Payment Approvals (NetSuite)

creating approval workflows welcome to the payment approvals feature! this guide will walk you through setting up your approval workflows, ensuring your payments are secure and properly authorized to begin, an erp administrator or consultant with access to the fispan portal needs to log in at sys fispan live once logged in, select the payment approvals tile you'll then be prompted to start creating your workflows there are two main types of approval workflows you can set up global workflow this is your default workflow it applies to all payment types and bank accounts dedicated workflow this workflow is more specific it applies to a particular bank account and selected payment types dedicated workflows always take priority over global workflows setting up your global workflow first, give your workflow a descriptive name this will help you easily identify it later you have the option to set thresholds a threshold is a minimum payment amount that must be met for a specific approval tier to be required if your payment is less than the threshold amount, that particular approval tier will be skipped important each threshold amount must be equal to or greater than the previous tier's threshold important for your global workflow, you'll need to set a base currency currently, there's no automatic currency conversion for international payments if your payment is in a different currency than your base currency, it will go through all approval tiers, regardless of thresholds best practice for multiple currencies if you make payments from bank accounts with different base currencies, we highly recommend creating dedicated workflows for those accounts this ensures that your thresholds are properly applied to payments in those specific currencies you'll need to add approvers for your workflow enter the user's erp email address exactly as it appears in their erp user record important to approve payments, users in an approval workflow need both an erp license and the necessary plugin permissions you can set up to three levels of approval at each level, you can add up to five potential approvers you can also decide how many individual approvals are required per tier eg tier 1 requires 2 approvals, tier 2 requires 3 approvals, tier 3 requires 1 approval important considerations no self approval you cannot approve your own payments keep this in mind if a single user frequently acts as both the payment creator and an approver best practice for approvers to avoid delays, we suggest avoid having a single approver in a tier adding more approvers than the required approvals (e g , include 4 approvers in a tier that requires 2 approvals) this ensures the process can continue even if someone is unavailable once you're satisfied with your settings, click confirm selection you can now review your workflow click create workflow to confirm creation your global workflow is now active! all payments made through the fispan plugin will now follow this approval process creating a dedicated workflow if you have specific bank accounts that need different approval workflows, you can create a dedicated workflow select click here to create dedicated workflow important setting up a dedicated workflow means it will take precedence over the global workflow for this specific bank account and payment rail(s), affecting all future payments first, enter in a descriptive name for the workflow you'll then choose the bank account for which these approval workflows will apply click confirm selection next, select the payment rail(s) that will be part of this workflow payments not selected here will still be routed through your global workflow note this list displays all payment methods enabled for your entire account , not specific to individual bank accounts you can then set up the approval tiers, including thresholds, approvers, and the number of approvals required, just like with a global workflow when you're finished, click confirm selection next, you will see an overview of your workflow to enable the workflow, click create workflow your dedicated workflow is now active! payments made with the selected combination of payment rails and bank account will now be routed through this workflow going forward editing or deleting workflows you can edit or delete a workflow, but only if there are no pending approvals for that workflow this prevents any confusion or errors with payments currently going through the approval process in the event you need to edit a workflow with associated open payments, process or cancel any outstanding payments associated with the workflow editing a workflow click on the workflow you want to edit in the table an overview of the workflow will appear next, click edit workflow make your desired changes to the workflow verify your changes and then click save you will then see a confirmation of the changes the updated workflow will now apply to all new payments deleting a workflow click on the workflow you want to delete click delete workflow next, confirm you would like to proceed with the deletion you will then see a confirmation that the workflow was successfully deleted payments will no longer use this workfow if you still have a global workflow active, these payments will now be routed through your global workflow instead netsuite required permissions to get access to the payment approvals page, please have your erp administrator navigate to the role to customization → scripting → script deployment use the following filters on the type dropdown select suitelet on the api version dropdown select 2 1 edit the my bank payment approvals suitelet script and, under the audience tab, add roles that require access to payment approvals payment approval request page after creating payment workflows, once you initiate a payment from within your fispan plugin, its status transitions to waiting for approval this section guides you through the process of reviewing and managing these payments the payment approval request page serves as your central hub for all payments initiated for your company that are awaiting approval the approvals page table provides a comprehensive overview of each payment request, with the following key details request date the precise date when the payment was initiated within the plugin user/requested by the name of the user who submitted the payment request payment request id a unique internal identifier generated by the plugin for this payment this id is crucial for any troubleshooting or support inquiries payee the name of the recipient (vendor or entity) to whom the payment is being sent amount the total value of the payment, after any applicable discounts or credits have been subtracted number of bills the count of individual bills that are covered by this specific payment request payment type the chosen method for distributing the funds (e g , ach, check) source account the bank account from which the payment funds will be drawn expected pay date the date on which the payment is projected to be sent out to the recipient, assuming it receives final approval approval progress a tracker which provides context to where a payment is within the approval process to help you quickly find specific payment requests, the approvals page provides filtering capabilities click on the filters button to open the filter panel on the right side of the screen you can filter by amount, payment request id, payment type, request date, source account or vendor individual approvals or rejections for more granular control, or to provide unique rejection reasons, you can process payments individually to approve or reject individual payments, simply click on the specific payment row in the approvals table this will open a detailed dialog for that payment you can navigate through other payments directly from this dialog using the provided navigation arrows, without returning to the main table to approve an individual payment click the approve button you will then see an approval confirmation screen this screen includes a countdown timer that will automatically advance you to the next payment in your list (if any) or close the dialog you can also click the navigation arrow to move to the next payment more quickly if your approval is part of a multi tier workflow, the payment will proceed to the next required approver(s) to reject an individual payment click the reject button you will be prompted to provide a rejection reason once you have entered the reason, click yes, reject payment you will then see a rejection confirmation screen similar to the approval confirmation, this screen includes a countdown timer to automatically advance you or an arrow to move faster if a payment is rejected, it will be voided within your erp system the associated bills will then reopen, becoming eligible for future payment the payment status on the payment history page will change to cancelled bulk approving or rejecting to quickly focus on payments awaiting your direct action, click the show assigned to me only filter in this filtered view, you can efficiently manage multiple payments you have the ability to select up to 1,000 payments at a time for processing your selections are maintained even when navigating across different pages of the table, allowing you to select payments from your entire list hover over the "selected" counter to view a detailed breakdown of the total amount of selected payments, neatly grouped by currency once you have reviewed and selected the desired payments, you can choose to approve or reject them using the corresponding buttons after making your selection (approve or reject), you will be presented with a summary of your chosen payments for a final confirmation review if you selected "reject," you will be prompted to provide a mandatory rejection reason please note that this reason will apply to all selected payments if you require different rejection reasons for individual payments, you must process them separately once you confirm your selection, the system will begin processing your approvals or rejections if a payment is rejected, it will be voided within your erp system the associated bills will then reopen, becoming eligible for future payment the payment status on the payment history page will change to cancelled if your approval is part of a multi tier workflow, the payment will proceed to the next required approver(s) however, if your approval is the final one required, the payment will be sent for processing and be transmitted to your bank payment approval history page the approval history page provides a comprehensive record of all payments that have reached a definitive status either rejected or approved payments still pending further approval will not appear here; they remain visible on the approval requests table this page offers a detailed overview of past payment activities, including status the final outcome of the payment (e g , "approved," "rejected," "paid") payee the name of the recipient of the payment payment request id the unique internal plugin identifier for the payment, useful for reference number of bills the count of bills included in the payment payment type the method used for the payment (e g , ach, wire) amount the total amount of the payment after any discounts or credits source account the bank account from which the payment originated user/requested by the user who initially requested the payment request date the date the payment request was initiated total approvers the total number of users who took action (approved or rejected) on the payment decision date the date on which the final action (either final approval or rejection) for the payment was completed to view more details about a request, you can click view and see the following date and time when the approval or rejection occurred user the individual who approved or rejected the request reason any comments or explanations provided for the decision payment approvals history export you can export the approvals history for record keeping or analysis the export file includes date the date the payment was processed vendor name the name of the recipient of the payment total bills the number of individual bills included in the payment amount the total value of the payment currency the currency in which the payment was made (e g , usd, cad) payment method how the payment was made (e g , ach, check, wire) submitted by the user who initiated the payment request reviewed by the email addresses of all users who participated in the approval or rejection process this gives you a clear view of the approval chain approval/rejection time the exact date and time when the final decision (either approval or rejection) was made by the last reviewer status the final outcome of the payment request, clearly indicating whether it was approved or rejected reason for rejection if a payment request was rejected, this field will provide the specific reason this field will be empty for approved payments to generate this export, click the export button on the approvals history page frequently asked questions i have a user who has access to fispan portal but i do not want to have permission to edit my approval workflows what can i do? need to adjust user access to workflows (e g , view only or no access)? please contact fispan support with the user emails for assistance what if i accidentally reject a payment? rejection is a terminal action if a payment is rejected in error, the initiating user will need to resubmit the request