I want to create a payment approver Role

  • Step-by-step guide

    Download our step-by-step guide on how to set up approvers

  • If you’re a Primary Administrator responsible for setting up Commercial Banking Online for the first time, you will need to create a Role that can approve payments.

    To create a Payment Approver Role, we recommend that you copy and modify the pre-defined All Payments Role:

    1. On your Administration page, select Manage roles to display your organisation’s existing Roles on the Role Maintenance screen. 

    2. Click Down arrow in the row of the All Payments Role and select Copy  from the pop-up menu displayed. This will create a copy of the All Payments Role which you will modify to be able to approve payments. 
    3. Enter a Role Name for your copy of the All Payments Role, for example, APPRVPAY. The Role Name can be up to eight characters long and must be unique.
    4. Enter a Role Description for your copy of the All Payments Role, for example, Payment Approver. The Role Description can be up to 64 characters long.
    5. Click Save and continue to proceed to edit the Role's details.
    6. In the Payments tab, select the Data Permissions you want the Role to have. There are four kinds of Data Permissions:
      • Bank Account(s) for Bacs / Faster Payments. Grants access to bank accounts for Bacs and Faster Payments.
      • Restricted Template Access for Bacs/FasterPayments Grants access to restricted templates which are used for viewing and creating Bacs and Faster Payments.
      • Restricted Template Access for all payment types-excluding Bacs/Faster Payments Grants access to restricted templates which are used for viewing and creating all payment types except Bacs and Faster Payments. 
      • Bank Account(s) for all Payment Types –excluding Bacs / Faster Payment Grants access to bank accounts for all payment types, excluding Bacs and Faster Payments. 

      By default the None radio button is selected for all three Data Permissions indicating that the Role has no access to bank accounts or restricted templates. In order to approve payments, you should change this setting to All or Select for each Data Permission required. 

      If the Role should have access to all accounts or templates, select the appropriate All radio button. Alternatively, you can specify which accounts or template the Role has access to by clicking Select which will open a new window.  

      Tick the box next to any accounts 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 it and click Deselect.

    7. Click Arrow icon next to Global Settings to expand the Global Settings section then click Arrow icon next to Global Payment Settings to display the payment entitlements for the Role. Find out more about entitlements and Data Permissions.

      Global settings allows you to set the Role’s payment entitlements across all payment types, If you require one or more payment type to have different entitlements it can be adjusted individually after you have entered your Global Settings.

      • Set the Number of votes the payment receives when approved by the Role (this option will be greyed out showing 1 if your organisation uses panels).
      • Set the Instruction Limit that a Role can approve per individual transaction.
      • 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. Leave blank for unlimited.
      • Set Approve Own to allow a Role to create and approve a payment.
        F&S icon 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. If you select Auto-Approve you will have to use an approval code for each payment you create rather than being able to approve in bulk.
    8. Enter the Global Payment settings, as required.
    9. Click Arrow icon next to Payments to display the payment types available in Commercial Banking Online. 
    10. Click on the payment type that you want to set the approval for. This will open up further options for Freeform, Template and Payment Import. 
    11. Click on one of these options to open the entitlements. Here you will be able to specify if a Role is able to View, Create, Modify, Approve, Unapprove or Delete a payment.
    12. Tick Approve to display the approval options for that payment type.
    13. If you have already set Global Settings in the Role these will filter down to each individual payment type, these can be amended or manually entered if not set at the Global Payment level.
    14. Repeat steps 10-13 for each payment type the Role needs to be able to approve. 
    15. When you’re ready, click Save.
    16. Approve the Role.

    You can now assign the Payment Approver Role to users in your organisation when you when you create a user or edit a user. 

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