Payments tab

  • The Payments tab allows you to control the ability that a Role has to make payments, create payment templates, generate payment reports and set alerts.

    Data Permissions

    Directly under the Payments tab are a set of radio buttons for Data Permissions, these control the access the Role has to accounts and to restricted templates, which are used for viewing and creating payments.

    Payments Tab - Data Permissions  

    By default, the All radio button is selected, indicating that the Role has access to all accounts/ templates. If the Role should not be able to access any of the accounts/ templates then choose None. You can choose the accounts/template that the Role has access to by using Select which will open a new window.

    Select Data Permissions

    Tick the box next to any accounts/template that you want to grant access to and click Select to move it to the Selected Accounts box. You can remove a selected account by ticking the box next to them and click Deselect.

     Please note that to carry out an Inter Account Transfer the role assigned to the User creating the transfer must have access to both the debiting and crediting accounts.

    Global settings

    Global settings allows you to set the Role’s payment approval across all payment types, it also allows you to restrict the Role so that the Role can only make payments from the Beneficiary Library including payments from both templates and importing. You can make these updates to Payments and Payment Templates. If you have a user that has the restriction option marked, every role that they have, even if it is a view only role, will also need the restricted option ticked in the Global Settings section.

    The Approve option for payments, will allow you to:

    • Set the Number of Votes the payment receives when approved by the Role (this option will be greyed out if your organisation uses panels).
    • Set the Transaction limit that the Role can approve in a single payment. Leave blank if there is no limit.
    • Set the Batch limit on the total amount a Bacs payment can credit to multiple accounts. Leave blank if there is no limit.
    • Set the Daily Limit that the Role can approve in a day, this will be for specific payment types only.
    • Set Approve Own to allow the Role to approve a payment they have created. For your security, and to help protect against fraud, we recommend this is only enabled where you have two or more approvers for each payment.
    • Set Auto-Approve to allow the Role to approve a payment as soon as it is submitted for approval.

    The Approve option for payments templates, will only allow you to:

    • Set Approve Own to allow the Role to approve a payment created from a template. For your security, and to help protect against fraud, we recommend this is only enabled where you have two or more approvers for each payment template.
    • Set Auto-Approve to allow the Role to approve a payment created from a template as soon as it is submitted for approval.

    If you require one or more payment type to have a different approval method it can be adjusted by drilling down to that Payment type after you have entered your Global Settings, this will not affect the other Approvals.

    Payments

    To select entitlements for specific Payment types, different from the Global Settings you have set above, click on the right arrow icon arrow next to it to display the available settings.

    Payments expand  

    Expanding the entitlements sections brings up a series of functional entitlements. For example, expanding the Payments > Faster Payment > Freeform category. For more information about Payment types, please view Your payments. This will allow you to grant the following functional entitlements:

    • Create, Modify, Unapprove, Delete and View payments  
      • Create – the Role can create and submit a payment for approval
      • Modify – the Role can modify an existing payment which has not been approved
      • Unapprove – the Role can unapprove a payment which has been approved
      • Delete – the Role can delete a payment
      • View – the Role can view or see a payment
    • Approve payments, which will also allow you to:
      • Set the Number of Votes the payment receives when approved by the Role (this option will be greyed out if your organisation uses panels)
      • Set the Transaction limit that Role can approve in a single payment. Leave blank if there is no limit
      • Set the Batch limit on the total amount that a Bacs payment can credit to multiple accounts. Leave blank if there is no limit
      • Set the Daily Limit that a Role can approve in a day, this will be for Bacs and faster payments only. Leave blank for unlimited
      • Set the Instruction Limit that a Role can approve in a day, this will be for all payment types except Bacs and faster payments only
      • Set Approve Own to allow a Role to create and approve a payment. For your security, and to help protect against fraud, we recommend this is only enabled where you have two or more approvers for each payment
      • Set Auto-Approve to allow the Role to create and approve a payment as soon as it is submitted for approval.

    Templates

    To select entitlements for a Template, click on the right arrow icon arrow next to it to display the available settings.

    Expanding the entitlements sections brings up a series of functional entitlements. For example expanding the Payments > Faster Payment > Freeform category. This will allow you to grant the following functional entitlements:

    • Create, Modify, Unapprove, Delete and View payments
      • Create – the Role can create and submit a payment for approval
      • Modify – the Role can modify an existing payment which has not been approved
      • Unapprove – the Role can unapprove a payment which has been approved
      • Delete – the Role can delete a payment
      • View – the Role can view or see the payment
    • Approve payments, which will also allow you to:
      • Set the Number of Votes the payment receives when approved by the Role (this option will be greyed out if your organisation uses panels)
      • Set Approve Own to allow a Role to create and approve a payment. For your security, and to help protect against fraud, we recommend this is only enabled where you have two or more approvers for each payment template
      • Set Auto-Approve to allow the Role to create and approve a payment as soon as it is submitted for approval.

    Payment Template Groups

    A payment template group allows you to group together templates for making payments. These could be used if making regular payments, for example, expenses to a group or team.

    You can grant a Role the entitlements to:

    • Add new template groups
    • Modify an existing template group
    • Delete a template group
    • View existing payment template groups

    Reports

    Allow a role to access the entitlements to run Administrative, Payment and Template related reports. Find more information about the different report types in the Reports section.

    Alerts

    Allows the Role to set up and receive payment alerts. For more information about Alerts, please see our Alerts section.

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