Set Up AP Payment Batch Approvals

Introduction

ZoneCapture’s AP Automation feature introduces a custom record called the AP Payment Batch, which groups multiple payments together for processing. With ZoneApprovals, you can route these payment batches through a structured authorization flow, ensuring funds are properly approved before they are released. 

If you are currently using ZoneApprovals but do not have ZoneCapture installed, you can learn more about how AP Payments and AP Automation can streamline your payment processes by visiting our ZoneCapture Knowledge Base.

Because the AP Payment Batch is a custom record rather than a standard NetSuite transaction, it utilizes a fully scripted architecture. This provides a slightly different, highly optimized user experience, including dynamic visualizers and seamless record management. 

Key Features & UI Enhancements

• Visual Progress Indicator: A unique dot-chart progress bar directly on the main record body allows users to see exactly where the batch is in the approval process at a glance.
• Dynamic Sublist: The ZoneApprovals subtab is fully dynamic, only displaying columns (like Rejection Reason or Overruled By) if they contain data. 
• Explicit Super Approver Actions: Super Approvers utilize dedicated "Super Approve" and "Super Reject" buttons, making audit trails incredibly clear.
• Standard Classification Support: Matrix routing natively supports standard NetSuite segmentation (Department, Class, and Location) sourced directly from the AP Payment Batch body.
• Inline Overdue Tracking: If a step exceeds the configured overdue threshold, the exact time elapsed is displayed directly as text within the Status column.

How to Set Up AP Payment Batch Approvals

Notice:

This guide highlights the key steps and specific nuances required to route AP Payment Batches. It does not cover every foundational detail needed to set up ZoneApprovals from scratch. For a complete understanding of general application settings, please refer to the rest of the ZoneApprovals knowledge base.

Step 1: Verify NetSuite Dependencies 

Because this feature relies on a fully scripted architecture, your NetSuite environment must allow custom scripts to execute. Ensure that both Client SuiteScript and Server SuiteScript are enabled. For detailed instructions, see the NetSuite Dependencies page.

Step 2: Deploy the Scripts

You must explicitly tell ZoneApprovals to run on the AP Payment Batch record using the Deployment Tool: 

1. Navigate to Setup > ZoneApprovals Setup > Deployment Tool.
2. Locate AP Payment Batch in the list of supported records
3. Click Deploy.
   Note: During the initial deployment, the tool will automatically create the necessary background script deployments for you. 
4. The status will update in real-time to show that ZoneApprovals is deploying the logic.
5. When done, the Deploy button changes to blue Undeploy button.

For detailed instructions, see the Deployment Tool page.

Step 3: Create the Approval Configuration

You will need an active ZoneApprovals Configuration to dictate the baseline behaviour for your AP Payment Batches. While standard transactions have many configuration options (like locking behaviours or accruals), the AP Payment Batch setup is much more streamlined. 

1. Navigate to Setup > ZoneApprovals Setup > Approval Configuration > New.
2. Insert Folder ID.
3. Select Subsidiary.
   Note: Subsidiary routing is fully supported based on the batch's Source Bank Account.
4. Configure your desired fallback behaviors using the following supported fields: 
   • Default Approver: Select the fallback employee. This approver will only be used by the system if the routing isn’t configured properly (for example, if no active approval matrix associated with this subsidiary can be found), protecting the batch from getting stuck in the approval process.
   • Approval Reason Mandatory: Check this box if you want to force your approvers to type in a reason when they approve a batch. (Rejection reason is always mandatory). 
   • Default Transaction Status When No Matrix Is Applicable: This field establishes a safety net for batches that fall outside of your matrix criteria. You can set it to Auto-approve, Auto-reject, or Set Default Approver. If left empty, the system defaults to Auto-approve. 
     Note: If a batch is adjusted by this setting, the UI will display a yellow banner notifying the user that standard approval behaviour was overridden.

Limitations:

The following features are not supported with AP Payment Batch. If your configuration includes settings that are not supported for AP Payment Batch, the application will ignore those features when routing the AP Payment Batch, while continuing to apply them normally to the standard transactions. 

• Use Net Amount within the General section
• Approval Reminder section
• Approvals by Email section
• Workflow Behaviour section except Default Transaction Status When No Matrix Is Applicable and Approval Reason Mandatory
• Unapproved Transaction Accrual section
• Exclude System Transactions section
• Custom Sourcing section
• ZoneApprovals Child Configuration

For detailed instructions, see Approval Configuration.

Step 4: Create an Approval Hierarchy Definition

Before building the approval matrix, you must define the amount thresholds that dictate when an approval is needed (e.g., amounts "Up to $1,000" or "Greater than $10,000"). 

1. Navigate to Setup > ZoneApprovals Setup > Approval Hierarchy Definition > New.
2. Provide a descriptive name for the hierarchy.
3. Under the Hierarchy Definition subtab, enter your specific threshold lines (Dimension name, Up to/greater than, and Amount limit). 
   Note: Enter the thresholds in a logical order, as the system does not automatically validate the numerical sequence.
4. Click Save

For detailed instructions, see Approval Hierarchy Definition.

Step 5: Build the Approval Matrix

The Approval Matrix combines the hierarchy with your specific approval routing rules to dictate exactly who needs to approve the batch. 

1. Navigate to Setup > ZoneApprovals Setup > Approval Matrix > New. 
2. Select Subsidiary.

3. Select the AP Payment Batch as the Record Type.

   It is possible to select multiple record types for a single matrix, such as AP Payment Batches along with Vendor Bills or Journal Entries. The system is designed to handle this seamlessly - if your matrix includes settings that are not supported for AP Payment Batch, the application will ignore those features when routing the AP Payment Batch, while continuing to apply them normally to the standard transactions.

4. Select Currency.
5. Select the desired Approval Hierarchy. The matrix will automatically populate with your defined thresholds.
6. Select Start Date.
7. Overdue Threshold: You can enter an integer in the Overdue Threshold (hours) field to define the time limit for approvers. If a step exceeds this limit, the system will flag the AP Payment Batch. 
   Note: Instead of a separate warning icon used on standard transactions, the overdue status and exact time elapsed will be displayed directly as text within the Status column of the ZoneApprovals subtab. 
8. Adding Routing Criteria: If you want to route approvals based on specific departments, classes, or locations, you can drag and drop these standard NetSuite classification segments directly into your matrix header. 
   Note: Any other standard or custom chips (fields and segments) are currently not supported with AP Payment Batch. 
9. Adding Approvers: Click Add Approver to create a new matrix line. For each threshold or segment criteria, select the required approver from the dropdown. 
   • You may select individual Employees, Static Groups, or Roles.
   • The matrix evaluates lines from top to bottom. You can drag and drop the lines to rearrange their priority. 

Limitations:

The following features are not supported with AP Payment Batch. If your configuration includes settings that are not supported for AP Payment Batch, the application will ignore those features when routing the AP Payment Batch, while continuing to apply them normally to the standard transactions. 

• Only Highest Approver Required
• Require One Approval Per Employee 
• Custom Segments used as chips
• Standard and Custom Fields used as chips

For detailed instructions on navigating the matrix interface, see Approval Matrix.

Understanding the Approval Flow

Once configured, the lifecycle of an AP Payment Batch will look like this: 

• Creation: When an AP Payment Batch is created via the standard Select Bills for Batch Payment page, its initial status defaults to Pending Submission.

  If AP Payment Batch is created from a single bill as a single batch payment, the initial status is “In-transit” and ZoneApprovals are not used.

• Submission: A user clicks Submit for Approval. The dot-chart progress indicator will update to show an empty circle (pending), and the overall status bar will turn orange.
• Approval: The designated approver(s) review the batch. If approved, the Method, Date, and Time Spent are captured. The dot chart fills in with a solid circle. If it is the final approver, the overall status changes to Approved (green).
• Rejection: If an approver clicks Reject, they must provide a Rejection Reason. The dot chart displays a red X, and the overall status changes to Rejected (red). Important: Rejection is an end-state for AP Payment Batches. A rejected batch cannot be resubmitted for approval.

Notifications and Warnings

If the system encounters a non-fatal misconfiguration (such as falling back to a Default Approver because an active matrix could not be found), it will display a yellow banner at the top of the record. These events are safely logged under the Notification / Warning section of the ZoneApprovals subtab to keep administrators informed without alarming end-users. 

Current Feature Limitations

Because the AP Payment Batch is a custom record, some advanced ZoneApprovals features designed specifically for standard transactions are not currently supported. The following features are NOT supported for the AP Payment Batch: 

• Above-listed Approval Configuration limitations, such as:
  • Approvals by Email
  • Unapproved Transaction Accruals
  • Daily Approval Reminders
• Above-listed Approval Matrix limitations, such as:
  • Only Highest Approver Required
  • Require One Approval Per Employee
• Dashboard Portlets
• Bulk Approvals
• Delegates and Redirection of Approvals
• Custom Sourced Approvers

If you require any of these unsupported features for your AP Payment Batch approval flows, please contact our Support department to discuss your requirements. Your feedback helps us shape future updates!