Adding Beneficiary Details
To be able to make payments from Voly to your Suppliers, you will need to add bank details to the Suppliers you have created at the Fleet Level.
Select the Supplier you would like to add banking details from the Fleet details page.
Click ‘Create Beneficiary’ in the top right-hand corner of the Supplier's details page.
Choose your supplier's bank country and fill in the relevant details.
Double-check the details before submitting, then click 'Submit Details'.
Once confirmed via our banking partner B4B, you will see the light blue logo attached to the supplier. This means the payment details are available to use. This symbol will be seen at the vessel level. On the Fleet Supplier details page, you will know payment details have been attached as there will be a tick next to the supplier's name.
Approvals
Permissions for Fleet management to suit your workflow, including approval permissions, can be added to the account. Speak with your Client Relationship Manager or the Implementation team to get these permissions turned on and changed.
Fleet suppliers can be added by any user who has permission to view and add to the Fleet management tab. This also applies to adding payment details to any suppliers within the fleet management pages, the user will need to have permission enabled to do so.
If an approval process is set up, every time bank details are added to a supplier by one admin user, it will require another admin user who has permission to approve the details before any payment can be made. This is the same process that is in place on the vessel level for adding both suppliers and payment details.
Even with the view, add and edit permissions enabled, you are not able to approve details added by yourself, but you can reject them if you notice an error.
If the beneficiary approval setting is turned on, the beneficiary will display as pending approval, indicated by the orange ‘pending approval’ tag on the Beneficiary Details tab and the orange hourglass overlaid on the beneficiary tick once added.
Beneficiaries awaiting approval will be displayed in the Fleet Approvals tab at the Fleet level. You can have the beneficiaries set up so one member of the team will upload the details, and another will review and approve.
You can click on the line to open the Supplier and Beneficiary details. From here, you can approve or reject by clicking the appropriate button.
If approved, the beneficiary details will drop into the Fleetwide Suppliers Details across the vessels in the fleet. If rejected, the beneficiary details will be deleted.
If the beneficiary details are rejected, it can be resubmitted by whoever uploaded the details originally.
The supplier bank details will not be visible on the vessel level, and you won't be able to make payments towards it until the bank details have been fully approved.
Edit Fleet Beneficiaries
Once you have added beneficiary details to a supplier at fleet level, these details are reflected on every Vessel under the Fleet. This also applies when you edit the beneficiary details.
To edit beneficiary details, you will need to complete the following steps.
Please note: Editing details at a fleet level will change the details for the same supplier on every vessel in your fleet.
Select the Supplier with the details you wish to edit. You’ll know if beneficiary details are on that supplier by the grey tick at the end of the Supplier name box.
Once on the Supplier Details page, you will need to select the three dots found in the top right corner of the details page.
Once selected, you will see four options to choose from to edit the details; you will need to select ‘Edit Beneficiary’
You will now be able to edit any details for the beneficiary on this page. Once you have made the necessary edits, you will be able to resubmit the details. This will update the beneficiary details for the same supplier on every vessel under the fleet.
The details will go for a quick check to validate them. This is the same process as when you add beneficiary details to a supplier for the first time. You will receive a pop-up informing you of this once you have clicked submit.
Once the validation has been completed, you will be able to make payments against this supplier on all vessels under the fleet.
Remove Beneficiary Details
If you no longer wish to make payments against a Supplier, you can remove the beneficiary details at the Fleet Level.
Just like editing a beneficiary, removing the details will impact the supplier on every vessel within your fleet. To remove the details, you will need to complete the following steps.
Select the supplier where you want to remove the beneficiary details.
Once on the Supplier Details page, you will need to select the three dots found in the top right corner of the details page.
Once selected, you will see four options to choose from to edit the details; you will need to select ‘Remove Beneficiary’
Once you have removed the details, you will no longer be able to make direct Voly Money payments to that supplier unless you re-add the beneficiary details.
Still have questions?
Send us a message through the chat icon in the web app, email us or keep looking through our Help Centre for more information.