When transaction approval processing is enabled, transactions must be reviewed by the cardholder and then approved. In some situations, a transaction will be automatically approved after it is reviewed, while in other cases, a transaction that is marked as reviewed by the cardholder will be routed to one or more transaction approvers for their approval.
In addition, the following workflow functionality becomes available in other areas of PaymentNet:
The Approval Status fields are added to the Transaction Detail - General Information screen.
The Reviewed and Approved columns are available to add to the screen view for the Transaction List screen.
Reminders are displayed on the Welcome screen for users who have transactions awaiting review or approval.
The following table summarizes the various workflow scenarios you can configure in PaymentNet, using the fields on the Hierarchy Settings - Transaction Workflow Rules screen. For detailed instructions, see Configuring Transaction Workflow Rules.
If this is the desired workflow process: |
Configure the transaction workflow rules as follows: |
|---|---|
Transactions must be reviewed by the cardholder, but they do not need to be approved by a transaction approver. Once reviewed, transactions will automatically be marked as approved. |
Select Enable Approval Processing. Set the Minimum Number of Approval Levels to 0. Set the Additional Approval Levels to 0. |
Transactions must be reviewed by the cardholder, but approvals are required only if the transaction amount exceeds a specified limit. Once reviewed, transactions that do not exceed the limit will automatically be marked as approved, while transactions that do exceed the limit will be routed to an approver. |
Select Enable Approval Processing. Set the Minimum Number of Approval Levels to 0. Set the Additional Approval Levels to 1 or more; enter the transaction amount. |
Transactions must be reviewed by the cardholder and approved by one or more transaction approvers. Additional approvals based on the transaction amount are not required. |
Select Enable Approval Processing. Set the Minimum Number of Approval Levels to 1 or more. Set the Additional Approval Levels to 0. |
Transactions must be reviewed by the cardholder and approved by one or more transaction approvers. Transactions that exceed a specified limit will be routed to one or more additional approvers. |
Select Enable Approval Processing. Set the Minimum Number of Approval Levels to 1 or more. Set the Additional Approval Levels to 1 or more; enter the transaction amount. |
Transactions do not require review or approval. |
Do not select Enable Approval Processing. By default, this option is not selected. |
PaymentNet offers an additional type of approval routing called the Permit Final Approver Directed Routing option. This option is a user-driven (manual) process that provides capabilities above and beyond the Minimum Number of Approval Levels option. If the Permit Final Approver Directed Routing option is selected, the user who is listed as the final approver for a transaction can specify an additional approver whose approval authority in the hierarchy is greater than their own. As a result, each transaction approval can be processed in one of two ways:
If the final approver saves the transaction without selecting an additional approver, the transaction is fully approved.
If the final approver does select an additional approver, that approver becomes the new final approver and has the option of selecting yet another approver. This process continues until the final approver saves the transaction without selecting another approver or until there are no more approvers available based on the hierarchy approval setup.
In PaymentNet, users can edit their profiles to select the email notifications they want to receive for various actions that may occur. If you have configured a transaction workflow, your cardholders and transaction approvers can receive email notifications at various points in the workflow process, such as when transactions are awaiting review or approval.
As a program administrator, you can use the Notification Email Settings on the Transaction Workflow Rules screen to require that your users receive these notifications and prevent them from changing these selections in their profile. If you do not specify that email notifications are required, your users will be able to choose which notifications they want to receive by editing their profiles. Workflow Email Notification Settings summarizes the notification settings and how they affect your users.