The Payment Approvals pages, for Other and Weekly Payments, are available to allow organisations to have Payments that are entered, reviewed and then approved. This approval information may then be used for the creation of payment files to use with payment systems, etc. Payment Approvals can be turned on for an account in the Account System Settings.

By default, only Admin users can approve payments. To discuss creating other custom user types having access to Approve Payments, please contact Support via our In-System Support Widget.

In addition, user payment approval limits can be set via a user's profile settings.

The Other Payment Approval and Weekly Payment Approval pages can be accessed from the main menu under the Approval heading.

Each column is able to be filtered or sorted to help display the payments visible for approval. There is also a filter button that contains additional filter options. There is also a search field available that you can use to find specific payments. This field will filter payments based on any matching text it finds in each payment line.

Using the arrow on the left, the Payment’s details can be expanded to display more information, including all line items for that payment.

Payments can be approved by selecting the Payment/s using the checkbox on the left of the grid and then selecting the Approve button at the bottom of the page. Multiple Payments can be selected and approved at once.

When using the Select All checkbox, all records displayed on the page will be selected. Records on other pages will not be selected. The number of records selected is shown at the top of the grid.

Users can adjust the number of records shown on the page using the 'Items per page' setting at the bottom of the grid.

If a user navigates to the next page, the records that were selected will automatically be unselected.

If multiple Payment records have been selected, and some return errors but others do not, the Payments that do not return errors (and are not linked to a claim that returns any errors) are approved successfully.

You can apply account settings so that users do not need to manually approve lower-value payments. The system will automatically approve any payments under the set amount. Our Support Team can turn on this account setting and set a relevant automatic approval amount.

As an example, when the Automatically Approve Other Payments account setting is on, and the Amount is set to ‘500’, all Other Payments added under $500 will automatically be marked as ‘Approved’ and will not be sent to the Approvals Page for manual Approval. Payments over this limit will be sent to the Approvals Page for Approval.

If you have attached a copy of the invoice to the payment record, you can view this by clicking on the paperclip icon to the right hand side of the payment line

You can also Null payments directly from the Approvals pages as well, by clicking on the [...] icon and selecting Null Payment.

NOTE: using the Null function on the payment approval pages will not give you the option to edit the payment.

If you wish to edit the payment you will need to go into the claim file to do this (refer to the help centre article on nulling payments).