Approval workflows are useful if you want all virtual card requests for supplier payments exceeding a certain threshold to be subject to approval by one or multiple line Approvers before a virtual card can be created.
It is possible to have a one or two-tiered approval workflow, depending on your preference.
To set up a two-tiered approval workflow, create Approver 2 first.
Next, create Approver 1 and assign Approver 2 as the Approver. If only a one-tier approval is required, there is no need to assign an Approver 2 to the Approver 1 profile.
Then create the Deployer. To activate the Approval workflow, you must assign Approver 1 as the Approver.
Once Approver 1 has been assigned to the Deployer’s profile, you can choose the monetary threshold amount that activates the approval workflow.
Click the Card Pool access tab.
Enter the threshold amount and click Create User to activate the approval process.
If the deployment amount exceeds both the Deployer’s and Approver 1’s threshold, the request must be approved by both Approver 1 and Approver 2 before the deployment is created.
An Approver can trigger payment communication to the supplier at the point of approval. This functionality is available on the Approval page.
If multiple deployments from a batch deployment require approval, users will be able to select which deployments that they want to approve. Once the user has selected which deployments they want to approve, they will be prompted to send communications to all deployments selected.
If a deployment requires approval, communications will be sent to the supplier upon approval if both:
The supplier email address has been added to the deployment
Send Communication has been toggled on
If you have Dual Approval enabled, any new users you create will need to be approved by another Admin user.
Admin Users can delegate approval when an Approver is unavailable for a period of time. To delegate approval, search for the Approver via User Search. Click on the Approver user that you want to manage delegations for.
Click on the Approver delegations tab, and click the Edit user button in the top right.
Click on the Add new approver delegation link. Enter the Approver user that you wish to delegate to and the dates that the delegation will be active. Click Add and then click Update user.
The delegation has now been added and the status is Active.
For delegations to be added across two approval bands you must have back-up users assigned to both the Approver 1 and Approver 2 role. Without the appropriate amount of back-ups, delegation will be unavailable.
You can click the Edit user button to edit the dates or status of the delegation. Toggle enabled off to make the delegation inactive and click Update user to save the change.
If you made the delegation inactive, you will see that the status is now Inactive. Delegations will also become Inactive when the active dates set have passed, even if the toggle is still set to 'Is active'.
You can also click the Delete link to delete the delegation.
You can view Approval Delegations via Administration > Manage Users > Approval Delegations.
Click a user name to view the User Details page.
If you have Dual Approval enabled, any new Approval delegations or updates will need to be approved by another Admin user.
When logged in as an Approver you can choose to share approvals with another user with the same access level.
As Approver 1 or Approver 2, click the Profile icon in the top right-hand corner of the page.
From the dropdown, click Approval Sharing.
Click the dropdown box labelled Approver and select an eligible approver from the options.
Once you have selected an approver, click Add.
You will see that the new delegation has been added. Click the Delete link to remove the delegation.
If there are no options available you will need to create a new user with the same access level.