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Payment Methods (setting up)

Account admins are responsible to set the payment methods for their Gelato Globe account. To set payment settings click on your initials at the top right corner, then select Settings > Payment method. 

Note: Remember that 'Pay by invoice' has to be enabled also in our back-end systems to be available here. If this option is not visible please contact your Implementation Specialist

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Once enabled at account level, these payment settings will then available for use at group level. Each group can have several payment methods enabled, however we recommend having just one per group. 

Tip: You can create different user groups and assign different payment methods to each group, e.g. one group for Internal Users who is allowed to pay with Invoice and one group for External Distributor who is allowed to pay with Credit card only.   

 

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Depending on which payment method(s) you select at Group level, a user will go through one of the following checkout flows: 

 

1. Invoice payment 

On the payment page users will select 'Company invoice' as payment method. At the next step they will be presented with the billing entity (-ies) linked to their group. Users usually are presented only with the relevant information for their country or region. After selecting the appropriate billing entity you may be asked to select a cost center or project code, if available.

 

2. Credit card

If this method is selected, the users assigned with Group having this method can add their choice of credit card from Account > Credit Cards. The available cards will then be showed for payment in order checkout flow.

Note: User will also be able to input their credit card information during checkout.

 

3. Payment Request

Payment Request is a type of payment method which limits selected users from placing an order without this being approved first by another party, normally the account administrator. It is a useful option if you want to limit some rights for users and control costs. 



Payment request workflow

After adding items to the cart and selecting the delivery address, the user will continue to check out. On the payment page the user will select Payment request as payment method. At the next step the user will select the person(s) that will approve their order, from a list of users whose role has Approve & Pay permission enabled. An email notification will be sent to the approver(s), who will then review and complete the payment process using one of the payment methods available to them. 
 
Also a separate tab for approvals is provided on the left side menu where only the orders that require payment approval are shown pre-filtered. A reminder will be sent after 24 hours in case no action is taken.
 
Note: Users will not have to select a billing entity, for that will be done by the approver. 
 
Tip: It is recommended to assign Approve & pay permission to at least 2 users who can then approve payment requests. This way if one approver is unavailable, the users will still get their orders approved without delays.
 
 

How to enable the payment request workflow

Go to Settings > Payment method and select the checkbox for Internal payment request. As an option you can also select Send payment request to all payment responsibles by default to automatically send a notification to all users with Approve & pay permission enabled. 
 
Note: Be sure that the approvers have See payment methods permission enabled - so that they can see all available payment methods at account level, regardless of the payment method enabled for their group - and that at least one more payment method is enabled at account level, either credit card or invoice. Otherwise the approvers will be asked to send an approval request to themselves.

 

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