As a Finance Admin/Super Admin, you can perform several activities on your purchases while the purchases transaction status is still Awaiting review on the main Purchasing page. Here are the details:

A. Approve, Request, & Reject Purchases Invoice

1. As a Finance Admin/Super Admin, you can approve each purchases invoice that has been created by clicking “Action” on the Purchases page with the bill status Awaiting review. Then select “Approve invoice”.
   

2. If you want to request a revision of the purchase invoice, you can click “Action” on one of the purchase entries with status Awaiting review then select Request revision. A pop-up will appear as follows. Fill in the reason and click “Request revision”. 
   

3. You can also reject the purchases invoice by clicking “Action” on the purchases page then selecting Reject invoice. A pop-up will appear as follows. Fill in the reason and click “Reject”.
   

B. Payment Request

After approving the invoice, the transaction status will change to Awaiting payment. As a Finance Admin/Super Admin, you can create a payment request by following these steps:

1. Click “Action” on an entry with status Awaiting payment then select Create payment request.
   

2. You will then be directed to the following screen. Fill in the data such as Payment schedule and Destination bank. Once all data is completed, click “Create payment”.
   

   1. If you are using foreign currency, there will be additional fields to fill out. These fields include Reason for transaction, Country, Phone number, Vendor address, City, Status/Province, Postal code, Account type, Bank name, Account number, and Account holder. These fields will adjust based on the selected currency and country.
   
   2. The minimum purchase amount for Indonesian Rupiah is IDR 10,000, while for foreign currencies it is 1.
   3. In the Payment schedule, you can set the payment schedule for the Invoice. The options in this field include:
   
   - If you select Upon approval, payment will be disbursed immediately after approval and payment by the Payment releaser.
   - If you select On due date, payment will be scheduled on the due date.
   - If you select Custom date, payment will be scheduled on the date you choose.
   
   4. If you have entered the bank account name when setting up the Vendor, the Existing bank account toggle will automatically be active when creating a Payment request.
   
   - However, if you want to use a new bank account, you can select New bank account. Then choose the bank name and enter your account number.
   
   - By selecting New bank account, this new bank account can only be used for one transaction. Therefore, you need to save the new bank account name on the Vendors page.

3. Once you have completed creating the payment request, the transaction status will change to Awaiting Approval. You can then review the Payment request details by clicking “Action” and selecting View payment request.
   

   Since this approval step is optional, if you did not add an approver when creating the Workflow Bills, the status will immediately change to "Awaiting authorization".

4. Here are the details of the Payment request that will be displayed.
   

   If you select a foreign currency, the page that appears will look like this.
   

C. Approve Payment Request & Reject Payment Request

After submitting a Payment request, the next step is to approve that Payment request. Here are the steps:

1. On the purchases page, select an entry with status Awaiting approval, then click “Action” and choose Approve payment request.
   

2. The status will then change to “Paid”.
   

3. Besides approving, you can also reject the Payment request by clicking “Action” on an entry with status Awaiting approval then selecting Reject payment request. 
   

4. A pop-up will appear as follows. Enter the reason and click “Reject”.
   

   The status will revert to Awaiting payment. In this case, you will need to create a payment request again.

D. Payment Authorization

Once you have approved the Payment request, the transaction status will change to Awaiting authorization. You can then authorize and make the payment at this stage. Here are the steps.

1. On the Purchases page, select an entry with status Awaiting authorization, then click “Action” and select “View details”.
   

2. You will be directed to the following page. Click “Action” then select Authorize & pay.
   

3. The transaction status will then change to Processing.
   

   - If your payment is past the scheduled date, a notification like this will appear stating that the payment will be processed Upon approval. Click “Continue” to proceed.
   
   - If the payment schedule is set to on due date and the due date has not arrived, after you authorize and pay, the status will change to Awaiting disbursement.
   

4. Once approved, the transaction is considered successful when the Payment disbursed notification appears and the status changes to Paid.
   

5. If you want to see the details of the completed transaction, click Action.
   
    

6. Then select View payment receipt.
   

7. You will be directed to the following page. You can download the Bills transaction result by clicking “Action” then selecting Download payment receipt.
   

8. The downloaded result will look like this.
   

   - Currently, you can perform disbursement directly without waiting for the disbursement process from the Mekari Expense system. In this case, your company can directly disburse funds for the related bills transaction.
   - As a note, please contact our support team first if your company wants to perform the disbursement process independently. Once the disbursement process request has been approved, the following screen will appear when you want to disburse funds. Click “Mark as paid” to continue.
   
   - Then the following screen will appear. Upload the payment proof and fill in the Payment notes.
   
   - Next, click “Submit”.
   
   - The Bills will be successfully paid and the transaction status will change to ‘Paid’.
   

E. Void Payment Authorization

You can cancel the Payment authorization when the transaction status is still Awaiting disbursement. Here are the steps:

1. On the transaction detail page with that status, click “Action” then select Void payment authorization.
   

2. A pop-up will appear as follows. Enter the reason and click “Void payment authorization”.
   

3. After the following notification appears, the transaction status will change to Voided, meaning your transaction has been canceled and the status will revert to Awaiting payment.
   

   Payment maker must recreate the payment on the Bills.