Working with payment approval workflows

• 11/11/2025
• 6 minutes to read

Payment Approval workflows in Continia Banking ensure that payments are reviewed before they are sent to the bank. Workflows can require approval for either the journal batch or individual journal lines. Once a workflow is active for a payment journal, all payments must be sent for approval before export.

To request an approval

To request or cancel approval for a journal batch or line:

1. Search () for and select Payment Journals.
2. If the journal uses Journal Line Approval, select the relevant lines. The lines must have the status Valid before you can send them for approval.
3. Click Prepare > Send Approval Request. If the payment journal has been set up with Journal Batch Approval, all the lines will be combined into one approval request.
4. The line status changes to Pending Approval.
5. To cancel an approval request, click Prepare > Cancel Approval Request. The status reverts to Valid.

To approve or manage pending approval requests

You can access an overview of the requests pending your approval from the Role Center. Unless you have admin permissions, you can only handle approval requests assigned to yourself. Depending on the setup, you'll also receive an email notification about requests pending your approval.

To view and manage approval requests:

1. Search () for and select Payment Requests to Approve.

   Note

   Users with the Accountant, Bookkeeper, or Business Manager role can access this directly from the Role Center under Pending Approvals > Requests to Approve.

2. Select requests and use one of the following actions:

   • Approve – changes the line status to Approved.
   • Reject – changes the line status to Rejected Approval.
   • Delegate – forward requests to another user. Approval limits are ignored when delegating.
   • Open Record – ciew payment details in the journal.
   • Comments – add notes visible to all approvers; included when delegating.

3. To see all requests, including approved and rejected requests, click Actions > View > All Requests.

To handle a rejected line

If a request is rejected, you can correct the line, validate it, and submit a new request.

To handle a rejected line:

1. Search () for and select Payment Journals.
2. Make the relevant changes to the line.
3. Click Prepare > Validate Payments. This changes the status of the line to Valid.
4. To send a new approval request, select Prepare > Send Approval Request.

To view and manage sent approval requests

Users who send approval requests can track their status and check for overdue requests from the Role Center.

To view and manage requests sent for approval:

1. Search () for and select Payment Approval Entries.

   Note

   If you are using either the Accountant, Bookkeeper, or Business Manager role, you can access this overview directly from the Role Center, under Payment Approvals > Requests Sent for Approval.

2. In the list, select the approval requests you want to manage, and select one of the following options:

   • Delegate - forward the selected requests to a specific user with or without approval. When you delegate an approval request, any approval limit is disregarded so that you can delegate approval requests to any user set up on the Approval User Setup page.
   • Record - view related payment details in the payment journal.
   • Comments - add notes visible for all other approvers.