch Payment workflow, you must activate the option "Fraud detection - bypass the approval workflow" in the Bill workflow settings.
Do Requesters of Batch Payments need access to the Bill workflow?
No, the Requesters of Batch Payments do not necessarily need to be added to a Bill workflow. However, they will have access to all Approved and Awaiting Payment Bills according to the settings in the Requester matrix for the Batch Payment workflow.
In which currency can I create a Batch Payment?
Due to Xero restrictions, Batch Payments are always created in the base currency of the respective Organisation. If a Bill is in a different currency, it cannot be added to the Batch Payment.
Can I attach documents to a Batch Payment?
No, it is not possible to add attachments to Batch Payment requests.
How to create a Batch Payment
How to enable Batch Payment creation: To enable the creation of Batch Payment requests in ApprovalMax, the Batch Payment workflow needs to be set up and activated In the Payment Creation section, you can specify all users who will be able to create ...
Batch Payment approval process: feature disabling
In case of a downgrade or when an Organisation's subscription has expired, the Batch Payment request feature becomes the Read Only feature.
Batch Payment approval process: who will be notified, and when?
Requesters are notified about approvals and rejections Approvers are notified when their decision is required Watchers are notified about approvals and rejections
How can Requesters amend a Batch Payment request before its approval?
Pending Batch Payment requests can be amended by their Requesters. To edit a Batch Payment record, click on EDIT: Edit the respective fields and resubmit the request for approval. Please note: the approval process will be started from scratch.
What validations are performed during Batch Payment creation and the submission for approval?
All Bills have the status Awaiting Payment The Requester has selected a Bank Account from the ones available to them (workflow settings applied) Due to Xero restrictions, there can only be less than 200 Bills per Batch Payment Mandatory fields are ...
When will a Batch Payment created in ApprovalMax be reflected in Xero?
Batch Payments requested in ApprovalMax will be synced to Xero immediately after their full approval.
Who can edit Batch Payment requests after they were submitted for approval?
The person who has requested a Batch Payment can edit and resubmit that Batch Payment request for approval up to the point where this Batch Payment is fully approved:
How are Batch Payments reflected in reporting?
Users with the Administrator or Auditor role have access to a reporting tool. An Organisation's Administrator can set up new reports to suit their needs. This is how you create such a report: On the Reports page, start creating a new report by ...
Can I create/approve Batch Payment requests in the mobile app?
In the mobile app: • Approvers can approve/reject Batch Payment requests, reassign requests to other Approvers, and communicate with the Requester and other Approvers in the comments section Creation of Batch Payments is supported only in web ...
Can I search for Batch Payments?
Yes, ApprovalMax does have a search function for Batch Payments. In the Search pop-up, select the request type (Batch Payment), set additional filters, and click on SEARCH:
Can I copy Batch Payment requests?
Only rejected Batch Payment requests can be copied: Batch Payment requests that were already approved or on approval cannot be copied. A check is also taking place to prevent the same Bill from getting included in several Batch Payments; in case it's ...
What are the requirements for using the Batch Payment approval process?
The Xero subscription is active and has not expired The ApprovalMax Organisation is on one of the supported subscription plans: ApprovalMax Trial Organisation connected to Xero (during 14-day free trial period) ApprovalMax Standard plan + Advanced ...
How does the approval of Batch Payments work?
In ApprovalMax, you can configure a multi-step approval workflow for Batch Payments. This is a separate workflow that you need to set up and activate to use the Batch Payment approval process in ApprovalMax. This is how it works: New Batch Payment ...
What is Batch Payment approval?
Instead of paying Bills one by one, you can prepare a Bulk Payment for Bills whose due dates are within a close range. Such payments are for large amounts and, therefore, might be subject to additional approval. Batch Payment requests are created as ...