Changing EFT Approver

The Payment module in NetSuite is used for EFT payments to Canadian Vendors. The approval process for an EFT batch is as follows:

  1. A/P Coordinator submits EFT batch approval
  2. Approver 1 is notified by Email
  3. Approver 1 logs in to NetSuite, reviews, and approves batch
  4. Approver 2 is notified by Email
  5. Approver 2 logs in to NetSuite, reviews, and approves batch
  6. Batch file is generated
  7. A/P Coordinator is notified

In our configuration, both Approvers are required, and both are hard-coded in to the system (e.g. it goes to Romer Martin and then Chris Little).

If an Approver is unavailable (e.g. away on Vacation) the Approver needs to be replaced in the Payments module with a back-up – this can only be done by an ADMINISTRATOR.

To update the EFT Approver(s) do the following:

1. Log in to NetSuite as an Administrator

2. Navigate to “Payments > Setup > Bank Details”

  • We have two “Bank Details” setup in NetSuite, one for each subsidiary


3. Select “Edit” next to “Vancity – CAD FN”

4. Select the “Approval Routing” tab

5. Click the “Payment Approver” cell for Level 1 and/or Level 2, and click the double arrow to open the Search box

6. Remove the existing “Payment Approver” from the right-side pane (click the X), and add a new Approver from the left (click the à)

  • You must select an EXISTING employee as the Approver
  • The Approver must have one of the following roles to have appropriate access to review and approve EFT batches: MakeWay Controller / MakeWay Accountant / MakeWay CFO / MakeWay CEO

7. Do not change the payment limits

  • These are set at $0.01 and $0.02 so that the approval process is prompted for EVERY batch regardless of the amount, and that two approvers are always required

8. Click “Save”

9. Repeat Steps 4-5 for “Vancity – CAD IN” to change the approver(s) for The Society

Repeat the process to reverse the Approver change(s) if the change is temporary (e.g. for vacation coverage).