I want to take action on a payment template

  • For your security, we recommend that any changes to the beneficiary record is required to have a separate approval by another user.

    If you’re a user with a payments and cash management role and are responsible for managing payment templates in your organisation, any templates you need to take action on are displayed as rows in your Payment templates screen.

    If you can’t see the templates on which you want to take action, there are a number of ways to find a template.

    The actions you can perform depend on the payment and cash management roles currently assigned to you. If you find you can’t take an action you need to complete, please contact your Administrator for more help.


    Approve a payment template

    1. On your Payments and cash management page, select Payment templates to display the Payment template screen.
    2. For your security, we recommend that you review the beneficiary details for the template before you approving them.
      You can do this by double clicking on each payment’s row. Once you’ve reviewed the template, click Approve to approve the template or Close to return to the Payment template screen.
       



    3. To approve a single template, you can also click Down arrow in the template’s row and select Approve from the pop-up menu displayed.
    4. To approve multiple templates at the same time, after you have checked the beneficiary details, tick the ones you want to approve in the templates list and click Approve.
    5. A message is displayed asking if you’re sure you want to approve the template. Click Confirm approvals to authenticate the approval or Cancel to close the message without approving the template.
    6. A message is displayed to confirm your approval. 
      • To display a payment template detail report about the templates for printing, click Print details
      • To close the message and return to the Payment templates screen, click Close.
       

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    Unapprove a payment template

     

    1. On your Payments and cash management page, select Payment templates to display the Payment template screen.
    2. To unapprove multiple templates at the same time, tick the ones you want to unapprove in the templates list and click Unapprove.
    3. To unapprove a single template, you can also click Down arrow in the template’s row and select Unapprove from the pop-up menu displayed. 
    4. You can review the details of a template before deciding whether to unapprove it by double clicking on the template’s row. Once you’ve reviewed the template, click Close to return to the Payment templates screen and unapprove the template.
    5. A message is displayed to confirm your unapproval.
      • To display a payment template detail report about the templates for printing, click Print details.
      • To close the message and return to the Payment templates screen, click Close.

     

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    Reject a payment template

    1. On your Payments and cash management page, select Payment templates to display the Payment template screen.

    2. To reject multiple templates at the same time, tick the ones you want to reject in the templates list and click Reject.

      You can review the details of a template before deciding whether to reject it by clicking on the template’s row. Once you’ve reviewed the template, click
      Close to return to the Payment templates screen.

      To reject a single template, you can also click in the template’s row and select
      Reject from the pop-up menu displayed.

    3. The Rejection reason screen is displayed. Enter a reason for the rejection, up to 35 characters and click OK. This will be added to the audit section of the Payment details. 

    4. A message is displayed to confirm your rejection.
      • To display a payment template detail report about the templates for printing, click Print details.
      • To create a new template, click Create template.
       

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    Delete a payment template

    1. On your Payments and cash management page, select Payment templates to display the Payment template screen.
    2. To delete multiple templates at the same time, tick the ones you want to delete in the templates list and click Delete.

      You can review the details of a template before deciding whether to delete it by clicking on the template’s row. Once you’ve reviewed the template, click Close to return to the Payment templates screen.

      To delete a single template, you can also click Down arrow in the template’s row and select Delete from the pop-up menu displayed.
       
    3. A message is displayed asking if you’re sure you want to delete the template. Click Yes.
    4. A message is displayed to confirm your approval.
      • To display a payment template detail report about the templates for printing, click Print details.
      • To close the message and return to the Payment templates screen, click Close.
      •  You will still be able to view the deleted payment template for up to 60 days after it has been deleted.

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    Copy a payment template

    To copy a template as a new template:

    1. Click Down arrow in the template’s row and select Copy as template from the pop-up menu displayed.  
    2. Edit the new template’s details.

      For your security, check that the beneficiary details are still correct.
    3. When you’re ready, click Submit to submit the template for approval.
    4. If you’re not ready to submit the template yet, click Save draft to save the template as a draft for now.

    To copy a template as a new payment:

    1. Click Down arrow in the template’s row and select Copy as payment from the pop-up menu displayed.
    2. If required, edit the new payment’s details. 

      Ensure that the debit account number, beneficiary details, payment amount and value date are completed and correct. 

    3. When you’re ready, click Submit to submit the payment for approval.
    4. If you’re not ready to submit the payment yet, click Save draft to save the payment as a draft for now.

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    Modify a payment template

    1. Click Down arrow in the template’s row and select Modify from the pop-up menu displayed.
    2. Edit the template details. 

      For your security, check that the beneficiary details are still correct.
       

    3. When you’re ready, click Submit to resubmit the template for approval.
    4. If you’re not ready to submit the template yet, click Save draft to save the template as a draft for now.

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    Payment Templates - Beneficiary Amendments

     1. Changes made in the beneficiary library will not change details for the beneficiary on any payment templates which contain the beneficiary. Templates need to be updated separately from the Beneficiary library entry, or follow process in Point 2 below

    2. When beneficiary details are amended in a template there is an option to update the beneficiary library record by selecting update radio button – If this option is not selected the beneficiary library will not update

    3. If a beneficiary record in the library is deleted, and the record exists on any templates then there will be a warning that the record is contained in one or more templates



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