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
