Payment Approval Stages: A suggested approach - Operator Role

Tasks

This role performs the following tasks:

  • Prepares scan of invoice (See scanning procedure)
  • Enters the transaction as a batch entry.
  • Add/Edit the Counterparty details and add/edit the bank details.
  • Enter the transactions account coding.
  • Attaches the invoices, the attached document should have evidence of the payee's bank account

Payment Entry

When this role enters a transaction the only options that can be selected are "Last Unsubmitted Batch" or "New Batch". This role cannot enter a direct payment to a Cash at Bank account.

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Permissions

Permission inferred by removing access to add payments, post batches and upload files.

This role will only be able to enter batch payment entries.

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This role should be able to "Add - Accounts Payable"

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This role should also be able to Add / Enter bank details:

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This role will be able to add source documents as backup to the batch payment. The attachment should have the account number or BPAY details for later verification.

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Submit the batch

Once the transaction is entered this role will be able to submit the batch, which will lead onto the next stage of the approval process.

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Submitting the batch prompts for an email alert to be sent:

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An example of the email sent.

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