SOL-0262026
What is a Bank Transfer in Cashbook?
A Bank Transfer batch allows you to transfer Cashbook transaction entries between bank accounts, including multi-currency transfers with exchange rates.
Solution Sheet
Cashbook Batch Authorisations - Setup and How They Work
How to set up and use multi-level batch authorisations in Cashbook, including factors, the authorisations pop-up, notifications, Override flag, and editing authorised batches.
What Are Batch Authorisations?
Cashbook Authorisations require one or more users to approve a payment batch before it can be posted. Authorisation occurs sequentially across up to three Factors (Factor 1, 2, and 3), with each factor requiring approval before the next can proceed.
- Applies to all payment batches, or EFT batches only if that option is selected.
- Once all required factors are authorised, EFT batches are set to Ready to Post automatically. For non-EFT batches, the final authoriser is prompted to post.
- The user who creates a batch cannot authorise their own batch.
- The Edit Other Users' Batches flag in Security Groups must be enabled for a user to view and authorise batches created by others.
Setting Up Authorisations
Authorisations are configured per bank in C/B Bank Accounts | Security:
- Select Use Security to restrict access to the bank.
- Set Authorisation Factors to None, One, Two, or Three.
- Tick EFT Batches Only if authorisation should apply only to EFT batches.
- Tick Force Listing of EFT Audit List if the EFT Miscellaneous Audit List must be printed before an EFT batch can be authorised.
- Add each authorising user and configure:
- Authorise — set to Yes to grant authorisation rights.
- Authorisation Factor — the user's position in the sequence (1, 2, or 3).
- Override — set to Yes to allow this user to authorise on behalf of lower factors if the assigned user is unavailable. If No, the batch cannot post until the originally assigned user authorises.
- Method — how this user notifies the next authoriser: SMS, Email, or Both.
- Notify User — the user to notify when this user completes their authorisation (not required for the final factor).
- Default Path — optional path for attaching files to notifications.
- Min./Max. Func Amount — minimum and maximum amounts this user may enter per entry.
Note: Multiple users can share the same authorisation factor. Authorisation settings cannot be changed while unposted batches exist for the bank — only new users can be added in that situation.
The Authorisations Pop-Up
To open the Authorisations pop-up, click the zoom icon in the Authorised column in the Batch List grid (On-Premise), or the pencil icon (Web UIs).
The pop-up displays all batches and their authorisation status. Use the Authorised Status filter (All, Pending, Authorised) and the Factor filter to find batches at a specific stage, then click Go.
From here you can:
- Click the zoom icon (or pencil in Web UIs) in the Batch Number column to drill down and review batch entries before authorising.
- View Authorisation 1/2/3 — the user assigned to each factor.
- View Approved 1/2/3 — shows Yes when a factor is complete, and Complete on the final factor when fully authorised.
- Access Notify 1/2/3 — to send notifications to the next authoriser.
Users with No Authorisation assigned can only authorise via OTP — double-click in the Authorise column.
Override: Factor 1 users with the Override flag can be substituted as the notification recipient when the original assigned user is unavailable. A user cannot send a notification to themselves.
Sending Notifications
Click the zoom/pencil icon in a Notify column to open the Notifications pop-up. Complete the following:
- Notify Method — SMS, Email, or Both.
- User to Notify — the recipient (must have the Override flag if substituting the default user).
- SMS Document URL — URL to a document to include in the SMS (appears when method is SMS or Both).
- Email Attachment — attach a file via the Browse button.
- Comments — any additional message to include.
Click Send to dispatch the notification.
Important: If notifications are set to Yes in setup, the notification must be sent before the next authorisation factor can proceed. If set to Pending, the batch can still be posted without sending.
Editing an Authorised Batch
A partially or fully authorised batch can still be edited. When opening it you will be prompted: “Batch xxx has already been partially or fully authorised. Do you want to reset all the Factors and edit this batch?”
Select Yes to reset all factors and make changes. The authorisation process then restarts from Factor 1.
Twilio Setup for SMS Notifications
SMS notifications require a Twilio account. See Connecting Twilio for SMS Notifications (SOL-004) for the step-by-step Twilio signup and C/B Options configuration guide.