In the Payment Creation section, you can specify all users who will be able to create Xero Batch Payment approval requests. All Requesters you add here get access to Xero Batch Payment creation in ApprovalMax via the +NEW REQUEST button.

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

This is how you create a Xero Batch Payment:

1. Click on the  button in the top right-hand corner.
   
2. In your Organisation, select "Xero Batch Payment" and click on CREATE:
   
   
3. You can now add Bills to this Xero Batch Payment by clicking on the ADD BILLS button:
   
   
4. Tick the checkbox next to the Bills you want to add to this Xero Batch Payment and click on ADD in the top right-hand corner. You can use filters to select Bills with specific criteria:
   
   You can hide the Bills reserved within other batches if you tick the respective checkbox.
   If you added a planned payment date to your Bills in Xero, you can use the Planned Date Range to filer such Bills.
   Please note: To have all Bills from Xero pulled to ApprovalMax for further management with the Xero Batch Payment Creation and Approval workflow, you need to activate the option Fraud detection – bypass the approval workflow in the Bill workflow.

   
   
5. 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 specify a Reference or 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 Xero Batch Payment request for approval, it will run through the predefined workflow. Once all approvals are in place, the Xero Batch Payment is pushed to Xero and the status of Bills that have been fully paid (i.e. the Amount Due* is zero) changes to Paid.
   
   *Amount Due: the amount left to pay (calculates as the Bill's Amount Due minus the Bill's amount In Processing minus the Bill's amount On Approval minus the Bill's amount Awaiting Payment); 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 Payment or Batch Payment.
   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 Awaiting Payment is calculated as the Bill’s payments which are part of Airwallex Batch Payments that are Awaiting Payment.
      

   Payments can be made in full or partially in Xero via a payment assignment for individual Bills, or as part of a Xero 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.
   
   
6. 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.