Introduction

The below is the manual payment approval process in Seamless.

1. After a payment is added.

2. System will determine which user can act as approver for the payment. This will be based on some criteria (See https://contemi.atlassian.net/wiki/spaces/SHC/pages/1763475472/Manual+Payment+Approval#Approver-selection-process). There will be only one user will be chosen as an approver.

3. If the user is determined, the payment will be assigned to that user.

4. That user will see all payments that are pending for approvals on his/her end. See the workflow below.

5. The user will review and decide to approve, reject or hold a payment.

6. Approved payments will continue to Payment Integration process. See Claim Accounting Integration

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Prerequisites

Users who join in claim payment approvals are required to have “Approval payments” permission and approval limits configured in Limit Groups. Users who have “Approve payments” permission but are not configured in Limit Groups will not be able to approve payments. See Limit Groups

Approver selection process

1. Once a payment is saved successfully, system will initialize the random approver selection process. User is selected randomly by system as an approver based on:

   1. User has“Approve payments” permission. (Must have)

   2. User has suitable Approval Limit on a specific product which is got from Claim Settings - Limit group. (Must have)

   3. User is in the same organisation of the user who creates the payment. (Must have)

   4. If more than 1 user satisfy all the above criteria, select user who has the least number of current assigned payments pending for approval.

   5. If more than 1 user satisfy all the above criteria, select user who has the nearest higher approval limit, compared to payment transaction amount.

   6. If more than 1 user satisfy all the above criteria, select randomly.

   7. Notes: system won’t evaluate users in parent organisation if cannot find any user in the same organisation of the user who creates the payment (point 1.d).

2. If no qualified approvers selected, "To be approved by" in Pending Payments list shows "N/A" and show button Reassign for the transaction (Reassign action will initialize the random approver selection process in point 1 above).

3. If a user has roles that have been added to several limit groups, user will get the highest limit.

4. If the approval assignment is done successfully, toast message will pop up “Payment <ref. no.> has been assigned to <user name> for approval.”

5. If the approval assignment is failed, toast message will popup “Cannot find the approver for Payment <ref. no.>.”

Pending Payments

Pending Payments view lists payments waiting for approvals. To access to the list, go to Claim menu and click on Pending Payments.

You can switch between the list of all pending payments in the system and the ones that are waiting for your approval.

Actions on payments

Approve Payment

To approve a payment, on Pending Payments list, click Approve to approve the payment.

After the payment is approved, it will disappear from Pending Payments list.

Reject Payment

To reject a payment, on Pending Payments list, click Reject to reject the payment.

After the payment is rejected, it will disappear from Pending Payments list and there will be a notification sent to payment’s creator.

To see the notification, click on the Bell icon on the the main menu to see.

Payment <payment ref. no.> in Claims case <claim ref. no.> has been rejected.

Hold Payment

To hold a payment, on Pending Payments list, click Hold to hold the payment and enter the reason.

After the payment is held, it will be highlighted in the Pending Payments list.

And there will be a notification sent to payment’s creator.

To see the notification, click on the Bell icon on the the main menu to see.

Payment <payment ref. no.> in Claims case <claim ref. no.> has been held.

Reassign

If a payment is not assigned to anyone for approval and you have “Reassign payment approval” permission, you can trigger finding a new assignment for a pending payment. To do this, click on Reassign on one payment in Pending Payments list.

If a assignee can be found, the payment will be updated with the new assignee.

Payment details after approval

After a payment is done approval process, the payment status, approver name, approval timestamp, held/rejected reason will reflect on payment details.