Manage payments

Required user role View Payments

Managing your payment list

The centralized payments list allows you to view payments, simplifying audits, inquiries, and payment tracking for AP, Procurement, Expenses, or Mass Payments.

The Payments list table includes all payment batches in all approval phases and PO statuses.

Payment batches can be one individual payment or comprise a number of payments submitted together in Tipalti. The payments in the batch can include multiple payees, currencies, and scheduled dates.

To view a payment batch, click on a row in the list to expand or collapse each batch, then you can see the POs included in the batch, including related bills.

Sorting and filtering payments

Filter and sort the payments list in various ways to suit your needs. Filtering and sorting can be done on both the payment batch level and PO level (inside the batch).

You can filter payments by status, including: Pending payer funds, Rejected, Scheduled, and Submitted.

You can also filter payments by approval phase, including: Approved, Declined, and Pending approval.

To change the order of the payments list, you can sort by Date submitted (most recent first or oldest first), Amount, and Payment batch name.

Viewing payment details

To view additional PO information and bills, click on a payment line in the table to open the payment side panel.

The payment side panel shows details such as the Funding amount needed for the payment, Date created, Payment ref code, Transaction fee, and Payment method.

If the payment has a bill, you’ll be able to view the related bill, Net amount, Tax amount, Invoice number, Due date, and more.

Exporting and downloading payments

By clicking on the three dots menu on a payment line inside the payment list table, you can Export to CSV, Download receipt, Download payment report, and Cancel payment.

Once you click on export or download, the relevant file with the payment details will begin downloading on your desktop.

Canceling payments

To cancel a payment:

1. Click Cancel payment from the 3-dot menu on the payment line.
2. You’ll then see a message confirming whether you’d like to cancel the payment. If you’re sure, click Cancel and the payment or payment batch will be canceled.
3. To make the payment at a later date, you can resubmit it in the Tipalti Hub. Learn more about Submitting Payments.

Required user role: Finance manager 
Or custom roles with permissions: Update payment, Submit payment, or Approve payment

Users with the above roles or permissions can also Request to cancel check payments (issued within the past 6 months) from the Tipalti Hub, and the request will go direct to Tipalti without the need for contacting support. Once requested, the payment will be displayed as 'Requested to cancel' in the Track progress sidebar, along with the cancellation reason. 

If the payment is cancelled, both you and the payee will be notified by email (cancellations can take up to 3 business days).

 

 

Required user role Approve Payments

To approve or decline payments or payment batches, go to the dedicated tab for approvers, Pending my approval. Under this tab, approvers will find a filtered view of payments that are awaiting their approval.

This view makes the review and approval process more efficient for Controllers, CFOs, and other finance managers who need to approve payments.

To take control of your approval process, create approval rules to suit your organization, and set up payment approvers, contact your Tipalti rep.

Once payments are submitted, an email is sent to its assigned approvers, letting them know that a payment has been submitted and requires authorization. The approver must log into the Tipalti Hub to review this payment.

To view the contact email of the relevant approvers, hover over the user icon in the payments list table.

If there are multiple currencies in a payment line, simply hover over the currency column in the table and the currencies will be listed.

Approving payments

To approve payments:

1. Go to Manage Payments > Pending my approval subtab.
2. Review the payment info by clicking on the payment line.
3. To view more details such as payment ref codes or view a related bill, click again to open the payment side panel.
4. Once you’re ready to approve the payment, click the Approve button on the table.
5. A confirmation message will appear, click Approve again and the payment batch will show as approved by you.
6. If you’re not sure or want to double-check some details, click Go back to return to the payment list.
7. To cancel a payment that you approved, you’ll need to click Cancel from the 3-dot menu on the payment line.

Email notifications for payment approval

When a payment is submitted that requires your authorization, you'll receive an email notification from Tipalti with the subject line: Payments are waiting for your approval.

The email confirms that a payment has been submitted to your account. To review and approve or decline it, log in to the Tipalti Hub.

Unlike bill approvals, payment approvals can't be completed directly from the email. You must log in to the Tipalti Hub to take action.

Approve or decline a payment

1. In the Tipalti Hub, go to Manage Payments.
2. Click the Pending my approval tab.
3. Click a payment to review the details.
4. Click Approve or Decline.

Declining payments

To decline payments:

1. Go to Manage Payments > Pending my approval subtab.
2. Review the payment info by clicking on the payment line.
3. Click the Decline button on the table.
4. A confirmation message will appear, click Decline again and the payment batch will show as declined by you.
5. If you’re not sure or want to double-check some details, click Cancel to return to the payment list.

Once a payment batch is declined, all related POs in the batch that have not reached a final status will be canceled.

When a payment batch is approved or declined it will no longer show on your Pending my approval subtab, even if the payment batch is still pending others to approve or decline.