The” Administration” section of the Consolidated Payables Platform is not only used to define and set your application settings, but also to set up and administer users and permissions, including:
- View/Edit your own Profile.
- Set up/Edit users and define their permissions.
- Set up/Edit roles within your company and assign users to those roles.
- Set up/Edit your application configurations, including establishing approval criteria and specific business rules for your payments.
- View the activity for your users.
5.1 My Profile
Each user on the system can view or edit information in their User Profile. Users can:
- Change their password.
- Change their security questions.
- Update the email address for email notifications.
5.2 Role Administration
The first thing you will do when setting up users is to establish “Roles”. More than one role may be established for your company, and there is no limitation to how many roles may be set up. Roles should be established with the company’s policies and practices in mind.
To set up a role, go to “Role Administration” under the “Administration” tab. Click “Add New Role” to create a brand new role. Once created, you may edit roles by clicking “Edit” next to the role that needs to be changed.
Choose a “Role Name” that is descriptive to you and your company. Provide an optional “Description” to further clarify the function of the role.
Choose the “Application” that this role will need to access. It is not unusual for a user to have just one application for all payment types and locations.
Next choose the “Features” (functions) that you would like for this role to perform.
Then choose the email notifications that you would like for this role to receive. Remember that email notifications are sent at each step in the process. Email alerts are also sent to alert particular users to invoke action on their part for steps that need to be completed (e.g. approval required).
Depending on which services your company is using on the Consolidated Payables platform, your screen may look different from the one below.
5.3 Description of Features for defining a Role
- Application Configuration – Access to View set-up details such as partial bank account information from where payments will be drafted, fonts used on the online proofs, and approval rules.
- Approve Payments – If payment approval has been activated, allows a user to approve payments (different from submitting a file). This is connected to payment approval set-up (i.e. setting up payment amount level thresholds).
- Add/Edit Vendors – If Vendor Onboarding is occurring for ACH or card, allows access to manually add NEW Vendors in order to generate a Registration Code. You cannot edit an existing vendor.
- Card Settlement – Allows access to view the card settlement report.
- View File Details – Accessibility to view the payments in files on hold.
- View Files – Accessibility to view a listing of all files on hold.
- View Job Details – Accessibility to view a listing of all the payments in files that have been submitted.
- View Jobs – Accessibility to view a listing of all jobs.
- View Vendors – Accessibility to view the vendors and the status of their registration.
- Document Archive – Ability to View/Search payments previously submitted through the system.
- Edit Approval Rules – Allows a user to Add/Edit a payment approval rule (business rules).
- Enter Control Totals – Allows user to enter control totals via the Consolidated Payables Platform.
- Submit Jobs – Ability to approve a File on Hold.
- Upload Files – Ability to import a file directly into the platform (This does not refer to FTP access).
- User Administration – Accessibility to Add/Edit user profiles and role configuration.
- View Documents – Ability to view payment images.
5.4 Email Notifications
The listing of possible Email Notifications that can be set up on a Role, and their definition are below:
- Control Totals Entered – Sent once the respective user has manually entered the correct control totals.
- Awaiting Control Totals – Sent once a file has been sent via FTP or manually loaded and the client requires file level Consolidated Payables control total to be entered or sent before the release of the payments. Optional function on Consolidated Payables and is unrelated to the ACH required control total.
- Control Totals File Received – Sent once the control total file has been sent via FTP in to confirm receipt of file.
- Control Totals File Match – Sent once the control total file has been sent via FTP in, and the control totals match.
- Control Totals Failed – Sent once the user exceeds the number of opportunities to enter the control totals via the Consolidated Payables platform.
- Control Totals File Failed – Sent once the control total file has been sent via FTP, but the totals do not match.
- File Placed On Hold – Sent once a file is either sent via FTP or manually loaded and placed on hold.
- Approval Required – Sent when one or more payments falls under the payment approval rules established, to each user whose approval is required.
- File Released For Processing – Sent once the file has gone through all applicable approvals (control totals, payment approval, file submission).
5.5 User Administration
After roles are set up, users are defined with appropriate roles assigned. Once defined, you can edit users through the “User Administration” tab.
Add a New User/Assigning Permissions
To add a new user, an administrator will need to complete the following steps:
- Click “Add new user” from the User Administration Page.
- Assign a “User Name”.
NOTE: Some clients who also use Key Total Treasury choose to use the same IDs on Consolidated Payables. The two systems do not currently sync so if you change your password on one system it will not automatically change it on the other. Single sign-on is a future project.
- Assign the “Role(s)” that is desired for the user.
- Provide a contact “Phone Number” for the user. (Not required).
- Enter a valid “Email Address” for the user. (Up to 2 email addresses can be provided)
NOTE: Many clients use just one email address per User ID. It is strongly recommended that you define more than one person (more than one ID) for each role/function that needs to be performed, so that time off or away from the office does not impact the origination, approval and release of payments.
- Some clients define their Administrative Assistant or a co-worker as the second email address. If you, as the person with the ID are out or not accessing email, your Administrative Assistant/co-worker can let you know you need to get online to approve and release.
- Click Save to confirm the user.
- Notify the new user of the user name that you just created and of the URL to use: https://consolidatedpayables.key.com/consolidatedpayables/login.aspx
- A temporary password will be emailed separately from the system.
View existing users
Under the “User Administration” tab, you can view all of the users that have been set up in the system. To view the details of a user, simply click the user’s name.
The user’s profile will show the “Role(s)” that the user has been assigned, and the email addresses to which email notifications are being sent.
Users password may be reset by an Administrator selecting the ‘Reset Password’ button on the user’s profile and clicking ‘Save’. A temporary password will be sent to the user with a link that will allow them to reset the password. As part of PCI compliance, no one sees the user’s password – and the password field is grayed out to all but the users themselves.
Notice that all of the users are marked ‘Active’. In order to ‘Deactivate’ a user click on the user’s full name and then uncheck the Active check box. Inactive users will not be allowed to log into the system until they are marked as Active. Inactive users are maintained on the system for audit purposes, and can be viewed by checking the box ‘Show Inactive Users’ in the upper right corner of the User Administration screen.
5.6 Approval Rules (set up in Application Configuration)
The Consolidated Payables system allows you to establish approval rules based on the amount of the payment. If you establish approval rules for your payments, those payments will automatically be placed on hold and you can view the payments on the Home Screen under Hold Files.
To set new approval rules, or modify existing rules you have already established, you can navigate to the “Approvals” section from the “Application Configuration” drop down of the “Administration Tab”.
Click on the Application name to which you want to change or add approvals.
Click Approvals. You may edit or delete existing rules, or add a new rule by clicking the “Add New Rule” button.
Note that the application names were established during the implementation. For more details on your application names, contact your Key Implementation Specialist.
The payment status for payments awaiting approval (after rules have been established) will show as pending approval. Those payments that do not meet the approval rules will be processed normally.
You may want to have approvals for all payment amounts, but have different people within your company approve different payment amounts. The system allows you to set those rules.
In the example below, the example approval rules are:
- Payments $1-$1,500 require either of the two users listed to approve the payments
- Payments from $1,500 and above require one of the two users listed to approve the payments
Note that in the example, the rules were set up to allow any user in the list to approve the payment within that range. More restrictive rules can be established to provide “dual approval”, or multiple approvals, for certain payments.
Add New Approval Rule
To add an approval rule, first select the payment amount range. Note that you can check the box for “No Upper Limit” to set payment approvals above a certain amount.
Next, choose the users with approval permissions that can approve payments for the range your chose. All users chosen will be notified via email that a payment is pending approval.
NOTE: If you select multiple users, you will need to indicate whether “Any User or All Users” can approve the payment. If only one user is selected then, by default, that person must approve all payments subject to the rule. A best practice is to have two or more users defined for critical functions.
Here we are setting up a rule that payments that are $25,000, but less than $50,000, require any two of the three users shown under “Selected Users” to approve the payments.
5.7 Payment Accounts
The “Payment Accounts” listing under the “Application Configuration” shows the accounts that you have designated for each of your payment types. This view is read-only.
Should you require any additional accounts to be added to your payment processing, or to make any changes to the existing accounts, please contact your Payments Advisor.
5.8 Activity Log
The Activity Log tab under the Administration tab allows you to display all activity for all users. You can filter by user and through the use of a date range.
Every action taken by a user is captured here.
Note that the report can be expanded to show more items per page and/or you can page through the report pages. The report can be exported in HTML or Excel format for your convenience.