After a deposit request has been made, the purchase order payment status will change to Awaiting Payment, meaning the Finance team must either make the payment or cancel the request. Here are the steps.
A. How to Make a Deposit Payment
Go to the Purchasing menu.
You will automatically enter the Purchases tab.
Then, in the Order tab, select an order number with the status Awaiting payment and click “Actions”, then choose Create deposit payment to make a payment for that deposit request or select Reject deposit request if you want to reject the request.
Alternatively, if you want to view the order details before processing the deposit request, you can also click on the “order number”.
Scroll down and click the “Actions” button, then select Create deposit payment request.
A pop-up will appear, then select the Account to be used for the payment.
In the Amount in field, you can set whether the payment matches the requested amount or not.
Or check Full purchase order amount to pay the full amount as stated on the purchase order.
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If you want to schedule the payment, you can set it in the Payment schedule field.
- Upon approval: Payment is automatically made after approval.
- On due date: Payment is made on a specified due date.
- Custom date: Payment is made on a specific date. Select Existing bank account if you want the payment to be made to a previously registered bank account.
Or if you want to add a new bank account, select New bank account, then choose the bank name and add the account number.
If the payment details are correct, click “Create payment”.
Next, the purchase order status will change to Awaiting approval.
B. How to Approve a Deposit Payment
Then, in the Order tab, select an order number with the status Awaiting approval and click “Actions”, then choose Approve deposit payment to approve the payment for that deposit request or select Reject deposit payment if you want to reject the request.
The status will change to Awaiting authorization.
C. Payment Authorization
After approval, you can proceed to authorize and make the payment. Here are the steps.
After approval, the status will change to Awaiting authorization, and you can click the “Actions” button and select Authorize & pay to make the payment.
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The purchase order status will change to Awaiting disbursement.
- 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 transactions.
- As a note, please contact our support team first if your company wants to perform the Disbursement process independently.
- The purchase order payment details where disbursement is automatically done by the Mekari Expense system will look like this. If the Disbursement process request has been approved, you can then enter the purchase order details by clicking the “order number”.
At the bottom, click the “Actions” button and select Mark as paid.
In the pop-up that appears, you can upload payment proof (optional) and also enter notes about the payment in the provided field.
After filling in the payment notes, click “Submit”. The payment status will appear like this.
Once disbursement is complete, the status will change to Awaiting invoice. You can then proceed to create an invoice or make another deposit request if there is still a remaining payment.