What are votes and panels?

  • When an organisation applies for the Commercial Banking Online service, they select what kind of payment approval they want. With votes payment approval, payments must be approved by individual users with appropriate voting rights. With panel payment approval, payments must be approved by a panel of users.


    Votes

    With votes payment approval, any payments created in Commercial Banking Online must be approved by users with voting rights before the transactions can proceed.

    Payments need a total six votes before a payment is approved and users can have more than one vote. The number of votes a user has and the payment amounts they can approve depend on the voting entitlements they have as part of the payments and cash management roles currently assigned to them.

    For example, the ABC company has five users who each have a payments and cash management role assigned to them that allows them a specific number of votes.

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    User one’s role gives them one vote for approving payments up to £1000.

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    User two’s role gives them two votes for approving payments up to £1000.

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    User three’s role gives them three votes for approving payments up to £1000.

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    User four’s role give them four votes for approving payments up to £100.

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    User five’s role give them five votes for approving payments up to £100.

    A payment for £500 is created and submitted for approval. User two and user three approve the payment. User one rejects the payment. This means that the payment is rejected as it has only received a total of five votes.

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    User four and user five couldn’t approve the payment as they cannot approve payments over £100.

    Another payment for £90 is created and submitted for approval. User one and user five approves the payment. This means that the payment is approved as it has received a total of six votes.

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    If your organisation has selected vote payment approval for the Commercial Banking Online service, your Primary Administrators must perform a couple of actions:

    1. Create roles with payment approval and voting rights entitlements
      Payments and cash management roles determine what entitlements users have and what information they can see in Commercial Banking Online around payment creation, management and reporting and accounts and balances management and reporting. Primary Administrators should create appropriate payment approval roles and specify the number of votes within each of those roles.

      If an organisation selects to have a minimum of two payment approvers when they apply for the Commercial Banking Online service, a role can have a maximum of five votes. If an organisation selects to have a minimum of one payment approver when they apply for the Commercial Banking Online service, a role can have a maximum of six votes. For your security and protection against fraudsters, we strongly recommend two approvers for all payments.
    2. Assign theroles with payment approval entitlements to the users and select their approver type
      Once a payment approval role has been created with the required voting rights, Administrators can then assign that role to those users who need to be able to approve payments.

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    Panels

    With panel payment approval, any payments created in Commercial Banking Online must be approved by a panel, or group, of up to six users before the transactions can proceed.

    Payments need all users in a panel to approve them before a payment is fully approved and can proceed. Whether a user belongs to a panel is determined by the payment approver type assigned to them. Which payments a panel approves is determined by the payment threshold specified for the panel and any payment types and payment methods assigned to the panel.

    For example, the ABC company has five users who each have a payment approver type assigned to them.

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    User one is assigned the Payroll Clerk type.

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    User one is assigned the Payroll Manager type.

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    User one is assigned the Department Head type.

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    User one is assigned the Finance Director type.

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    User one is assigned the Executive type.

    The Primary Administrators for the ABC company set up two panels in Commercial Banking Online.

    The Payroll panel can approve payments up to £5000. The panel contains the Payroll Clerk, Payroll Manager and Finance Director approver types. This means that user one, user two and user four belong to the panel.

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    The Supplier panel can approve payments up to £20000. The panel contains the Department Head, Finance Director and Executive approver types. This means that user three, user four and user five belong to the panel.

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    A payment for £1500 is created and submitted for approval. It falls with the payment threshold for the Payroll panel so the users belonging to that panel can review that payment. User one and user two approves the payment but user four rejects the payment.

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    This means that the payment is rejected as it was rejected by one of the members of the panel.

    A payment for £17000 is created and submitted for approval. It falls with the payment threshold for the Supplier panel so the users belonging to that panel can review that payment. User three, user four and user five approve the payment.

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    This means that the payment is approved as it has approved by all members of the panel.

    The approval sequence for the panel can also be fixed, if required. This means that any payments meeting a panel’s threshold need to be approved in a fixed order by members of the panel.

    For example, the ABC company selects to fix the Supplier panel, so that a payment must first be approved by the Department Head, then the Finance Director and finally the Executive.

    A payment for £15500 is created and submitted for approval. The payment first goes to user three (the Department Head) who approves it. Next, the payment goes to user four (the Finance Director) who rejects it. As the payment has now been rejected by a member of the panel, it does not move on for approval by user five (the Executive).

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    If your organisation has selected panel payment approval for the Commercial Banking Online service, your Primary Administrators must perform a number of actions before users start creating payments in Commercial Banking Online. They need to:

    1. Rename the approver types
      The default approver types supplied in Commercial Banking Online are named A through to J. Primary Administrators should rename these approver types to names that are more meaningful to their organisation.
    2. Create the panel profiles
      Panel profiles are the groups of panels an organisation needs to approve different payment thresholds, payment types and payment entry methods. Primary Administrators need to add their renamed approver types to the appropriate panels and specify the maximum payment amount that each panel can approve as a payment threshold.
    3. Assign a payment type and payment method to the panel profiles
      Panel profile assignments are the types of payment and payment entry methods a panel can approve. Primary Administrators need to assign payment types and payment entry methods to panel profiles if different panels need to approve different kinds of payments.
    4. Create roles with payment approval entitlements
      Payments and cash management roles determine what entitlements users have and what information they can see in Commercial Banking Online around payment creation, management and reporting and accounts and balances management and reporting. Primary Administrators should create appropriate payment approval roles that can be assigned to the users who need to be in the panels.
      Assign the roles with payment approval entitlements to the users and select their approver type
      Once the payment approval roles have been created, Approvers can assign them to the users responsible for payment approval and select their approver type.

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