Creating Vendor Authorizations Manually

You must create and process an authorization for each vendor account that you want to pay using the Asperato payment method in Payments Plus. To be able to pay a vendor in multiple currencies, you must create and process an authorization for each of the vendor currencies. You can select multiple authorizations and process them as a single batch in the Authorisations tab.

Creating a Vendor Authorization Manually

To create a vendor authorization manually:

1. Navigate to the detail page for the Account that you want to create an authorization for.
2. Click New Authorisation.
3. Follow the instructions in the Asperato documentation to create and process the authorization.
4. Ensure that you select the Merchant Group that matches the Accounting company from which you want to pay the vendor.

Note:

Users who have submitted a newly created authorization must authenticate it by clicking the link in the multi factor authentication email related to their authorization. For more information, see the Asperato ONE documentation.

Once processed, the status of the authorization is "In Force". You can make payments to the vendor account with which the authorization is associated.

Note:

To avoid payment failures, we recommend not to change the vendor authorization status from In Force whilst the vendor has any payments in progress, or whilst the vendor is part of a vendor payment that has vendor payment lines that are still in progress.

Notes:

• To process a payment through Asperato, the payment currency must be the same as the authorization currency.
• Ensure that you enter the correct information in the mandatory Billing Address Country and Bank Country fields.

• To avoid payment failures, you must ensure that both the mandatory and optional bank details are entered:

  • In the correct fields
  • In the correct format, without any invalid characters and white spaces

Updating Vendor Authorization

You might want to update a vendor authorization record if, for example, an Asperato payment has failed because the vendor account bank details are incorrect. Before updating a vendor authorization record, you must first ensure that the bank details of the related vendor account are correct.

Tips:

• We recommend creating a list view or scheduled report to track any failed Asperato payments.
• Ensure that both the mandatory and optional bank details are entered in the correct fields and in the correct format, without any invalid characters and white spaces.

To identify and update incorrect vendor authorization information:

1. Run a report from the Asperato Payments object displaying the failed Asperato Payments. Check the Raw Error Message From PSP field on the report. For more information, see the Asperato ONE documentation.
2. Run a report from the Account object displaying the bank details for the applicable vendor account. Check the vendor account bank details against the Raw Error Message from PSP field on the failed Asperato Payment, and update the vendor account bank details as required.

3. Update the incorrect information on the vendor authorization in one of the following ways:

   • Update the existing Vendor Authorization record with the correct bank details and resubmit for verification so the corresponding beneficiary record in your payment service provider (Airwallex) account is also updated with the corrected bank details. For more information, see the Asperato ONE documentation.
   • Create a new vendor authorization record containing the correct information.

Warning:

To resubmit a failed payment, we recommend creating a new payment proposal in Payments Plus. If you use the Pay Out button to resubmit a failed payment, you must create and match the related cash entry manually.