Understanding how to manage and approve payments within Sage Intacct is crucial for maintaining an efficient accounts payable process. This article provides a detailed walkthrough of the payment approval setup and workflow in Sage Intacct.

Setting Up Payment Approval in AP Configuration

To begin, navigate to your AP configuration and locate the payment approval section. Here, you will enable AP payments approval. For demonstration purposes, the threshold is set to a penny, meaning any payment over this amount will require approval.

Configuring User Roles for Payment Approval

Next, access the company admin area to set up the necessary user roles. For instance, a user with a controller role must have the 'level one approved payments' option enabled to approve payments over the set threshold.

Initiating Payment as an AP Clerk

As an AP clerk, you will go to the 'pay bills' section to initiate payments. Ensure you select the correct bank and hit 'pay' to start the payment request, which should then route to the controller for approval.

Controller's Workflow for Payment Approval

The controller will have a dashboard with tools such as a report showing payments to approve and shortcuts to the payment approval section. They can approve or decline payments and, if necessary, review the details of each invoice before making a decision.

Email Notifications and Approvals

If the controller is not actively monitoring the dashboard, the system will send email notifications about new payments awaiting approval. These emails include direct links to the approval screen for efficient processing.

Reviewing and Approving Payments

Controllers can review individual payments, check attachments, and examine the details coded to each project. After thorough review, they can approve or decline payments directly from the detail screen or the main approval screen.

Finalizing the Payment Process

Once payments are approved, they are ready for check printing. The AP clerk will select the checking account and check style to see the checks ready for printing, completing the payment approval process.

Conclusion and Next Steps

This guide has walked you through the payment approval process in Sage Intacct, from the initial setup to the final printing of checks. If you have any questions or need further assistance, please reach out for support.