> ## Documentation Index
> Fetch the complete documentation index at: https://documentation.2cloudnine.com/llms.txt
> Use this file to discover all available pages before exploring further.
# Payment File Approval Process to Release - Administrator Guide
## Purpose
The purpose of this Administrator Guide is to provide information about the Payment File Approval
Process. The content in this guide is optional, and may be utilised during implementation, or even after a
project has gone live. The intended audience for this document is System Administrators.
## Overview
Some Payment Entities have the need for Payment Files not to be created until they have been approved
by someone external to Payroll, such as a CFO or other Finance approval. To provide this extra level of
approval, we have detailed below how the Standard Salesforce Approval process can be configured to
facilitate this requirement for Payment Files within the Pay Batch Manager.
If the Payment File requires an Approval Process, System Admins are recommended to consider the
following items before proceeding:
* Email Template as part of the notifications requesting approval.
* Fields to be updated that are used in the approval process.
* Number of approvers required - approval steps.
* Whether recall is permitted.
## Payment File Approval Process to Release
The recommended process to set up the Payment File Approval Process is as follows:
Go to **Setup** - **Approval Processes** .
1. In the **Manage Approval Processes For** picklist, select **Payment File** .
2. Click on **Create New Approval Process** button under the Payment File.
3. Select the option to **Use Standard Setup Wizard** .
4. Complete the steps as instructed through the wizard, similar to the below (see Figure 1):
1. **Name** : Payment File Approval Process.
2. **Description** : The process of providing the ability for approvers to review the information
contained in a draft Payment File created from a “Finalised” Pay Batch in line with client
business process.
3. Click **Next** .
4. **Use this approval process if the following** : formula evaluates to true.
1. ISPICKVAL( tc9\_pr\_\_Status\_\_c, "Draft")
2. Click on **Check Syntax** to confirm there are no issues, and then click **Next** .
5. Configure approval routing based on your client requirements, though if only one
approver is required leave settings as the following:
1. **Next Automated Approver Determined By** = None.
2. **Record Editability Properties** = Administrators OR the currently assigned
approver can edit records during the approval process.
6. Click **Next** .
7. Select the email template by selecting the lookup icon, then the folder Payment File
Templates > Payment File Approval Email Template, or you can select your own specific
email template if you created it earlier, which includes the approval link.
8. Click **Next.**
9. The Approval Page Layout should have the following in addition to the default fields of
**Payment File ID** and **Owner** :
1. **Approval Status**
2. **Account Name**
3. **Payment Entity**
4. **Payment Date**
5. **Total Number of Payments**
6. **Total Amount of Payments**
10. Display approval history information in addition to the fields selected above = **TRUE** .
11. **Select:** Allow approvers to access the approval page only from within the Salesforce
application. (Recommended)
12. Click **Next** .
13. Ensure ‘Payment File Owner’ is listed within the **Allowed Submitters** column.
14. Where there is the need to recall approval requests, action the checkbox under
Submission Settings as appropriate, then **Save** .
15. Under Approval Steps, select **Yes, I'd like to create a new approval action for this step**
**now,** and select **Field Update** in the picklist options..
16. Click the **Go** button.
17. The following field updates will be required :
1. Initial Submission Actions : create new field update for Mark as Submitted.
2. Field to Update = Payment File: **Approval Status** with a specific value = **Submitted**
3. Click **Save** .
4. Final Approval Actions: new field update for Mark as Approved.
5. Field to Update = Payment File: **Approval Status** with a specific value = **Approved**
6. Click **Save** .
7. Final Rejection Actions: new field update for Mark as Rejected.
8. Field to Update = Payment File: **Approval Status** with a specific value = **Rejected**
9. Click **Save** .
10. **(Optional)** Recall Actions: new field update for Mark as Recalled.
11. Field to Update = Payment File: **Approval Status** with a specific value = New.
12. Click **Save.**
5. Activate the Approval Process when ready for testing or as required.
For more assistance on the Email Template for the Payment File Approval Process, please refer to this
[Salesforce Help Article.](https://help.salesforce.com/s/articleView?id=sf.emergency_response_admin_surveys_email_template.htm\&type=5)
## Further Information
| Document | Document Type | Description |
| ----------------------------------------------- | ------------------- | -------------------------------------------------------------------------------------------------------------------------------------------------------------------- |
| Configuration Guide to 2cloudnine Payroll Suite | Configuration Guide | Configuration Guide for the implementation of 2cloudnine Payroll. |
| Configuration Guide To 2cloudnine Utilities | Configuration Guide | Configuration Guide for the implementation of 2cloudnine Utilities. |
| QRG Finalise a Pay Batch | Task Instructions | How to Finalise a Pay Batch, Unfinalise a Pay Batch, Create and Distribute Pay Advice documents, and Create and Release Payment Files through the Pay Batch Manager. |