Manually Approving Sent Transactions

When the authorizing company or bank does not provide a response file for approving sent transactions, the sent transactions must be approved manually using the Approve Sent Transactions function.

Note

DO NOT manually approve transactions that are included in a response file.

Note

This function requires the following permission to be enabled in your permissions profile: Applications > CostGuard Client > Customer Management > Customers > E-Pay > Account Transactions > Modify Status.

Before you manually approve transactions, you may want to wait until the authorizing company (or bank) has processed the transactions and identified invalid transactions (if any). If invalid transactions are found, these should be re-set to Unprocessed status and voided. To do this, see Bulk Status Change.

To manually approve sent transactions:

1. Use the E-Pay Transaction Search window to create a list of transactions to approve. Use the following search criteria to return sent ACH transactions:

   1. For Status, select Sent.

   2. For Account Type, select ACH.

   This will ensure that you do not include any transactions to be approved in a response file.

2. Click the Actions button at the bottom of the E-Pay Transactions Search Results and select Approve Sent Transactions. This displays the Transaction Approval dialog box.

   

   The indicators and buttons on this dialog box are briefly described below:

   Transactions to Approve	Total number of transactions returned by the search to be approved.
   Progress	Fills to show progress as the approval process runs.
   Total Processed Total Approved Total Errors	These fields provide a running count of transactions processed, approved, and in error as the process runs, and a final count when the process is finished.
   Close Dialog When Completed	As an option you can check this box to have the dialog close automatically when the approval process is finished. If errors occur, the dialog will remain open, even if this box is checked.
   Start	Starts the approval process.
   Stop	Stops the approval process. Transactions that have been approved remain approved, but no further transactions are processed.
   View Errors	This button is enabled if errors occur. Clicking this button displays error details.

3. Choose whether or not to close the dialog when completed, and then click Start.

   This displays a confirmation message. The message indicates how many transactions have been selected for approval. The message also warns you not to manually approve transactions that are included in a response file.

   

   Check the list carefully to determine whether or not the list contains transactions to be approved via a response file (for example, credit card transactions). If the list contains such transactions, click No to cancel the transaction approval operation. If there are no such transactions, click Yes to continue.

4. Monitor the progress via the indicators described above. When the process is finished, the Status column on the Search Results window will indicate Approved for all transactions that have been successfully processed.

5. Click Close if you did not choose to close the dialog automatically.