For Administrators: Setting Up the Workflow
Access Configuration: Log in. to EBO and navigate to the Approval Workflow setting area.
Assign Users to Groups:
Select the options "Group of Users"
Select the group to manage (A,B or C)
Choose the option to add users
Select the required users from the list of available users.
Confirm the assignment. Repeat for all users and groups.
Define Payment Thresholds and Assign Approval Rules to Thresholds:
Select the option "Payment Approval Rules"
Create a new threshold range (e.g., €0 - €5000) EUR (based on the client’s core currency (in the future)).
Specify the required combination of Approval Groups (e.g., 1 x Group A; 1 x Group A + 1 x Group B; 2 x Group B).
Repeat for all thresholds.
Once all configurations (Thresholds, Rules) are set. Save. Note: Another administrator must review and approve these changes before they become active (Dual Admin).
For Approvers: Approving or Rejecting Payment/s
Access Pending Payments: Log in to EBO/Mobile (in the future) and navigate to the payments awaiting your approval.
Review Payment: Examine the details of the payment requiring approval.
Approve or Reject: Select "Approve" to authorise the payment or "Reject" to decline it.
Note: Depending on the rule for the payment's threshold, further approvals from other users/groups might be needed before the payment is fully processed. A user only approves once per payment flow.
For All Users: Tracking Payment Status
Access Payment History/Dashboard: Navigate to the relevant section in EBO/Mobile (in the future).
View status: Locate the payment and view its current approval status in real-time.
Best Practice recommendations
Define clear and logical rules that reflect their internal policies.
Ensure all payment ranges (0 to unlimited) are covered.
Maintain a manageable number of users in approval groups; ensure sufficient coverage for absences.
Assign users to groups based on their actual signatory authority.
Regularly review and update configurations (thresholds, user assignments) as business needs change.
Use the Dual Admin feature diligently for all configuration changes.