Frequently Asked Questions - Business Bill Payment

When making a standard payment just enter the amount and the date. This type of payment is made from your standard make payments page.

When making a payment with invoices, you have the ability to include detail such as invoice numbers, credits, adjustments, or discounts. You can make this type of payment on the page you use to pay invoices. This page is also useful if you are only making payment on part of an order. You can make it clear to the payee what you are paying for and why.

What is the difference between an administrator and a regular user?

The primary difference is the level of authority that is granted to an administrator. An administrator has the ability to approve a payment of any amount, initiate a payment of any amount, and add new users at anytime. Conversely, users have limited authority to initiate and approve payments, and they cannot add a new user.

What is the "Make payment" privilege? What can I do with this privilege?

The "Make payment" privilege allows you to schedule payments up to your assigned limit. These payments go into "Pending" status until they are approved.

What is the "Approve payments" privilege?

The "Approve payments" privilege allows you to approve payments, up to your assigned limit, that are in "Pending" status. After you approve a payment, it goes into "Scheduled" status and moves to the Payment Outbox.

Can I add a user without any privilege?

No, at least one privilege and one funding account must be assigned to a user before he or she can be successfully added.

Can I add a user without a funding account?

No, a user cannot be added without at least one approved funding account. Only administrators and additional contacts can be added without an approved funding account.

Can I have more than one administrator?

Yes, you can have an unlimited number of administrators; however, at least one active administrator must exist at all times.

Is there a way to upgrade an additional contact to an administrator or user?

No, to change an additional contact to an administrator or user, you must delete the additional contact and re-add him or her as either an administrator or user.

What is the maximum "Make payment"/"Approve payment" limit that I can assign to a user?

The maximum limit that you can assign to a user is displayed as the default value on the Add a User page.

How I increase the maximum limit that I can assign?

Simply contact your financial institution for a limit increase.

What is "pending" status?

"Pending" status is the holding bin for payments that have been scheduled, but have not yet been approved by an administrator or user with approval privilege.

Who can approve my payments?

Please contact your administrator for a list of users who can approve payments.

What happens if my payment is not approved before the payment date?

Your payment will not be issued unless approved prior to the payment date. To later issue the payment, a new payment date will need to be assigned.

What type of information can I view about a user who created and/or approved a payment?

If you go to the Payment Details page, you will see a Payment History section that details when the action on the payment was completed, the amount of the payment, the account from which the payment was made, whether the payments was created, or edited, or approved, and who took this action.

What type of information can I view about the user who created and/or modified a payee?

If you go to the Payee Details page, you will see a Payee History section that details when the action on the payee was completed, whether the payee was created, edited, activated, or deactivated, and who took this action.

What type of information can I view about the user who created and/or modified a funding account?

If you go to the Funding Account Details page, you will see a Funding Account History section that details when the action on the funding account was completed, whether the funding account was created or edited, and who took this action.

Can I include information about the user who created and/or approved a payment in when I create a report?

Yes. When creating a report, click the "Show audit activity for each payment" checkbox. This will add two additional fields to the report and allow you to track who created and approved payment.

Can I view privileges and limits for all of my users without going into each account?

Yes. On the Business Users page, click the "Show privileges" link and the page will expand to display all privileges and limits for all users. With the page expanded, click the "Hide privileges" link to revert to the standard Business Users page.

What does the audit privilege allow users to do?

The audit privilege allows users to create reports with audit activity.

What is audit activity?

Audit activity provides detail about the user who created and/or approved the payment. This information can be added to a standard payment report by any user who has the audit privilege.

What happens if my payment is not approved before the payment date?

Your payment will not be issued unless approved prior to the payment date. To later issue the payment, a new payment date will need to be assigned.

Why can't I assign the audit privilege without the payment privilege?

The audit privilege is dependent on the payment report privilege, so it cannot be assigned as a standalone privilege. You can assign the payment report privilege by itself.