Vendor Approvals Legacy (Intacct)

The Vendor Approvals feature provides a robust and secure method for managing changes to vendor information within Intacct. This approval process ensures data accuracy, minimizes the risk of errors, and enhances security by requiring authorization for modifications to your vendor's banking data.

To customize the approval process, you can define Approval Workflows that dictate how different types of changes are routed for authorization.

Log in to the FISPAN Portal at sys.fispan.live. On the Control Center, click on Vendor Record Approvals.

Once you are on the Vendor Record Approvals page, click on Let's Get Started.

Give your workflow a descriptive name. You can then select which entities you would like the approval workflow to apply to.

You can establish up to three levels of approval. At each level, you can specify up to five potential approvers. Furthermore, you can determine the number of approvals required at each level to proceed.

Once you are happy with the information you have entered, you can select Save New Workflow.

You can edit existing workflows to adjust the workflow. Click on the workflow you would like to modify.

Make you desired modifications, and click Save Changes.

Modifying the entities associated with a workflow will disable any other workflows that were previously applied to those entities. Similar to making edits to workflows, all future requests for these entities will go through the new workflow, existing requests will remain untouched.

If a workflow has pending approvals, it cannot be deleted until those approvals are resolved.

To delete a workflow, click on it. Then click Delete Workflow.

A popup screen will appear. Click Yes, Delete Workflow.

If a workflow has pending approvals, it cannot be disabled until those approvals are resolved.

To disable a workflow, click on the Enable Flow toggle. Then click Save Changes.

Navigate to the Vendor Approvals page within the Intacct plugin. By default, you'll see all pending approval requests for your organization.

To view only the requests assigned to you, click the Show assigned to me only filter.

To review a specific request, click View. This will display key information such:

To approve a request:

Click Approve to authorize the proposed changes.

The request will either progress to the next level in the approval workflow (if multiple tiers are configured) or, if you are the final approver, the vendor's bank details will be updated accordingly in the payment methods page.

To reject a request:

Click Reject to deny the proposed changes.

You will be required to provide a rejection reason.

All users within a tier will receive an email when the approval request has been created.

The email has a limit of 100 vendors at a time and will be sent every 30 minutes if there are approval requests being created.

When an approval request is created by modifying a vendor's bank details, the following updates happen within your plugin.

Pay Bills Page

When a vendor has a pending change, payments cannot be processed for that vendor. This ensures the vendor has the most up-to-date information before payments are processed.

A warning icon and greyed-out checkbox will prevent these vendors from being paid.

Payment Methods Page

On the Payment Methods page, the Vendor will have an icon identifying there is pending changes.

If you click on the vendor, you will see the record that has been changed is highlighted.



Furthermore, if you open the record, you will see all fields are greyed out and cannot be edited.

The Approvals History page maintains a comprehensive log of all approval requests, including both those that were approved and those that were rejected.

To view more details about a request, you can click View and see the following:

You can export the Approvals History for record-keeping or analysis. The export file includes:

To generate this export, click the Export button on the Approvals History page.