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Approve Purchase Payment

Payment Request Approval

Purpose

The Payment Request Approval process is used to review and approve payments created against Purchase Invoices before the payment is finalized. This helps organizations maintain financial controls and approval authority over outgoing payments.

Configure Payment Request Approval

Step 1

Navigate to:

Purchase → Settings → Approval Settings

Step 2

Create a new approval workflow with:

Related = Payment Request

Step 3

Configure the approver(s).

Only 1 Person Needs to Approve the Transaction

If multiple approvers are assigned, you can enable:

Only 1 Person Needs to Approve the Transaction

Result

  • Only one approver is required to approve or reject the payment request.

  • Once a decision is made, other approvers can no longer take action.

Step 4

Click Save.

The Payment Request approval workflow is created successfully.

Create Payment

Step 1

Approve the Purchase Invoice according to the Purchase Invoice Approval process.

Only approved Purchase Invoices can receive payments.

Step 2

Open the Purchase Invoice details.

Step 3

Create a payment.

Payment Information

Enter:

  • Amount

  • Payment Date

  • Payment Mode

Result

The payment record is created.

Submit Payment for Approval

Step 1

Open the Purchase Invoice details.

Step 2

Select the Payment Record tab.

Step 3

Open the payment record.

Step 4

Click Send Approval Request.

Result

The assigned approvers receive:

  • Web Notifications

  • Email Notifications

requesting approval for the payment.

Approve or Reject Payment Request

Step 1

Log in using an approver account.

Step 2

Open the approval request from:

  • Approval Menu

  • Notification Center

Step 3

Review the payment details.

Step 4

Select one of the following actions:

  • Approve

  • Reject

Optional

If configured, the approver may:

  • Upload an electronic signature

  • Enter approval comments or reasons

Approval Outcome

Approve

When the approver selects Approve:

  • Payment Request status changes to Approved.

  • Payment processing is completed.

  • The transaction creator receives notifications.

Reject

When the approver selects Reject:

  • Payment Request status changes to Rejected.

  • Payment processing is halted.

  • The transaction creator receives notifications.

Notifications

Approver Notifications

After the approval request is submitted:

All assigned approvers receive:

  • Web Notifications

  • Email Notifications

simultaneously.

Transaction Creator Notifications

After approval or rejection:

The payment creator receives:

  • Web Notifications

  • Email Notifications

informing them of the final decision.

Status Flow

Status Description
Draft Payment has been created but not submitted for approval.
Pending Approval Payment request has been submitted and is awaiting approval.
Approved Payment request has been approved.
Rejected Payment request has been denied.

Workflow Rules

Payment Eligibility

Payments can only be created for:

  • Approved Purchase Invoices

Approval Requirement

Payment Requests follow the configured approval workflow before payment completion.

Multiple Approvers

If Only 1 Person Needs to Approve the Transaction is enabled:

  • The first approver's decision becomes the final decision.

  • Remaining approvers cannot take further action.

If disabled:

  • Approval follows the configured approval sequence.

Synchronization

Payment Request Approval data is synchronized with:

  • Purchase Invoices

  • Payment Records

  • Approval Workflows

  • Notifications

  • Accounting

  • Audit Logs

  • Financial Reports

Permissions

Permission Description
View Payment Requests Allows users to view payment requests.
Create Payments Allows users to create payment records.
Send Approval Request Allows users to submit payment requests for approval.
Approve Payments Allows users to approve payment requests.
Reject Payments Allows users to reject payment requests.
Upload E-Signature Allows users to attach electronic signatures during approval.

Important Notes

  • Payment Requests require a configured approval workflow before approval can occur.

  • Purchase Invoices must be approved before payments can be created.

  • Approval requests generate both web and email notifications.

  • The "Only 1 Person Needs to Approve the Transaction" option allows a single approver to complete the approval process.

  • Payment creators receive notification of approval or rejection outcomes.

  • Electronic signatures can be used if enabled in the approval configuration.

  • All approval actions are recorded for audit and compliance purposes.

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