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Performing a Check Run (Authorization Required)

This article applies to customers who have an authorization email set up within their Books settings

Setting up an authorized workflow

This is done by clicking on the three dots by your name (in the bottom, left corner) and selecting Settings. Then, you'll select Store Settings and ensure at least one email is listed for Checkrun Authorization Email:

You can add more than one email, which will then require approval from either email listed before the Check Run is fully processed. Or, to remove an email from the workflow, click the red trashcan icon.

 

Performing a Check Run with an authorized workflow

When you go to perform a Check Run to initiate payment to your vendor(s), since you have a particular stakeholder (such as a controller) that required payments to be authorized, you will go through this workflow.

  1. Click on the Payments menu, and the Bills to Pay tab will load by default:




  2. After checking the boxes next to the applicable bills that you'd like to pay, you'll be able to Send for Authorization either one at a time (using the three dots menu to the right), or you can select the blue button at the bottom (performing the action for all bills selected).



  3. Confirm the information looks correct, including the Payment Date (which, if you select the current date, it will say Today, as opposed to a date in the future), and then click the blue Send for Authorization button. 

  4. While the Check Run is awaiting authorization, you'll be able to view it in the Pending Payments tab, where the Payment Status will reflect Pending Authorization:

  5. The authorizer will receive an email prompting them to Review Check Run. 

  6. Upon clicking Review Check Run, the window will display the Check Run Authorization page. The authorizer can select on the Payment Date link to bring up additional details about the bill, including updating the date, if needed: 




  7. Bills are authorized by default. The authorizer may uncheck the box outlined below, which will then bring up the Exclude Payment window. A reason is required in order to exclude the payment.

  8. If everything looks good, the authorizer can complete their review by clicking the green Authorize button at the bottom of the page:

  9. They'll be asked to confirm the Authorization one final time. Selecting Authorize will display a confirmed message afterward:

     

  10. Following Authorization, Bills are ready to be paid. Go to the Payments menu, and navigate to the Pending Payments tab. You'll see that the Payment Status now reflects Authorized. The Payment Date also indicates when the Check Run will be pulled through to the payment processor:
     


     

Some things to keep in mind

  • If there are multiple authorized Bills from the same Vendor on a Check Run, they will be bundled into one payment as long as they have the same Scheduled Payment date. 

  • You may cancel a Payment on a Check Run while the Bill(s) maintain a status of In Check Run or Authorized without incident. 



  • Once the status changes to Sent, you can attempt to cancel but payment may still proceed. Confirm with your Bank that payment has been canceled, or, you can reach out to Customer Care to confirm by submitting a ticket here.