Requirements:
Bank account and Vendor payment method
A bank account must be added on your domain. This can be a Checking, ACH, or Other. See: How to add a bank account to Procurify.
Your vendor must have a payment method added. See: How to set up a Vendor payment method.
Payment approval routing
You need to set up approval routing for your payments. See: How to create a group and add an Approver for payments
Self-approval is allowed for payments processed externally.
Approved Bills
You can only process a payment for your approved bills.
Permissions
Superusers, by default, have the ability to create, submit, and view payments.
Custom users must have Create, view, and manage payments and payees permission.
For approvers, they must have permission to approve payments.
Creating a Payment:
Go to Accounts Payable > Pay Bills.
You will be presented with all the approved bills you can pay. You will also see another tab for Payments drafts.
Select the bills you want to include in your payment.
Click +Prepare Payment button on the right.
Select External bank account as your Payment Source.
Select your Payment Type.
Select your Account. If you don't see any option. Kindly add one by following the steps here: How to add a bank account to Procurify.
Select your Payment date.
Select your Payment method. If you don't see any, you can add one from here:
Select the Approval Group and then the Approver.
You can now Submit for approval.
Once the payment is approved, you should be able to see it on Accounts Payable > Manage payments page.
Additional Information:
If you have forgotten to include other bills on the payment you're trying to process, you can add more by clicking on +Add approved bills.
You can only select bills from the same vendor with the same currency.
Using the Filters button can help you select bills you need to process.
If you delete a payment draft, the payment number shown will not be available the next time you create a new bill. For example, you deleted draft Payment #2. The next payment you'll create will be Payment #3.
Approving Payment
If self-approving a payment, it will automatically be approved as soon as you select the Submit for approval button.
NOTE: Self-approval is only allowed for externally processed payments.
Navigate to Approve > Payment page.
You will be directed to the pending payment page.
Click on the payment number you want to approve.
Click the Approve button.
Additional Information:
Payments can't be approved in bulk. It's essential that you go through each to review the payment details.
The Approve tab in Approve > Payment page will show the payments you final approved. If you're the first approver and the payment has to be approved by another approver, you will no longer see the payment you approved in this page.
Once the payment has been marked
Paid, it will no longer show under Approve > Payment > Approved tab.
Marking Payment as Paid
Navigate to Accounts Payable > Manage Payments.
Locate the payment you want to mark as paid.
Click the [...] button to the right of the payment and Mark as paid.
Confirm the action.
Additional Information:
Once payment is marked as paid, you can no longer undo it.
Cancelling a Payment
Navigate to Accounts Payable > Manage Payments.
Locate the payment you want to cancel.
Click the [...] button to the right of the payment and select Cancel payment.
Confirm the action.
The payment will be deleted and the bill(s) will go back to Accounts Payable > Pay Bills page.
Exporting Payments
Navigate to Accounts Payable > Manage Payments.
Click Export CSV on the top right.
The link to download the file will be sent to your email address.