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B10. Paying out a tranche

Paying money out takes two people. The maker records the payment. The checker approves it. Nothing is paid out until the checker approves.

Task B10.1: Initiate a tranche payout (maker)​

Who can do this: the maker roles, which are Finance Entry Officer, Programme Administrator, Institution Administrator and Client System Administrator, with two-step verification. The case must be at Ready to disburse (or Partially disbursed).

Before you start

  • Have the bank transfer reference ready.
  • Know the two ledger accounts: the account the money leaves (debit) and the account it is recorded against (credit). At least two ledger accounts must exist.

Steps

  1. Open the financing case and select Initiate tranche payout for the first tranche.
  2. Fill in:
    • Payment channel: choose Manual bank transfer (no gateway).
    • Debit account and Credit account.
    • Bank transfer reference.
    • Purpose and narration, for example "First tranche of ₦45 million for maize inputs, Zaria Grain Growers Cooperative."
  3. Select Submit for approval.

What happens next

  • Nothing has been paid yet.
  • The payout appears in Transactions with the status Pending approval.
  • The checker is notified.

Common problems

  • Submit for approval is disabled: you have not signed in with two-step verification, or fewer than two ledger accounts exist. Ask your administrator.
  • You cannot pick a gateway: gateway payments (Flutterwave, Paystack, Fincra, Squad) work only once the provider is configured. Use Manual bank transfer.

Task B10.2: Approve the payout (checker)​

Who can do this: Finance Approver or Platform Super Administrator, with two-step verification and a fresh sign-in. You must not be the maker.

Steps

  1. Open Financial management, then Transactions.
  2. Find the payout in the list marked Pending approval. Open it.
  3. Check the bank transfer evidence against the approved tranche.
  4. To approve, select Approve transaction. In Decision reason, type at least 5 characters, for example "Transfer ref matched, tranche 1 of approved schedule."
  5. Enter your two-step verification code and confirm.

To refuse, select Reject transaction and give a reason.

What happens next

  • For a manual bank transfer, approval posts the payment to the General ledger straight away.
  • The case shows the tranche as disbursed.
  • The maker and the case team are notified.

Common problems

  • "You cannot approve your own transaction": the maker and checker must be different people.
  • The approve button is missing: you do not have the Finance Approver role, or you have not used two-step verification.