This article guides Approvers or Releasers to review and approve or reject any bill payment requests. We’ll show you how.
Table of Contents
How to Review Bill Payment as an Approver
Once created by Drafter, Approver(s) will get the notification to review Bill Payment requests first before disbursing to the recipient(s). The status of the transaction at that time is Pending Approval. The Approver(s) have been appointed since the beginning using the approval workflow (read here).
As an Approver, you can review Bill Payments requested by Drafters and decide to accept or reject easily via Jack Portal and Jack App. It’s also important to check the due date of the Bill Payment request so you can avoid any possible penalties from your vendor!
Approve or Reject Bill Payment Request by Approver in Jack Portal
Click Task at the menu bar to see the list of transactions that require your approval (Require Approval section). Select a Bill Payment request or several Bill Payment requests (tick the box to select some) to start reviewing. In this article, we’ll only guide the approval process for one request, you can read here if you want to review several requests at once.
Read the details of the Bill Payment such as Recipient, Issue Date, Due Date, and Amount. At the bottom of the page, you can choose whether to Approve or Reject this Bill Payment request. Before approving, you can:
Review the transaction category too whether the transaction adheres to the company policy and correctly categorized. Adjust it if needed.
Edit the items or fees & taxes, if you feel that some items in the invoice are incorrect, out of policy, or if you feel that there are other fees that need to be added/subtracted. Click the Change Details button in the Summary section and it will direct you to the Edit Summary page where you can do any modification. Like Drafter, you can add, edit, or delete the items subtotal as well as fees & taxes. We have provided some predefined taxes, such as PPh 21, PPh 23, and PPN, but you can always customize your own fees or taxes, such as shipping fees, discounts, etc. Don’t forget to click the Save Changes button after editing.
If you choose to approve the Bill Payment request, you can click Approve and you are prompted to input your PIN.
Input your PIN correctly.
After you input your PIN, select Confirm to confirm your approval regarding the Bill Payment request.
Finally, you have approved one Bill Payment request successfully. Click the Close button and start reviewing other approval requests.
If you choose to reject the Bill Payment request, you can click Reject and you are prompted to input your rejection reason.
Click Reject Request to confirm your rejection regarding the Bill Payment request.
Finally, you have rejected one Bill Payment request successfully. Click the Close button and start reviewing other approval requests.
Approve or Reject Bill Payment Request by Approver in Jack App
Open the Jack App, in the Home menu, you will be able to see the pending tasks, as well as alerts and attention items. Click on See all to view all pending tasks.
Select Require Approval.
Choose the Bill Payment that you wish to review.
You can see the details of the Bill Payment such as invoice number, issue date, due date, and amount. Decide whether to Approve or Reject it. Before approving, you can:
Review the transaction category too whether the transaction adheres to the company policy and correctly categorized. Adjust it if needed.
Edit the items or fees, if you feel that some items in the invoice are incorrect/out of policy or if you feel that there are other fees that need to be added/subtracted. Click the Edit button in the Summary section and it will direct you to the Edit Summary page where you can do any modification. Like Drafter, you can add, edit, or delete the items subtotal as well as fees & taxes. We have provided some predefined taxes, such as PPh 21, PPh 23, and PPN, but you can always customize your own fees or taxes, such as shipping fees, discounts, etc. Don’t forget to click the Save button after editing.
If you choose to approve the Bill Payment, a confirmation slider will appear from the bottom of the screen, click Approve to confirm the Bill Payment approval.
Input your Jack PIN correctly.
Congratulations! You have successfully approved the Bill Payment request.
However if you choose to reject the request, you will be prompted to fill in the rejection reason for the Bill Payment. Click Reject to proceed to the next step.
You have successfully rejected the Bill Payment request.
How to Review Bill Payment as a Releaser
The last step in the approval workflow is getting the approval and payment released from the Releaser. The status of the transaction at that time is Pending Approval. A Releaser has been appointed since the beginning using the approval workflow (read here). Releasing bill payment requests on time, based on the due date, is crucial to avoid penalties from the vendor.
As a Releaser, you must review Bill Payments requested by Drafters, that has been approved by the prior Approvers, and decide to approve and pay or reject, via Jack Portal and Jack App.
Approve or Reject Bill Payment Request by Releaser in Jack Portal
Click Task at the menu bar to see the list of transactions that require your approval (Release Payment section). Select a Bill Payment request or several Bill Payment requests (tick the box to select some) to start reviewing. In this article, we’ll only guide the approval process for one request, you can read here if you want to review several requests at once.
Read the details of the Bill Payment such as Recipient, Issue Date, Due Date, and Amount. At the bottom of the page, you can choose whether to Approve & Pay or Reject this Bill Payment release payment request. Before approving, you can:
Review the transaction category too whether the transaction adheres to the company policy and correctly categorized. Adjust it if needed.
Edit the items or fees, if you feel that some items in the invoice are incorrect/out of policy or if you feel that there are other fees that need to be added/subtracted. Click the Change Details button in the Summary section and it will direct you to the Edit Summary page where you can do any modification. Like Drafter, you can add, edit, or delete the items subtotal as well as fees & taxes. We have provided some predefined taxes, such as PPh 21, PPh 23, and PPN, but you can always customize your own fees or taxes, such as shipping fees, discounts, etc. Don’t forget to click the Save Changes button after editing.
If you choose to approve the Bill Payment release payment request, read the confirmation page regarding the Bill Payment and you are prompted to set the payment schedule. You can see how to schedule a transaction by reading this article. Ensure the total payment is correct because you can not edit the amount once released. If your company balance is insufficient, you can top up your balance first by following the guidelines here. Then, click the Approve & Pay or Approve & Schedule button.
You are prompted to input your PIN.
Input your PIN correctly.
After you input your PIN, select Confirm to confirm your approval to release the payment for the Bill Payment request.
Finally, you have approved and released the payment for one Bill Payment request successfully. Click the Close button and start reviewing other approval requests.
When the Bill Payment request is successful, you can download the PDF receipt directly in Jack Portal. Your recipient will also get the receipt automatically sent to their email address.
If you choose to reject the Bill Payment request, you can click Reject and you will be prompted to input your rejection reason.
Click Reject Request to confirm your rejection regarding the Bill Payment request.
Finally, you have rejected one Bill Payment request successfully. Click the Close button and start reviewing other approval requests.
Approve or Reject Bill Payment Request by Releaser in Jack App
Open the Jack App, in the Home menu, you will be able to see the pending tasks, as well as alerts and attention items. Click on See all to view all pending tasks.
Select Release Payments.
Choose the Bill Payment that you wish to review.
You can see the details of the Bill Payment such as invoice number, issue date, due date, and amount. Decide whether to Approve & Pay or Reject it. Before approving, you can:
Review the transaction category too whether the transaction adheres to the company policy and correctly categorized. Adjust it if needed.
Edit the items or fees, if you feel that some items in the invoice are incorrect/out of policy or if you feel that there are other fees that need to be added/subtracted. Click the Edit button in the Summary section and it will direct you to the Edit Summary page where you can do any modification. Like Drafter, you can add, edit, or delete the items subtotal as well as fees & taxes. We have provided some predefined taxes, such as PPh 21, PPh 23, and PPN, but you can always customize your own fees or taxes, such as shipping fees, discounts, etc. Don’t forget to click the Save button after editing.
If you choose to approve the Bill Payment, a confirmation slider will appear from the bottom of the screen, click Approve & Pay to confirm the Bill Payment approval. Ensure the total payment is correct because you can not edit the amount once released. If your company balance is insufficient, you can top up your balance first by following the guidelines here.
Enter your Jack PIN.
Congratulations! You have successfully approved the Bill Payment request.
When the Bill Payment request is successful, the PDF receipt can be downloaded from the Jack App.
However if you choose to reject the request, you will be prompted to fill in the rejection reason for the Bill Payment. Click Reject to proceed to the next step.
You have successfully rejected the Bill Payment request.
Related Articles
Was this article helpful?
That’s Great!
Thank you for your feedback
Sorry! We couldn't be helpful
Thank you for your feedback
Feedback sent
We appreciate your effort and will try to fix the article