The Bank Details Control - Vendor app in intended to help you control creation and edit of vendor bank details records, record an audit trail (if enabled) and ensure an approval process for those changes.

Take a look at the process below to see how it works.

Please note: The process below will show you an optional verification step. This can be disabled or enabled in the configuration record. If your process does not include the verification and just includes an approval or reject, then you can ignore those parts of the guide.

Creating bank details:

1. Someone will create a Vendor Bank Details Record as normal.
    

2. If enabled, then upon creation the vendor bank details record will be made inactive. Therefore, payment to these bank details is impossible. The “Make Payment” button on the vendor will be hidden. By default, you will not be able to see the bank details record under the vendor record while they are inactive:
 

3. An email will be generated an sent to the approvers with a link to the vendor bank details record for approval:
 

Additionally, approvers can access the list of bank details requiring approval from their specialized dashboard:
 

The approver can either proceed to the vendor bank details record through the email, or by clicking on the hyperlinked number and if necessary, selecting the record from the list of displayed pending bank details records.

In the background, if enabled, an audit log will be generated for the creation: 
 

4. In our process, a verification step is required. The approver will then verify the bank details, either by getting to the record through the email or through the dashboard. When they are at the record, they will click on the “Verify Bank Details” button:
 

When the approver clicks that button, this pop-up will appear. Enter in the details of how you validated account ownership.

Once the bank details have been verified, they are ready for final approval or rejection.

Additionally, an audit log, if enabled, is created in the background to track verification:
 

5. If there was no verificiation step, or the verification step is complete, The approver will then click on the approve bank details button to approve or click on the reject bank details button to reject them.

When you click the approve button, the buttons will disappear and the bank details record is approved. 

An audit log, if enabled, will be created in the background:
 

An email will be sent notifying the creator of the vendor bank details of the approval. In addition, the vendor bank details record will be visible under the vendor again:
 

The “Make Payment” button on the vendor will be visible again:
 

Editing Bank Details:

1. Somone makes a change to the vendor bank details record:
    

2. If enabled, when saving, a pop-up will appear requiring a reason and supporting documentation from the editor:
 

3. After filling out the pop-up. If the document was required, the editor will see a notification to wait while it uploads:
 

Then the page will reload for them on the vendor record.

4. An email will be sent to the approvers as when the record is created, with a link to the vendor bank details record, requiring approval. And the audit logs, if enabled, register the change to the vendor bank details record:
 

The dashboard will also update with pending bank details. Approvers can navigate to the record through the hyperlinked saved search in the pending bank details card, instead of via the email if desired.

5. The approver will come to look at the bank details.
 

Using the Download Proof Document button at the top of the record, they can download associated documentation for analysis.

The Edit Reason and the documentation are also stored on the record (marked in red).

In our process, verification is required before approval or rejection.

To verify, click on the Verify Bank Details button.

In the pop-up, the approver should enter the process for verifiying the bank details prior to approver or rejection and click Submit.

Wait for the page to reload.

In the background, the audit logs (if enabled) will be generated for the verification:
 

6. If verification was not required in your process, or once verification is complete, the approver should approve or reject by clicking on the relevant button.

If the approver rejects the bank details, there will be a pop-up asking them to input a reason for rejection. Input the rejection reason and click Submit.
 

The approve and reject buttons will disappear. An audit trail will be created, if enabled, in the background:

An email notification of rejection will also be generated and sent to the editor:

Bank details can then accessed through the email, edited and then saved for approval again.