The quick answer
In this configured account, the preparer marks open vendor bills with the custom Proposed Payment Run checkbox. A review user then sets the separate Approved Payment checkbox. Filter the review search to Yes to check its matching rows and subtotal, then apply the installed Approved Payment Yes filter on Pay Bills. This example ends at the filtered candidate list, before payment selection or Save. These custom indicators are separate from native bill approval; the walkthrough demonstrates displayed-row filtering rather than payment enforcement.
Person and operating-company names are fictional. Bill numbers, vendor and amounts are example data.
Before you start
This example illustrates an account-specific custom review process. Confirm that equivalent fields, searches and the payment-page filter are available before following it. The example starts with the two custom checkbox fields, an AP Bills Proposed for Payment saved search, an AP Bills Payment Review saved search, and an Approved Payment additional filter on Pay Bills. Their labels, criteria and availability vary by account. The users need access to the relevant searches and permission to edit the underlying bill fields. Inline editing must be supported by the search and its editable columns.
Jamie Reed prepares the proposal; Alex Morgan uses the Controller role to review it. Those are the example users and roles, not universal permission assignments. The walkthrough shows different identities but does not test whether self-approval is blocked.
All amounts in this example are US dollars. The Pay Bills context is A/P account 2010 Accounts Payable and subsidiary Example Supply US. The recording shows these Open bills in the selected Pay Bills context. Native Approval Status, payment holds, posting, remaining balance, A/P account, subsidiary, currency and other eligibility conditions need separate verification. An Open status or a custom checkbox alone does not establish payment eligibility.
01. Inspect the proposal search
Open the installed AP Bills Proposed for Payment search. Identify VB-4102 for 1,000.00 and VB-4103 for 2,500.00, both for Ridgeway Components. Check each document number, amount and native Open status before changing a result cell. Their Proposed Payment Run indicators start at No.
02. Propose selected bills
Enable Edit on the results list. Open the Proposed Payment Run cell for VB-4102, check it and leave the cell to save the edit. Repeat for VB-4103. Confirm the saved Yes values. Use the commit behavior available in your account; it may differ from this example.
Leave VB-4104, for 750.00, at No. The earlier VB-4098 is already proposed and custom-approved. Saving the two proposal flags does not create a payment.
03. Review the proposed bills
Use your account's access process to change to the designated reviewer. In this example, Alex Morgan appears in the Controller context. Open AP Bills Payment Review. VB-4102 and VB-4103 now appear in the review queue, but both still have Approved Payment No. Check their document numbers and amounts before recording a decision.
Set the search's Approved Payment filter to Yes. Only the earlier approved VB-4098 matches, and the displayed total is 500.00. Return the filter to - All - to review the new proposals.
04. Record and check review flags
Enable Edit and set Approved Payment to Yes for VB-4102 and VB-4103. Save each inline edit, then filter Approved Payment to Yes again.
Confirm three matching rows: VB-4098 for 500.00, VB-4102 for 1,000.00 and VB-4103 for 2,500.00. Their total is 4,000.00. This example uses one main-line result per bill in one currency. Joined or duplicated search rows can change an aggregate, so inspect your search design before relying on its total.
Separately verify that the bills' native status still reads Open. The saved custom indicators and matching search total do not establish a saved payment batch, a posted payment or money transferred.
05. Filter Pay Bills candidates
Open Pay Bills, shown as Bill Payments in this account. Check the A/P account and subsidiary context. With the installed Approved Payment filter at - All -, the displayed candidates include VB-4104, whose custom flag is No.
Set Approved Payment to Yes. Confirm that VB-4098, VB-4102 and VB-4103 remain, while VB-4104 is excluded from this displayed list.
Stop before selecting a payment checkbox or choosing Save. The filter narrows the candidate list; payment permissions, native approval, holds and controls on other payment routes require their own checks.
Common questions
Can a proposed bill still have Approved Payment No?
Yes. Proposed Payment Run and Approved Payment are separate custom fields in this example. Setting the proposal flag does not visibly set the review flag. Any automation connecting them is account-specific and is not demonstrated here.
What does the approved search total mean?
It is the displayed total produced by that saved search and filter. In this example, three main-line bill rows in US dollars total 4,000.00. Check currency, joins and duplicate rows in your own search. The total does not prove a payment batch or posted payment exists.
Does Approved Payment change native vendor-bill approval?
The walkthrough does not demonstrate any change to native Approval Status, posting, payment hold or payment status. Treat the custom checkbox as a separate displayed field unless the account configuration has been independently verified.
Why is the Approved Payment filter missing from Pay Bills?
The filter in this example depends on an installed custom field and payment-page configuration. Ask the account administrator to confirm the expected customization, field availability and role access. Its presence is not a standard feature of every account.
Does the filter prevent payment of bills whose flag is No?
The walkthrough shows only which candidates the filter displays. A filter alone does not establish payment blocking or a security boundary. Payment controls must cover the applicable permissions, native eligibility and payment routes.
Do different preparer and reviewer identities prove segregation of duties?
No. The example shows two identities performing the steps. It does not test self-approval or changes through another form, search, import, script or payment route. Those controls need separate verification.