Suppliers can be paid by bank transfer or virtual card. The supplier payouts screen shows the related payment records, approval requirements, and payment activity for each booking.
Use the list to find a payout, then open its detail to review approvals, follow card activity, or cancel an eligible payout.
What the screen contains
- Operations list. Payouts remain visible across all states: Pending, Issued, Settled, Reversed, Failed, Expired, and Cancelled. Each row shows the booking, supplier reference, amount, method, provider, and status. Approval actions appear only for payouts awaiting approval.
- Payout detail. Review the payment summary, approval history, and virtual-card charges and status changes. Available actions depend on your permissions and the payout's current state.
- Approval history. See who approved or rejected a payout, when they acted, and any reason they recorded. Earlier entries remain available after the payout changes state.
The separate supplier history page in financial reports shows movements for one supplier across bookings. Select a date range there to review, for example, the payments recorded for Hotel Sunrise last month.
The approval workflow
Each payout starts in Pending. Your organization's approval policy determines whether it needs approval before processing can proceed.
| Requirement | What happens |
|---|---|
| No approval required | The payout proceeds to processing without an approval step. |
| One approver | One operator with the required role approves the payout. |
| Two approvers | Two different operators with the required role must approve. A rejection cancels the pending payout. |
An agency can require two approvers for EFT (electronic funds transfer) payouts of EUR 5,000 or more, and one approver for virtual-card payouts. Rules can depend on the method, currency, and minimum amount. The first matching rule applies across the organization's bookings. The person who creates a payout cannot approve it.
What approving does
The final approval allows the payout to proceed. For a virtual card, card creation is confirmed before the payout becomes Issued. The card limit is reserved against your available balance. Completed supplier charges are recorded separately as money paid out.
If processing cannot start after approval, the payout remains Pending. The detail shows why it is waiting. Once the issue is resolved, an eligible operator can retry processing without adding another approval.
Approval and payment completion are separate. An approved payout is not proof that the supplier has received the money. Review the payment activity and, for bank transfers, the bank confirmation.
Rejecting or cancelling a payout
Reject a payout while it is awaiting approval and enter the reason. The payout becomes Cancelled, the booking remains unchanged, and the rejection stays in its approval history. A corrected payment requires a new payout request.
For an issued virtual card, cancelling the payout starts permanent card closure. The unused amount becomes available again after closure is confirmed and the card transactions have been reconciled. Any completed supplier charges remain recorded.
Cancelling a booking does not itself close its virtual card. Review the related payout separately. If an earlier payment attempt has an uncertain outcome, check its status before requesting another payout.
Payment methods
- Bank transfer (EFT). Track the supplier payment and its financial record. Depending on the transfer arrangement, the amount is recorded as reserved or posted. Confirm completion against the bank's records; an Issued status alone does not confirm receipt by the supplier.
- Virtual card. Each card belongs to one payout and one booking, with a fixed currency, limit, and automatic closure date. Completed charges reduce the remaining reserved amount. Unused amounts are released after confirmed closure and reconciliation. See Virtual cards.
Approval and operation history
The approval history preserves each approval and rejection, including:
- The operator and the role used to approve or reject.
- The action and its timestamp.
- The reason, required for rejection and optional for approval.
Cancellation and other operator actions are recorded in operation history. Card activity and status changes appear separately in the payout detail.
The detail also shows the card's last four digits when available, currency, limit, settled amount, remaining reserved amount, and automatic closure date. It never displays the full card number (PAN) or security code (CVC).
Common operator questions
- "Which supplier payments are still waiting?" Review the Pending payouts in the operations list, then open the detail to see whether approval, processing, or review is needed.
- "Who approved the EUR 8,400 payment to Hotel Sunrise on 12 May?" Open the payout's approval history to see the operator and timestamp.
- "Which payments were recorded for Hotel Sunrise last quarter?" Open the supplier history in financial reports and select the quarter's date range. Check each movement's currency and whether it is reserved, posted, or reversed.
- "Why was this payout rejected?" Read the rejection reason in the payout's approval history.
Related payment views
- Booking money flow. Review traveller payments and supplier movements for one booking in Booking money flow.
- Cash position. Review available balances and reserved amounts by currency in Cash position.
- Settlement and reconciliation. Read how expected and recorded payments are compared in Settlement & reconciliation.
Where to next
- Follow card charges and closure → Virtual cards
- Review the booking's payment movements → Booking money flow
- Check available balances by currency → Cash position
- Compare expected and recorded payments → Settlement & reconciliation
- Understand differences in payment amounts → Payment service provider reconciliation