Resolve a flagged payment

When you would do this

When a payment shows FLAG in the signing queue. It cannot be signed until the flag is resolved.

Steps

1. Go to Operation › Signing and open the flagged payment.
2. Read every flag listed. There may be more than one, and all of them must be resolved.
3. Select Resolve Flag.
4. Write a comment explaining why this payment is legitimate. Write it for someone who was not there: an auditor reading it in two years with no memory of the week.
5. Upload at least one supporting document. This is required. An invoice, a signed contract, an approval email, a screenshot of the verification call you made.
6. Submit.
7. Once all flags are cleared, the action changes to Sign.

Who is allowed to resolve a flag

Anyone who can sign can normally resolve a flag.

The exception is a structuring flag, raised when a sequence of payments looks like it is being split to stay below a limit. The person who created the payment cannot resolve that flag. Someone else must. The creator can still sign afterwards.

Where more than one approval is required, the creator cannot be the only approver.

What to write

A good comment answers three questions: what is this payment for, how do you know the recipient is who they claim to be, and why is the thing that triggered the flag explainable.

"Approved by Sarah" is not a resolution. "Invoice 4471 for the March retainer. Bank details confirmed by phone with Tom on 2 August using the number on our contract, not the one in the email. First payment to this address, hence the new recipient flag." is.

What to expect

Your comment, your documents, your identity and the timestamp are all written to the audit trail and included in the evidence pack for the transaction. They cannot be edited afterwards.

Resolving a flag does not weaken the other controls. Quorum still applies, and the payment still needs its signatures.

Resolving a flag is not available for a blocked payment. Blocks cannot be cleared this way.

Common problems and what they mean

"Resolve Flag" is not offered. You are a Requester or Viewer, or the payment is blocked rather than flagged.

You cannot resolve one particular flag. It is a structuring flag on a payment you created. Ask a colleague.

The document will not upload. Check the file size and format. Try a PDF.

You resolved it and it is still not signable. Another flag remains. Check the list again.

You resolved it in error. You cannot unwrite the comment. Cancel the payment instead, and create a new one if it should proceed.