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Transaction Approval User Guide

About this user guide

This guide will take you through the steps required to utilise transaction approval features on the Airwallex Web App platform. 

What is transaction approval? 

Transaction approval is a four eye check mechanism that allows clients to put in place controls around which users can create and approve a payment. The creator is responsible for creating a payment draft, while the approver checks and approves the payment draft. 

Set up transaction approval roles and users

Setting up transaction approval roles to users takes place within the User Access Management function which is available on Airwallex web app. Account administrators can choose the following transaction approval options when setting up roles:

  • Create payments – users assigned this permission can create payment drafts
  • Approve payments – users assigned this permission can approve payment drafts
  • Create and approve payments – users assigned this permission can create and approve payment drafts
  • Off – This means no transaction approval permissions are granted to the role

 

Create a payment draft

Users assigned to creator role are able to create payment drafts that they can submit for approval.

i. Select ‘Payments’ tab

ii. Select ‘Single payment’ tab

iii. Enter payment details

iv. Select ‘Submit for approval’ button 

 

Review a payment draft

After reviewing the payment details either

Select ‘Create draft payment’ button to proceed with creating a payment draft

Or select ‘Cancel’ button to return to the payment form

 

Payment draft is created

After creating a payment draft successfully, the created payment draft will assigned the status ‘approval required’ and submitted to the drafts list for the creators to access it and into the approval pending list for approvers to access it for approval

 

Remove a payment draft from approval

Creators can remove a draft from approval if they deem it necessary to do so. This will change the status of the draft from ‘approval required’ to ‘draft’. To remove a draft from approval, follow the steps:

i. Select the draft from the drafts list

ii. When in single draft view, select ‘remove from approval’

iii. From the pop up, select ‘remove from approval’ button to confirm removing a payment draft from approval

 

Recreate a payment draft

Creators can recreate payment drafts that are in the ‘draft’ status. When creators choose to recreate a draft, it will be taken back to the payment form and will only retain the payer and beneficiary details only. To recreate a draft from approval, follow the steps:

i. Select the draft from the drafts list

ii. When in single draft view, select ‘Recreate payment’

iii. From the pop up, select ‘Recreate payment’ button to confirm recreating payment draft

 

Delete a payment draft

Creators can cancel drafts if they see it fit to do so. The payment draft will have to be in either the ‘draft’ status or the ‘rejected draft’ status. This will effectively delete the draft. To cancel a draft, follow the steps:

i. Select the draft from the drafts list

ii. When in single draft view, select ‘cancel draft’

iii. From the pop up, select ‘cancel draft’ button to confirm cancelling a payment draft

 

Approve a payment draft

Approvers can approve payment in the ‘approval pending’ list. Only after the payment draft is approved is the payment submitted for processing. To approve a draft, follow the steps:

i. Select the draft from the ‘approval pending’ list

ii. When in single draft view, select ‘approve payment’ button

iii. From the pop up, select to tick the checkbox to agree to the terms and conditions

iv. Select ‘Approve payment’ button to confirm approving payment

 

Reject a payment draft

Approvers can reject payment in the ‘approval pending’ list if they see it fit to do so. A rejected payment draft will be assigned the status ‘rejected draft’ and be submitted into the drafts list for creators to action on them. To reject a draft, follow the steps:

i. Select the draft from the ‘approval pending’ list

ii. When in single draft view, select ‘reject payment’ button

iii. From the pop up, select ‘reject payment’ button

 

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