How to create a Batch Payment

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 requests.

Please note: Batch Payment Requesters can see all Approved and Awaiting Payment Bills as specified in the Requester matrix settings, irrespective of the Bill workflow setup.

How to create a Batch Payment:

  1. All Requesters you add to the Payment Creation step in the Batch Payment workflow get access to Batch Payment creation in ApprovalMax by clicking on  
  2. Click on the  button in the right-hand corner.
  3. In your Organisation, select Batch Payment and click on CREATE A REQUEST:
  4. You can now add Bills to a Batch Payment by simply clicking on the ADD BILLS button:



  5. Tick the checkbox next to the Bills you want to add to the Batch Payment and click on ADD in the top right-hand corner. You can use filters to select Bills with specific criteria:



    Please note: to have all Bills from Xero pulled to ApprovalMax for further management with the Batch Payment Creation and Approval workflow, you need to activate the option “Fraud detection – bypass the approval workflow” in a Bill workflow.


  6. When all Bills have been added, specify the Payment Date as well as the Bank Account (header level) from which you want to pay:



    On the item level, you can optionally specify Details or a Bank Account for payments. These details will be auto-filled from a customer record, if set.

    ApprovalMax supports partial payments for Xero Bills. You can specify the amount to be paid in the Payment field.

    When you submit a Batch Payment request for approval, it will run through the predefined workflow. Once all approvals are in place, the Batch Payment is pushed to Xero and those Bills that have been fully paid (i.e. the Amount Due* is zero) change their status to Paid.

    *Amount Due: the amount left to pay (calculates as the Bill's Amount Due minus the amount of the Bill in the Processing status minus the amount of the Bill in the On Approval status minus the amount of the Bill in Awaiting Payment status); it gets updated after the next synchronisation with Xero.

    1. A Bill’s amount due is pulled from Xero.
    2. An amount on approval is calculated as the Bill’s payment amount which is on approval within another Airwallex Batch Payments or Batch Payments.
    3. An amount in processing is calculated as the Bill’s payments which were sent with Airwallex but have not yet been Confirmed/Cancelled/Failed/Rejected. 
    4. An amount in Awaiting Payment status is calculated as the Bill’s payments which are in Airwallex Batch Payments with the status Awaiting Payment.
    Payments: information about payments made towards a Bill. Payments can be made as a whole or partial payment in Xero via a payment assignment for individual Bills, or as part of a Batch Payment/Airwallex Batch Payment. 
    For each Bill, a number of payments can be made but the total amount paid must be less or equal to the Bill's total amount.

  7. When done, click on the SUBMIT FOR APPROVAL button.
    A detailed audit trail of the entire workflow will be included.
    Important note: audit reports are not transferred to Xero due to Xero API restrictions.




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