Prepare and release payments

Step by step

1. Select due bills AP Clerk

   AP Clerk prepares payment run items for approved due bills in a draft run. Check the outstanding amount and any existing selection. Hold disputed items and explain exclusions so urgency does not override the bill approval requirement.

   • Build a payment proposal
   • Updates Payment runs, Payment run items, Bills

2. Review terms and cash needs AP Manager

   AP Manager checks methods, destination references, authorized one-off payees and any eligible early-pay discount. Keep gross amount, discount and net amount visible. A potential discount is not taken merely because its opportunity appears in a report.

   • Review proposed cash requirements
   • Updates Payment run items, Early pay discounts, One off payees

3. Approve the proposal AP Manager

   AP Manager approves the prepared run for release review. Payment approval steps retains the actor and outcome. Held or changed items remain distinguishable from those actually approved, and a changed proposal needs the affected review refreshed.

   • Authorize the proposal for final release review
   • Updates Payment runs, Payment approval steps
   ApprovalA person approves before the work moves on.

4. Release and transmit Controller / CFO

   Controller / CFO authorizes the run for bank-facing processing. Payment batches retains the file or instruction and transmission result. A technical connector cannot replace the Controller decision, and a generated file cannot be treated as cleared funds.

   • Record authorized release and actual transmission
   • Updates Payment runs, Payment batches, Payments
   ApprovalA person approves before the work moves on.

5. Confirm or handle returns System

   Bank evidence updates the relevant payment outcome and the bill balance. Partial payments leave the remainder open. A returned item retains its trace, restores only the failed effect and links any replacement attempt; repeated callbacks must not settle the same amount twice.

   • Reconcile the actual bank outcome
   • Updates Payments, Bills

AP Clerk

AP Manager, Approver, Controller / CFO and Admin follow their configured scope. External participants receive only the records and actions assigned to their own supplier or integration.