Approve or decline a payment—Accounts Payable

The approval process allows you to approve payments before they can be paid. You can approve or decline payments for which you have the appropriate level setting, or where you are selected as an approver based on the transaction amount. Some requests require approval from multiple users.

When approving or declining a payment request, you can add a comment, such as the reason why a payment request is being declined.

When working at the top level, it's a good idea to approve or decline payments for one entity at a time. For example, select payments from Entity A and approve them. Then, approve payments from Entity B. To sort payments by entity, select the Entity column head.
Subscription Accounts Payable enabled for Payment approvals
User type

Business

Employee
Permissions Approve payments: List and Level #
  1. Go to Accounts Payable > All > Payments > Approve payments.
    • Top level view: If you're viewing transactions from a top level company, you only see transactions created at the top level. To view transactions created at the entity level, select Include private.
    • Entity view: If you're viewing transactions within an entity, you only see transactions created within your entity. To view transactions created for your entity at the top level, select Include top-level transactions.
  2. Filter the approval list to see only those payments that you want to act on.

    To create complex filters, use Advanced filters.

    To show additional columns, change the column order, sort, and filter, create a new view that you can reuse each time you approve payments.

  3. Do one of the following:
    • To add a comment to your action:
      1. Select Approve or Decline.
      2. Enter your comments.
      3. Select Approve or Decline in the pop-up dialog.
    • To bypass entering a comment, select the checkbox to the left of payment you want to act on, and then select Approve or Decline.

      Select or deselect all listed payments by selecting the checkbox in the header column.

If you approve a payment, the AP supplier invoice gets paid based on the selected payment method.

If you decline a payment, the AP supplier invoice remains on the Payment requests page. Depending on why the payment was declined, the AP supplier invoice can be:

  • Edited and resubmitted.
  • Deleted (or reversed, if reversal is enabled) after the payment request is canceled.