Our bank details authorisation functionality allows for a specific user to authorise changes made to landlord and contractor bank details. This involves sending an email to the system's designated authorising user, who will then confirm or reject the proposed changes.
To enable this functionality, Go to the superuser admin page (Admin > View all employees and then click on Admin page)
Click on Account
From the Financial dropdown on the left select Bank detail authorisation
Select the toggle on the top right of the page to make amendments
Choose the appropriate approval user
Update
Note: Only one authorising user can be set per system; therefore, the inbox of the authorising user should be monitored during working hours.
1. Bank details authorisation overview
Once enabled, the process will work as follows.
Navigate to the Finance tab within a Property record or the Payment details tab within a Contractor record
Enter/update the sort code and/or account number fields
Click Update
A message will appear to confirm that these changes require authorisation and that an email has been sent to the authorising user to confirm or deny the proposed changes
If the change has been approved, the field will update to hold the new information
If the change has been rejected, the field will either remain blank or continue to hold the original details
Note: While the sort code and/or account number changes are pending authorisation, they cannot be amended until the changes have either been approved or rejected. During this time, the fields will be displayed in grey (shown below).
Within the greyed out boxes showing Account number and Sort code, authorising users will see a red cross next to the pending update. By clicking on this red cross, they can clear any pending bank detail changes from a property or contractor record.
2. Resending authorisation emails
If a user visits a property or contractor record that is pending authorisation of bank detail changes (24 hours after the initial changes were made) and clicks on Update, a reminder email will automatically be sent to the authorising user prompting them to approve or reject the proposed changes.
Note: A maximum of one reminder email can be sent per record in a 24-hour period.
3. Removing or changing authorising user
The support team can disable this feature or change the authorising user upon written request. The written request should be emailed to [email protected], and this should be completed by the current authorising user or another super-user on the system.