I want to take action on a payment

  • If you're a user with appropriate payments and cash management roles and are responsible for managing payments in your organisation, any payments you need to take action on are displayed as rows in your Payment management screen.

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

    The payment 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.


    Unapprove a payment

    You can unapprove payments with a Rate requested or Needing rate status. Payments with an Approved status can only be unapproved within a maximum of 60 seconds after they have been submitted.

    1. To unapprove multiple payments at the same time, tick the ones you want to unapprove in the payments list and click Unapprove.

      To unapprove a single payment, click Down arrow in the payment’s row and select Unapprove from the pop-up menu displayed.

      You can also review the details of a payment before deciding whether to unapprove it by double clicking on the payment’s row. Once you’ve reviewed the payment, click Close to return to the Payment management screen and unapprove the payment.
    2. Authenticate the unapproval.
    3. A message is displayed to confirm your unapproval.

      If you have unapproved multiple payments at the same time, click + to view the summary of a specific payment.
      • To print out the details of the unapproved payments as a payment detail report, click Print Details.
      • To close the message and return to the Payment management screen, click Close.
      Unapproved payments will have an Entered status until they’re resubmitted for approval.

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    Reject a payment

    You can only reject payments with an Entered or Incomplete approval status.

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

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

      You can also review the details of a payment before deciding whether to reject it by clicking on the payment’s row. Once you’ve reviewed the payment, click Close to return to the Payment management screen.
    2. 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.



    3. A message is displayed to confirm your rejection. If you have approved multiple payments at the same time, click + to view the summary of a specific payment.
      • To print out the details of the rejected payments as a payment detail report, click Print details.
      • To close the message and return to the Payment management screen, click Close.
       

    Rejected payments will have an Approver rejected status until they’re deleted.

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    Delete a payment

    You can only delete payments with an Incomplete, Entered or Rejected status.

     

    1. To delete multiple payments at the same time, tick the ones you want to delete in the payments list and click Delete.

      To delete a single payment, click Down arrow in the payment’s row and select Delete from the pop-up menu displayed.

      You can also review the details of a payment before deciding whether to delete it by clicking on the payment’s row. Once you’ve reviewed the payment, click Close to return to the Payment management screen.
    2. A message is displayed asking if you’re sure you want to delete the payment. Click Yes
    3. Authenticate the deletion.
    4. A message is displayed to confirm your deletion.

      If you have approved multiple payments at the same time, click + to view the summary of a specific payment.
      • To print out the details of the deleted payments as a payment detail report, click Print details.
      • To close the message and return to the Payment management screen, click Close.

    Your deleted payment will remain on you Payment management screen for up to a month before bring removed from the system. 

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    Copy a payment

    You can only copy payments with an Approved status.

    1. Click Down arrow in the payment’s row and select Copy as payment from the pop-up menu displayed.  
    2. If required, edit the new payment details.
    3. When you’re ready, submit the payment for approval. 

      If you’re not ready to submit the payment yet, save the payment as a draft for now. 

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    Modify a payment

    You can only modify payments with an Entered status.

    1. Click Down arrow in the payment’s row and select Modify from the pop-up menu displayed.  
    2. Edit the payment details, as required.
    3. When you’re ready, resubmit the payment for approval. 

      If you’re not ready to submit the payment yet, save the payment as a draft for now. 

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    Repair a payment

    You can only repair payments with an Needs repair status.

    1. Click Down arrow in the payment’s row and select Repair from the pop-up menu displayed.  
    2. Edit the payment details to fix the incorrect or missing information.
    3. When you’re ready, submit the payment for approval. 

      If you’re not ready to submit the payment yet, save the payment as a draft for now. 

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    Get and complete an FX Trade

    You must get an exchange rate for payments that require a conversion between currencies and no pre-agreed rate has been obtained. An exchange rate can only be obtained once the payment has been fully approved. You must be attached to a Role that has Get Rate enabled to carry out this action. 

    You can be notified whenever payments need an FX rate with an alert in your Notifications bar, depending on your notification alert settings within the Payments Requiring FX field.

    Payments requiring rates can also be found within the Needs Rate Payments view within the Payment Management screen.

     FX Contract ID field - If you have a pre-booked FX deal, the FX reference number is provided here along with the rate in the associated field. This must be correctly formatted with either B, used with spot deal e.g. 2 day value, or F, future expiry date, followed by 8 digits.

    You can request FX rates for up to 50 payments at a time by either selecting the tick box on the left hand side of the screen beside the column titled Actions or by selecting each payment individually. 

    Next, select the Get Rate option.

    The exchange rate will be displayed in the Exchange Rate column.

    The Get Rate Response column will display a countdown from 30 seconds and to accept the rate the user must select the Trade button before the countdown completes.

    If you do not want to accept the provided rate take no action and the rate will expire.  The payment status will move to Quote Expired and the above steps must be taken again.

    For each successfully traded payment, the contract ID of the trade will be displayed within the Payment Details screen.

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