CMS - How To: Select Trustees/Directors for Payment Authorisation

Created by Mienette van Heerden, Modified on Thu, 13 Jun, 2024 at 2:12 PM by Glennise Pretorius

1. Select Trustees/Directors

Navigation: Community Level > Settings > Users

Based on the current Trustees/Directors selected, from the right-hand side menu dropdown bar, select which of the trustees should be allowed to authorize the supplier payments loaded.

Note internal staff members with the relevant permissions would also be allowed to authorize the supplier payments if no Trustees/Directors are selected to authorize these supplier invoices.

Three types of Authorisation can be applied in the community - that multiple Trustees/Directors can be selected to Authorise payments.

Single Authorisation: Only one user is required to Authorise
Two Authorisations: A minimum of two users are required to Authorise
Auto Authorisation: Once an invoice is created it will automatically be authorised

Example: Three trustees have been appointed to Authorise payments.

If Single Auth is applied it will require that any one of three trustees can authorise the payment (first come, first auth)
If Two Auth is applied it will require that ant y two of the three trustees must authorise the payment (first two to auth)

2. Requesting Authorisation from Trustees/Directors

Navigation: Global Level > Finance > Payment Authorisations

Every community with outstanding payments will be displayed on the screen. Scroll to the relevant community, click on the three dots next to the total balance, and select "Email for Authorisation". This will only send to the communities' Trustees/Directors an email for authorization.

On the same page click on the three dots at the top of the page and select "Email for Authorisation" to send to all Trustees/Directors across all communities on the Payments page.

A pop-up alert will appear which displays the email(s) of the selected Trustees/Directors.

The trustees/directors will receive a detailed email on how to navigate to this page on WeconnectU to authorize any supplier payments.

Important: Trustees/Directors should NOT select the paid tickbox. If the invoice has not been paid yet, any invoice that is marked as paid will not be part of any export batch to upload into the bank for the suppliers to be paid. This will result in the manual capturing of a supplier payment in the bank - there is no undo button.