Payment Runs are created when your users' expenses are marked as 'Paid' from the Finance area. Once created, a Payment Run must be submitted for approval. A user with the 'Approve Payment Runs' user permission must approve the Payment Run before it can be processed for payment using your connected payment provider.
How to create a Payment Run
1. Go to the Finance area.
2. In the Approved section, click the Reimbursable subheading.
3. Select the expenses you'd like to create a Payment Run for by ticking the checkboxes next to each expense, or tick the Select All checkbox.
4. Depending on how you'd like to process your users' reimbursable expenses, choose the relevant option below and follow the steps:
Post expenses to your accounting package via the direct integration - Once the expenses have been selected, click Export > Export Selected. You'll be prompted to choose your connected accounting package before confirming the posting. Once the posting has been created, a Payment Run will also be created.
Export expenses to file - Once the expenses have been selected, click Export > Export Selected. You'll be prompted to select Export to file, where you can populate the fields with the export details and select the desired export format. Select Mark as Paid when completing this step to ensure a Payment Run is created.
No further processing required - If you don't need to export the expenses to file or post them to your accounting package via the direct integration, select Actions > Mark as Paid. We recommend selecting the 'Also mark the selected expenses as completed' option when prompted to avoid creating a duplicate Payment Run. This option may not be displayed if you have the 'Auto-complete' Additional Setting enabled when marking expenses as paid.
5. The Payment Run will now be created, and your users' reimbursable expenses will move from the Approved section of the Finance area to the Completed section.
How to view a Payment Run
To view the Payment Runs you've created, follow the steps below:
1. Go to Finance.
2. In the Payments section, click the Payment Runs subheading.
Note: Use the Filter option if required to locate your Payment Run.
3. Click the Payment Run line to view its details. You'll see the expenses you've marked as paid, grouped by user. Click a user to view their expense details if required.
How to submit a Payment Run
Note: Before submitting a Payment Run, we recommend reviewing it for any highlighted issues and resolving them, e.g. missing bank details.
To submit Payment Runs for approval, follow the steps below:
1. Go to Finance.
2. In the Payments section, click the Payment Runs subheading.
Note: Payment Runs not yet submitted for approval or posted will display a blue Created label. Use the Filter option if required to locate your Payment Run.
3. Next to the Payment Run you'd like to submit, click the three dots icon, then select Submit Payment Run from the drop-down.
4. In the pop-up window, enter the Payment Run details for approval.
Payment Run Name - Enter a name for the Payment Run.
Schedule Posting - Select whether the Payment Run should be processed immediately once posted, or scheduled for a specific date and time.
Source Account (Telleroo Only) - Select the Telleroo account you'd like to post the Payment Run to.
5. Click Submit.
Once submitted, the Payment Run will display a yellow Awaiting Approval label until fully approved.
