Using Approve

Note for Approve users who have set up multiple services in their Approve app: : If when opening the Approve app it displays a list of ‘Services’, ensure you select the service related to the Username you wish to generate a Secure Code for. Did you know that from 7th March you can now link multiple Usernames to the same app service?

How do I logon to Business On Line with Approve?

  • To Logon as a User:
    1. Enter your Business On Line (BOL) Username into the Username field on the Business On Line homepage.
    2. Open the Approve app on your smart device, ensure you are on the “Secure Code” tab, and tap the app screen to generate a Secure Code. You will be prompted to enter your PIN and tap OK. To comply with security requirements, we can no longer advise you if the PIN you have entered is incorrect.
    3. A 6-digit Secure Code will be displayed in your Approve app. Enter this 6 digit Secure Code into the Secure Code field on Business On Line and click Logon. A Secure Code can be used once only and must be used at the time that it is generated.
    4. The User Dashboard is now available.
  • Sole Administrator Logon:
    1. Enter your Business On Line (BOL) Username into the Username field on the Business On Line homepage.
    2. Open the Approve app on your smart device, ensure you are on the “Secure Code” tab, and tap the app screen to generate a Secure Code. You will be prompted to enter your PIN and tap OK. To comply with security requirements, we can no longer advise you if the PIN you have entered is incorrect.
    3. A 6-digit Secure Code will be displayed in your Approve app. Enter this 6 digit Secure Code into the Secure Code field on Business On Line and click Logon. A Secure Code is single-use and must be used at the time that it is generated.
    4. The Administrator Dashboard is now available
  • Dual Administrator Logon:
    1. Each Administrator will require their own Approve app on their own registered mobile device.
    2. Enter your Business On Line (BOL) Administrator Username into the Username field on the Business On Line homepage.
    3. Administrator 1 – Open the Approve app on your smart device, ensure you are on the “Secure Code” tab, and tap the app screen to generate a Secure Code. You will be prompted to enter your PIN and tap OK. Enter the 6-digit Secure Code into the Secure Code field on Business On Line and click Logon. To comply with security requirements, we can no longer advise you if the PIN you have entered is incorrect.
    4. Administrator 2 - Open the Approve app on your smart device, ensure you are on the “Secure Code” tab, and tap the app screen to generate a Secure Code. You will be prompted to enter your PIN and tap OK. Enter the 6-digit Secure Code into the 2nd password box on BOL. To comply with security requirements, we can no longer advise you if the PIN you have entered is incorrect.
    5. The Administrator Dashboard is now available.
    •  

    How do I Make a Payment?

    To make a payment from the Dashboard go to the ‘QuickPay’ tab, the ‘Quick Actions’ section or the ‘Payments/Payees’ tab and choose ‘Make a Payment’.

    Note: You must first add and authorise the payee details. You can add a Payee from the Dashboard or under the ‘Payments/Payees’ tab – select Manage Payees and Payee groups.

    • To Make a Payment:
      1. Select ‘Payments/Payees’ tab on the Dashboard and select ‘Make a Payment’.
      2. Select the account you wish to pay from. If you are making a payment to your own company accounts, these accounts will be listed for selection. Otherwise select ‘Known Payee’ tab and your payees will be displayed.
      3. Select the payee. The ‘Payment Details’ screen will appear. Choose the currency, payment type and sum you wish to send.
      4. Select ‘Save Payment Details’. You can then either ‘Authorise Payment’, ‘Save Payment’ or ‘Reset’. When selecting ‘Save Payment’ the Payment Reference number will appear, accompanied by the option to ‘Authorise Payment’.
      5. Once ‘Authorise Payment’ is selected, your Approve App will be required to authorise the payment.
      6. Open the Approve app on your smart device and tap the “Challenge - Response” tab.
      7. The Challenge Code is presented on BOL. Enter this code into the “Enter challenge here” field in your Approve app, and tap “done” or the “enter” key
      8. You will be prompted to enter your PIN and tap OK.
      9. The Approve app will display a 6-digit authorisation code. Enter this into BOL.
      10. Click Authorise Payment.

      For Dual Authorisation, this process needs to be repeated by the second authoriser.

      • Note for International Payments: You may be presented with the options to select ‘Spot/Forward’ and/or ‘Intermediary Bank Details’. The ‘Spot/Forward’ allows you to input a pre-booked rate that you have arranged with a dealer. If you do not have a pre-booked rate the payment will debit your account at the rate applicable on the payment date. Selecting ‘Intermediary Bank Details’ allows you to input intermediary bank details supplied to you by your Payee.

       

      How do I View, Edit, Authorise or Cancel a Payment?

      • To view/edit a payment:
        1. To find a payment that has been paid or is pending authorisation, select ‘Payments/Payees’ tab on the menu bar of the dashboard and select ‘Payments Centre’.
        2. To view your payment select the Eye Icon beside the payment you wish to view.
        3. To edit your payment select the Plus Icon, make your changes and click ‘Save Payment Details’.
      • To Authorise or Cancel a payment:

        You can authorise payments from the Dashboard or from the Payments Centre under the Payments/Payee tab.

        1. To authorise or cancel a payment, tick the check box next to the payment(s). If you are cancelling a payment, select just one payment at a time.
        2. Select ‘Authorise’ or ‘Cancel Payment’. Your Approve App will be required to authorise or cancel the payment.
        3. Open the Approve app on your smart device and tap the “Challenge - Response” tab.
        4. The Challenge Code is presented on BOL. Enter this code into the “Enter challenge here” field in your Approve app, and tap “done” or the “enter” key
        5. You will be prompted to enter your PIN and tap OK.
        6. The Approve app will display a 6-digit authorisation code. Enter this into BOL.
        7. Click Authorise Payment or Cancel Payment.

        Important: the facility to cancel a payment is only available for some payment types. If you cannot cancel your payment on Business On Line please contact the Helpdesk who may be able to assist you with your request.

        •  

        How do I Authorise a Payee?

        • To Authorise a Single Payee:

          Log on to Business On Line with your Username and Secure Code generated by your Approve app.

          1. Select ‘Payments/Payee’ tab from the Dashboard.
          2. Select ‘Manage Payee and Payee Groups’ from the dropdown menu.
          3. You will be presented with a list of your Payees.
          4. To authorise a single Payee, select the Authorise button for the payee. Your Approve App will then be required to authorise the Payee.
          5. Open the Approve app on your smart device and tap the “Signature” tab.
          6. Retrieve your payee’s IBAN / Account number and enter the last 4 characters of the IBAN / Account number into the “Parameter 1” field in your Approve app. Tap on a blank space of the app screen to continue.
          7. You will be prompted to enter your PIN and tap OK.
          8. The Approve app will display a 6-digit authorisation code. Enter this into BOL.
          9. Click Authorise Payee
          10. Your Payee is now set up on Business On Line.
        • To Authorise Multiple Payees at a time:

          Log on to Business On Line with your Username and Secure Code generated by your Approve app.

          1. Select ‘Payments/Payee’ tab from the Dashboard.
          2. Select ‘Manage Payee and Payee Groups’ from the dropdown menu.
          3. You will be presented with a list of your Payees.
          4. Tick the checkboxes next to each Payee you wish to authorise, select the orange ‘AUTHORISE SELECTED’ button at the bottom of the screen. Your Approve App will then be required to authorise the Payees.
          5. Open the Approve app on your smart device and tap the “Signature” tab.
          6. Retrieve your payee’s IBAN / Account number and enter the last 4 characters of each into the “Parameter” fields on the Approve app screen, in the order in which they are listed at the top of the Business On Line screen. For example, Payee 1 = parameter 1, Payee 2 = parameter 2, etc. Tap on a blank space of the app screen to continue.
          7. You will be prompted to enter your PIN and tap OK.
          8. The Approve app will display a 6-digit authorisation code. Enter this into BOL.
          9. Click Authorise Payee
          10. Your Payees are now set up on Business On Line.

          For Dual Authorisation, this process needs to be repeated by the second authoriser.

          Please note that you may notice a delay in a payee being made available for authorisation, where it has been created by a newly added or activated User on the profile. This is to protect your security when adding new payees.

        • To Delete a Payee:
          1. Select ‘Payments/Payees’ tab on the Dashboard and select ‘Manage Payees and Payee Groups’.
          2. To delete a payee click the Delete / Trashcan icon alongside the payee
          3. You will be presented with a message ‘Are you sure you want to delete the payee?’
          4. Select ‘Yes’ to delete your payee.
          •  

          How do I import a Bulk payment file on Business On Line?

          • When logged onto Business On Line:
            • Select the Payments/Payees tab from Main Menu
            • Select Make a Bulk Payment
            • Select Import Bulk Payment
          • Importing a File:
            1. Select whether you want to import a test or live file. Please note it is not necessary to run a test file ahead of every live import if you have a history of successful file transmission.
            2. Select the correct file ID from the dropdown.
            3. Enter the total of the import file into the file total field.
            4. Select the file you would like to Import by selecting the ‘Browse’ button to pick up the file created by your accountancy package or internal IT department.
            5. Enter your email address to get an email alert. This will let you know whether the file has been processed successfully or if it has failed.
            6. Select Continue.
            7. Enter a processing date on the Import screen (matching the processing date on the file being imported) by clicking on the calendar icon. The value date field will populate when you tab across to the next field.
            8. Select Continue.
            9. Select ‘Authorise File’.
            10. Open the Approve app on your smart device and tap the “Signature” tab.
            11. You will now need the first 4 characters of the hash value of the file you want to import on your computer. Right-click on the file, select Properties and then select the File Hashes tab.
            12. Enter the first 4 characters of the file hash value into the “Parameter 1” field in your Approve app. Tap on a blank space of the app screen to continue.
            13. You will be prompted to enter your PIN and tap OK.
            14. The Approve app will display a 6-digit authorisation code. Enter this into BOL and select ‘Authorise File’.
          • Notes for Importing a Bulk File:

            Import Authorisation/Security

            • Import functionality has the same rights as EFT/BACS authorisers whether single or dual authorisation required.
            • If dual authorisation is in place, then both Authorisers MUST be at the same computer to authorise these types of payments.
            • Import Customers please ensure file format is .txt/standard 18

            Authorising the File – Dual Authorisation

            • If two authorisers are required for Payroll/Creditors or Direct Debit payments, then the 2nd Authoriser will be prompted to repeat the steps above to perform the second authorisation of the file using their own Approve app.
          • What is a Manual Bulk file?

            A Bulk File is an electronic domestic based value payments system. It is a secure and reliable alternative to paper-based payments, is extremely cost efficient and supports all file types for EFT (Republic of Ireland) and BACS (United Kingdom).

            Manual Bulk Files can be used to pay staff (Direct Pay) or creditors (Direct Credit) without the need to import a file from an account software package. Information can be entered manually into Business On Line.

            Bulk File delivers payment to recipient’s account directly. It operates with a simultaneous debit and credit so that you do not experience any loss of float (funds are debited from your account at the same time that credit is applied to payee(s).

            The benefits of Bulk File include:

            • It is quicker to process and is cheaper than standard payments
            • It ensures funds are received by all payees on the same date (all staff receive salary on the same day regardless of which financial institution they bank with).
            • You can create or import a bulk payment in Business On Line.

              • To learn more about Bulk Payments, go to our lessons in the Training Portal here.

          • How do I make a Manual Bulk Payment?
            1. Select ‘Payments/Payees’ on the Dashboard. Select ‘Make a Bulk Payment’. If you do not have the access you must contact your Administrator.
            2. Select Instruction Type e.g. Direct Credit or Direct Pay.
            3. Select ‘Payment Group.’ This displays the EFT ID and the payees assigned to the group.
            4. Select ‘Pay from Account’. This will display the accounts assigned to the EFT ID selected.
            5. Enter the Amount and Payment Reference applicable for each payee - payment total will accumulate at the bottom of the screen as the amounts are entered.
            6. Click on the ‘Continue’ button to move to the ‘File Details’ section.
            7. Enter in the ‘Processing Date’ of the file – you can select the date by clicking on the calendar icon. When the processing date is selected the ‘Payment Date’ will automatically populate.
            8. Click the ‘Continue’ button to move to the ‘Confirm’ section or the ‘Reset’ button to reset the processing date entered.
            9. To authorise your payment select the ‘Authorise File’ button. To save your file for authorisation at a later stage, select ‘Save File’. To reset the payment details, select ‘Reset’
            10. Once ‘Authorise Payment’ is selected, your Approve App will be required to authorise the payment.
            11. Open the Approve app on your smart device and tap the “Challenge - Response” tab.
            12. The Challenge Code is presented on BOL. Enter this code into the “Enter challenge here” field in your Approve app, and tap “done” or the “enter” key
            13. You will be prompted to enter your PIN and tap OK.
            14. The Approve app will display a 6-digit authorisation code. Enter this into BOL.
            15. Click Authorise Payment.

            For Dual Authorisation, this process needs to be repeated by the second authoriser.