Admin settings
The Administration tab brings all your key configuration options into one place, allowing you to easily manage payment preferences, bill processing, PO matching, and expense settings to fit the way your organization works.
Payment settings
Unclaimed PayPal payments are canceled automatically after 30 days. This setting allows you to automatically cancel unclaimed PayPal payments before the end of the month so that you can reconcile accounts earlier.
Cancel unclaimed PayPal payments before month end
Required user role Payer Administration
Unclaimed PayPal payments are canceled automatically after 30 days. This setting allows you to automatically cancel unclaimed PayPal payments before the end of the month so that you can reconcile accounts earlier.
- Go to Administration > Payment settings.
- In the "PayPal settings" section, toggle the button "On".
- In the "Cancel payments" text box, type the number of hours before the end of the calendar month. The value must be greater than 24 hours.
- Click the check mark to confirm.
For unclaimed PayPal payments, an email notification with the failed payment reason is sent to the payee and the payer. After the payment is rejected, the payee's payment method is deleted, funds are returned to the payers virtual account, and the payee becomes unpayable.
PO matching settings
If you use the PO Matching feature of the Bills module, you can do the following:
Configure coding fields settings
Required user role Payer Administration
Control whether coding fields appear during invoice review and what happens when manually entered values differ from PO data.
Tipalti automatically syncs coding information from the matched PO to the coding fields. Use these settings to control when fields are visible and how conflicts are resolved.
- Go to Administration > Bill settings > PO matching settings.
- In the Coding fields settings section, configure the following:
- Show coding fields before PO matching — Toggle right to show coding fields (expense account, custom fields, departments, and other coding fields) to AP processors during invoice review, before a PO is matched. Toggle left to hide them. When hidden (default for new accounts), fields are automatically populated from the PO after matching.
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Mismatch handling — Available only when Show coding fields before PO matching is on. Select what happens when a manually entered coding value conflicts with the matched PO value:
- Override manually entered values with PO data (default): Tipalti replaces the manual value with the PO value. An Overridden indicator appears on the field — processors can revert to the original value if needed.
- Keep manually entered values over PO data: Tipalti keeps the manual value. A Mismatch indicator appears on the field — processors can switch to the PO value if needed.
Regardless of the mismatch handling setting, Tipalti always copies PO coding data into blank fields. This setting only applies when a manual value is already present.
Migration from Auto code PO data
If your account previously used the Auto code PO data payer feature, your settings were automatically migrated at rollout. No action is needed.
| Previous "Auto code PO data" setting | New "Show coding fields before PO matching" | New "Mismatch handling" |
|---|---|---|
| ON | OFF — fields hidden (preserves your existing behavior) | Override manually entered values with PO data |
| OFF | ON — fields shown (preserves your existing behavior) | N/A |
The Auto code PO data payer feature has been removed from Admin settings. Its behavior is now controlled through Coding fields settings.
Enable matching threshold
Required user role Payer Administration
Enabling this feature allows you to define a threshold amount for PO matching.
- Go to Administration > Bill settings > PO matching settings.
- In the "Matching Threshold" section, beside "Non PO-backed bills smaller than the below threshold skip matching", toggle the button "On" to enable it.
- In the "Bill amount threshold" field, type the threshold amount in the currency that displays (the currency is the payer's default currency). Only integer numbers are allowed (up to 15 digits).
Configure matching tolerance
The "Matching tolerance" feature defines whether exceptions require approval or not, while the system prevents unapprovable bills from being processed. You can independently configure tolerance matching for both 2-way and 3-way matching, which enables you to accurately reflect your organization's tolerance matching policies in Tipalti.
You can specify bill flows that:
- Don't require approval if they are below a defined threshold
- Require approval if they are between defined thresholds
- Are unapprovable if they are above a defined threshold, thereby preventing the processing of unapprovable bills
To configure tolerance matching:
- Go to Administration > Bill settings > PO matching settings > Matching tolerance.
- Select the "Perfectly matched bills require approval" check box if exceptions don't require approval.
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In the "Bill amount" section:
- Toggle the button besides "Amount" or "Percentage" to set the approval rules based on bill amount or percentage.
- Enter the amount or percentage for each matching rule.
- If you want every deviation to require approval, check the "Perfectly matched bills require approval" box.
- If you want to exclude non-PO line when calculating deviation between PO and bill, check the "Exclude non-PO lines from matching tolerance" box.
You have the flexibility to remove/add matching rules.
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Repeat the above steps to configure tolerance for bill lines.
- If multiple rules apply, the most stringent rule is used.
- You can set up either quantity or percentage-based tolerance thresholds to determine when a deviation between the quantities listed on the invoice and on the PO requires approval, doesn't require approval or is unapprovable.
- For invoices that are processed using 3-way matching, we also support setting thresholds for deviations between the quantity on the bill and the quantity on the receipt.
- When calculating deviations tolerance, quantity is always converted into your base unit.