!

! !

Extended'Tutorials''
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Table$of$Contents$
Security).................................................................................................................................................)3!
Accounting)Manager)Application).......................................................................................)6!
The)Dashboard)...................................................................................................................................)6!
Document)Management)..................................................................................................................)7!
Creating)and)Managing)Invoices)..................................................................................................)9!
Automated)Invoice)Capture)........................................................................................................)12!
Invoice)Approval)............................................................................................................................)15!
Making)Payments)...........................................................................................................................)19!
Understanding)Payment)Statuses).............................................................................................)21!
Vendors)..............................................................................................................................................)24!
Credits)and)Discounts)...................................................................................................................)27!
Search).................................................................................................................................................)29!
Reports)...............................................................................................................................................)31!
Settings)..............................................................................................................................................)32!
Add)a)Bank)Account).......................................................................................................................)34!
Approver)Application)..........................................................................................................)36!
Dashboard)........................................................................................................................................)36!
Payments)page)................................................................................................................................)38!
Search).................................................................................................................................................)42!
Reports)...............................................................................................................................................)44!
Invoice)Approval)Application)...........................................................................................)46!
Customer)Administration)Application)..........................................................................)47!
Accessing)the)Customer)Administration)Application)........................................................)47!
Company)Information)Tab)..........................................................................................................)48!
Contact!and!Company!Information!.......................................................................................................!48!
Transaction!Limits!and!Payment!Accounts!.......................................................................................!49!
Security!Settings!...........................................................................................................................................!50!
Invoice!Approval!Workflow!.....................................................................................................................!51!
Payment!Approval!Workflow!..................................................................................................................!52!
Manage)Users)Tab)..........................................................................................................................)54!
Edit!Users!.........................................................................................................................................................!54!
Add!Users!.........................................................................................................................................................!56!
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! 2!
$
Security$
This application includes a variety of security features to mitigate the risk of both external
and internal fraud.

Including:

Segregation of Duties

MineralTree separates information management and payment approval: one user

(Accounting Manager role) creates and manages invoices, reviews and attaches
documentation, requests invoice approvals, and evaluates invoices for payment; a
second user (Approver role) uses a separate application to review and approve a
payment. Separating these two stages ensures that no payments can be issued without
some oversight. The approver role is optional, but highly recommended.

Out-of-band login authentication and payment verification

You may be asked to provide a security code when you log in to the application, or
when you submit payments. The codes are delivered to your phone via SMS text
message or voice call as an identity check. These codes are optional, but highly
recommended.

Payment Approval

Depending on your workflow, this application allows your company to require single or
dual approval for some or all payments. Approvers will be required to approve payments
before they are issued. You may also have multiple approval thresholds. Above the
single approval threshold, payments require one approval, and above the dual approval
threshold, payments require two approvals before they are issued.

View and change these payments approval rules in the Company Profile screen. You
can get to the profile under Settings in the upper right corner or the screen.

! 3!
 Check!your!company’s!approval!
rules!on!the!company!profile!

Limits
Your bank or Approver may have set limits on the maximum transaction amount per day.
Limits may be assigned to different payment types (check or ACH), or you may have a
daily limit across both payment types. If your payments exceed your daily limit, you will
be prevented from submitting payments until you have modified your payment list to a
smaller amount.

Check!your!company’s!limits!on!
the!company!profile!

! 4!
Controls and Alerts

The application automatically monitors controls and provides alerts. For example, vendor
information (address or account number) – cannot be changed for a payment after
approval.

Above is an example of the failure notification you would see on your dashboard (right),
along with a view of the updated status of this payment (left). The application generates
alerts whenever a payment is changed, processed, or failed, to give continuous
feedback on its status.

Automated Positive Pay

Positive pay is a service offered by most banks that matches the account number, check
number and dollar amount of each check presented for payment against a list of issued
checks sent in by a company. Many firms already use this effective safeguard, but
MineralTree takes care of all the work for you—generating a list of checks and sending it
to your bank every time you approve payments.

SilverGuard

When enabled, SilverGuard provides guaranteed fraud protection for payments made
from this application. In order to receive SilverGuard coverage, either
- two-factor authentication must be enabled for user log in, or
- two-factor payment verification must be enabled at the time of payment
confirmation.!

Check!if!SilverGuard!is!
enabled!under!settings.!!

$
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$ $

! 5!
Accounting'Manager'Application''

The accounting Manager application provides an interface to create coded invoices,

manage invoices and vendor information, enter notes, attach documentation, route
invoices for department or expense level approval, research bills and payments, and
submit invoices for payment approval.

This application is primarily used by an AP clerk or accounting manager to create and/or

review invoices prior to requesting approval from a senior finance manager within an
organization. For smaller business where there is no requirement for secondary approval,
this application allows the user to manage the entire payables process, start-to-finish,
while keeping the accounting software as the book of record.

The$Dashboard$
!

!
!
From the Dashboard, you can view:

• Cash position at your bank as of the previous business day.*

• Your General Ledger balance (as reported in your accounting software, if you
use one. If you don’t use one, you can update this manually).

• Outstanding payables by age. Click into an aging category to view all bills in this
category.

! 6!
 • A summary of the status of payments in process and paid payments. Click on a
payment to view payment details.

• New urgent notifications.

• The top 20 vendor sidebar. This gives a summary of all bills and the status of all
payables.

*The dashboard displays a timestamp of when bank cash was last updated. To reflect a
more current cash position, you can update your available cash balance throughout the
day by clicking the available cash balance box, typing in the updated current balance,
and clicking ‘Save’.

From the tabs in the navigation bar of the Dashboard (top of the screen) you can launch
other functions:

• Invoices: A centralized interface where much of the AP process is managed.

View and edit vendor information, edit invoices, add notes and documents, route
invoices for approval via email, select payment type and date, and submit them
for payment.
• Payments: View a searchable list of prior payments by vendor name, payment
date, amount, payment type, notes, and status.
• Search: Search for alerts, invoices, documents, payments or vendors using
keywords.
• Reports: Review and download daily summaries of payments.
• Inbox: Upload, view, and search through documents. Create new invoices. If you
don’t use accounting software you can also create vendors here.
• Help: View payment cutoff times, access tutorials, support customer support
contact information, and other help features.
• Settings: Access your company profile (where you can set up new bank accounts
to work with this application, manage users and invoice approver), verify sync
with accounting package, and log out.

Document$Management$
MineralTree allows users to store an unlimited number of documents, such as invoice or
contract images, as searchable PDFs. Click on the Inbox in the top right of the
dashboard to view and manage documents. Documents can be emailed in to a
designated email address, which is displayed on the company profile screen, or they
can be uploaded directly into the application by clicking the upload button in the top
left corner of the Inbox (see below). Included with MineralTree is an application called
SilverScan, which works with your existing desktop scanner to deposit fully searchable
PDFs into the Accounting Manager application. Once documents have been brought
into the application, users can use the inbox to view, search, delete, and create invoices
from documents. Documents can be attached to preexisting invoices by clicking “add”
on the Invoices screen.
Emailing Documents
Two methods are available for emailing documents into the application.
General Email Address

! 7!
By default, all companies are set up to user a general email address. When this address is
used, any user of the MineralTree applications – Accounting Managers, Invoice
Approvers, Payment Approvers – can email documents to the system and they’ll be
uploaded into the company that the user is associated with. These emails must be sent
from the email address registered on the user’s account. If the user is associated with
more than one MineralTree company, the user must specify the exact company name in
the subject line of the email.

Company-specific Email Alias

Companies also have the ability to create an alias unique to their company. When this
alias is enabled, anyone, even non-users of the MineralTree application, is able to email
documents into the MineralTree account. This setup is ideal for companies who want to
enable their vendors to email invoice documents directly into their MineralTree account.
Users with administrator privileges can change invoice capture settings from the
dashboard by navigating to Settings!Company Profile!Manage Settings!Document
Email. This email alias can be 15 characters.

!
Attaching Documents to Existing Invoices
From within the Inbox, users have the option to either create new invoices from
documents or attach documents to existing invoices. Selecting the “attach document to
existing invoice” tab opens a search panel that allows the user to locate either invoice
records that have already been created in MineralTree or invoices that have synced to
MineralTree from the accounting system. Users can narrow the list of invoices in the
display by entering search criteria. To attach the document to an invoice, the user clicks
the “attach” to the right of the invoice record that corresponds to the document
displaying in the left pane.

! 8!
 !
$
Creating$and$Managing$Invoices$
Invoices created in your accounting package appear in the invoices tab, but you can
also create them within MineralTree. Clicking on the inbox brings up a dialog with
invoice document images on the left and an invoice entry area on the right. New
invoices can be created from a document by selecting it, or they can be created
without an associated document.

Search!
Upload!

Select!
to!
create!
invoice!
from!
doc.!

Create!invoice!
without!doc.!

!
!

! 9!
 !

The invoice entry screen allows you to create invoices in MineralTree and route them for
approval. The selected document is displayed on the left, and the relevant fields on the
right side of the dialog. Dropdown values (such as accounts, locations…etc) are
populated from your accounting package. This process is analogous no matter what
accounting package you use; however, the exact fields displayed will differ (the above
screenshot is for NetSuite). Users can enter expenses and/or items as line items, and
attach notes. When finished with data entry, users can choose to either save an invoice
within Mineraltree or save and post it to the accounting package. In this way,
MineralTree allows users to approve invoices before or after posting, based on their
preferred workflow. Invoices that have been saved, but not posted, cannot be paid
and will appear as drafts on the invoices screen. Users can set default expense
accounts, A/P accounts, and terms for invoices on a vendor-by-vendor basis by going to
the vendor details dialog.

! 10!
When creating an invoice, you can route it for invoice approval by entering the
approver (or approvers’) email in the bottom right of the screen. An optional note can
be attached. For more on invoice approval, see below.

Invoices, whether they originated in the accounting package or MineralTree, can be

reviewed and editing from the Invoices screen. This screen displays all unpaid or partially
paid invoices (including drafts). Vendor, amount remaining, due date, attached
documents, and invoice approval status are displayed in-line. Clicking on the invoice
number or ‘details’ in the “Invoice” column brings up the invoice details dialog.

!
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!

! 11!
!

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$
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!
!

The invoice details screen gives you access to all the information and actions available
for an invoice. You can edit fields, review, add, and remove attachments, route for
approval, check approval status, view invoice and vendor history, post drafts to the
accounting package, and submit the invoice for payment.

!
Automated$Invoice$Capture$
When invoice creation within MineralTree is offered, users can also enable automated
invoice capture. Invoice capture is a global setting at the company level. When
enabled, all documents that are uploaded or emailed into the MineralTree account are
sent through a data extraction process to pull the header and line level invoice data off
of the document. Invoices are automatically created based on this information. These
invoices are saved in the Draft status and are available either in the Inbox or the Invoices
tab.

! 12!
Users with administrator privileges can change invoice capture settings from the
dashboard by navigating to Settings!Company Profile!Manage Settings!Invoice
Approval.

When invoice capture is enabled, all documents loaded into the MineralTree account
either via email or manual upload will be processed, with the exception of image files
(.jpg, .jpeg, .png, .tif, .gif) and the body of emails.
The automated capture process takes approximately 24 hours, and the user has the
option to manually override the capture process at any time before the data is returned
by clicking “Proceed with Manual Entry.” Clicking the “Proceed with Manual Entry”
button takes the user to a new invoice form where they can enter invoice data and save
the invoice.

! 13!
Reviewing captured invoices
Captured invoices can be located in the inbox by selecting the “Completed Data
Capture” filter.

Captured invoices have a draft status, and are flagged for review. Invoices are
automatically attached to their source documents. All information that was captured
from the source document is made available in the invoice form for review.
If the vendor name on the invoice is an exact match for the vendor name from the
accounting system, the invoice is automatically assigned to the vendor. Otherwise, the
first time that an invoice to a given vendor is captured, the user will need to manually
match the vendor name from the invoice to the record in their vendor list. Subsequent
invoices from that vendor will be auto-matched to the correct vendor in the list.
Within reason, all line items on a submitted document are captured and entered as
separate line items on the invoice record. By default, all line items from an invoice are
displayed as “Expenses”, but the user has the ability to convert an Expense to an Item by
clicking the conversion button to the right of the expense line.
Once captured invoices have been reviewed and saved by the user, they are removed
from the Inbox, but they remain available on the Invoices tab until paid. Captured
invoices remain in the Draft state until they are posted to the accounting system at which
point the status changes to Unpaid.

! 14!
!
Invoice$Approval$
Optional invoice approval allows users to route invoices for department approval before
submitting them for payment approval. Different workflows are supported through
flexible controls.

! 15!
Users with administrator privileges can change invoice approval settings from the
dashboard by navigating to Settings!Company Profile!Manage Settings!Invoice
Approval

Administrators can choose whether to require invoice approval prior to payment

submission, how many approvals are required (one or all of requests sent out) before
invoices are marked as “approved,” whether invoice approvers can create/edit invoices
or only view them, and whether invoice approval can be done via email or just through
the invoice approval application (see page 43).

! 16!
To manage invoice approvers, users can go to Settings!Company Profile!Manage
Invoice Approvers

!
To add an invoice approver, simply input their name (first and last) and email address.
These individuals do not need to be users of either the Accounting Manager or Approver
applications. New approvers can also be added when requesting approval. For some
accounting packages, certain defaults can be set: invoices can be automatically
routed to certain individuals based on their department or class.

Furthermore, in the vendor details screen (opened by clicking on a vendor name in the
invoices or search tab) default invoice approvers can be set on a vendor basis (for all
accounting packages). When set, bills will automatically be routed to the designated
approver. This can be overridden, or additional approvals requested.

! 17!
Invoice approval can be requested when creating invoices, or by selecting an invoice
from the invoices screen and opening up the Approvals tab.

!
!
Simply enter the email of the desired approver or approvers, along with any notes, and
click save. The status of sent requests is displayed in the middle of the window.
When invoice approval is requested, the approver receives an email with invoice
information.!

Two choices are available. If allowed in the settings (see above), users can click
“Review” to see associated documents and notes. From this web page they can review
or reject invoices (with comments) one by one. To approve in batches, make edits, and
review in more detail, approvers can login to the invoice approval application (see
page 43).

! 18!
!
Making$Payments$

Invoices and Payments

The Invoices screen shows you both unpaid invoices created within the application and
those that sync over, in real-time, from your accounting package. If you do not use an
accounting package, unpaid invoices appear here as you enter them through the Add
feature. When you select Pay, selected invoices are added to the payment queue,
where they are grouped by vendor and become payments. Users can choose to make
a partial payment or set a payment date to schedule when payments will be released.
The default date value, “Not Set,” means that a payment will go out as soon as possible
(checks are sent out before the nearest payment cutoff time and mailed first class the
next day; ACH payments are sent to a client’s bank the same evening).

Edit!the!
Invoices!grouped!under!the!same!payment.!! amount!to!
make!a!
partial!
payment!!

Set!the!date!to!
schedule!a!
payment!!

Pay!!

Payment Types

Check and ACH (electronic payments) can be issued to vendors through this
application. In addition, if you need to manually write a check or make a payment using
a vendor’s payment portal, you can manage the bills, invoices, and payments workflow
in this application. You can set default payment types by vendor in the vendor details
screen (accessible by clicking on a vendor’s name in the Invoices screen). Payment
type can also be edited when confirming payments (see below).

o Check: issued by our check-fulfillment provider

o ACH: processed through your bank
For workflow and document management:

! 19!
 o Manual Check: a manually issued check (not initiated through the
application)
o Manual Card: a card payment made out of band (not initiated through
the application)
o Biller Portal: Your company enters vendor information in the Biller Portal
belonging to the vendor. The vendor initiates an ACH debit (not initiated
through the application)

If you are using accounting software, payment type will be recorded against bills in your
accounting software when the payments are issued.

Edit!payment!type!when!confirming!
payments!!

Change!default!
payment!type!in!the!
vendor)details!screen,!
accessible!when!you!
click!on!a!vendor!name!
on!the!Pay)Bills!
screen,!or!from!
search.!!

)
Submit)a)Payment
When you submit a payment it may be sent to one or more payment Approvers prior to
being sent to your bank for processing. You can set approval thresholds based on
payment amounts—submit smaller payments directly, and submit larger payments with
one approval or two approvals. For enhanced security, you may be required to verify
payments with a security code. See the Security tutorial for more information.

! 20!
Understanding$Payment$Statuses$
After you create a payment, its status will change as it goes through the different steps of
approval and processing.
!

Paid'–'the'payment'has'been'made'
'
In$Process$Statuses:$$
$
Awaiting$Approval'–'one'or'more'approvers'need'to'process'this'payment'
'
On$Hold'–'the'Approver'is'going'to'think'about'this'payment'a'little'more'
'
Rejected'–'the'Approver'has'rejected'this'payment,'and'the'payment'must'be'
resubmitted'from'the'Accounting'Manager'application''
'
Failed'–'payments'can'fail'for'two'reasons:'1)'there'was'an'error'with'this'payment'and'
it'couldn’t'be'processed'by'the'bank,'or'2)'some'important'bill'or'vendor'information'
was'changed'that'affected'this'payment,'and'as'a'control'mechanism,'this'payment'
failed'and'needs'to'be'resubmitted'from'the'Accounting'Manager'application'
'
Recalled'–'The'Accounting'Manager'decided'to'pull'this'payment'back'from'the'
Approver'application,'either'before'it'was'approved'or'before'it'was'sent'from'
processing'
'
Scheduled'–'the'payment'has'been'approved,'and'will'be'processed'by'the'bank'at'the'
appropriate'payment'cutEoff'time'
'
Voided$–'the'payment'had'been'issued,'but'you'voided'it.'You'may'need'to'take'
additional'steps'to'ensure'that'the'vendor'does'not'receive'this'payment.'
'
!
When a payment is sent to an Approver, it is Awaiting Approval until it is approved. If this
payment requires approval from more than one Approver, it will be awaiting approval
until all the necessary payment approvals have been made.

! 21!
An Approver can approve a payment, place it on hold, or reject it. If the payment is
approved, the payment status changes to Scheduled, indicating that it is waiting to be
issued (payments are issued at your bank’s cut-off times). If the Accounting Manager
picked a specific Payment Date, then the payment will be issued on that date.
Otherwise, the payment will be issued at the next payment cut-off time. If the Approver
took a different action, the payment status will change to On Hold or Rejected
respectively.

A payment is Failed when a payment cannot be issued (e.g. an address error on a

check, or an incorrect bank routing number). In addition, for security reasons, if bill or
vendor information is changed at any time before it is issued, corresponding payments in
process will fail.

Accounting Managers can recall a payment at any point before it has been issued by
clicking Add to Queue in payment details. If this action is taken, the payment status
changes to Recalled. Once recalled, an Accounting Manager can change any aspect
of the payment, bill, or vendor prior to re-submission.

When a check or ACH payment is issued, the payment status changes to Paid. Other
payment types (manual check, manual card and biller portal) must be manually marked
as paid once these payments have been made (e.g., a vendor is paid using a credit
card on their portal). Once a payment is marked Paid, the corresponding bills are
automatically marked as paid in your accounting software.

The Accounting Manager can void payments with the status of Paid, if the payment was
made in error. This voids the payment in the application and, depending on your
accounting software, the payment is automatically voided in your accounting software
(QuickBooks desktop) or needs to be voided to record the void (NetSuite, QuickBooks
Online). Since these payments have already been issued, your Accounting Manager will
still need to contact your bank to cancel the transfer of funds, or contact your vendor to
obtain credit for the payment or request a return of the check. After voiding, bills in this
payment are marked as unpaid and can be paid from the Pay Bills screen.

!
! Click!into!payment!details!to!take! Monitor!the!status!of!
actions!like!recall,!void,!and!mark! payments!on!the!
!
as!paid!!! Payments!screen.!!!

! 22!
$

View!status!updates!on!the!
dashboard!!!

'
'
*To check your bank cut-off times, click on Help or Payment Cutoff Times from the button
of the screen.

Payment!cutoff!times!!!

Payment!cutoff!times!!!

!
$ $

! 23!
Vendors$
Selecting the vendor name on the invoices screen, a bill, or a payment accesses vendor
information. You can also find vendors from the Search screen.

Access!vendor!
information!

!
From the vendor details screen (see below), users can view and edit vendor information
stored by MineralTree. Any changes made will automatically be applied in the
accounting package; just as any changes in the accounting package will be displayed
here. Users can edit vendor Name, address, contact email, and remittance email
(multiple remittance emails can be designated). Certain preferences can also be set:
the default payment account, payment type, as well as the default expense account,
A/P account, and terms for invoice creation. Additionally, a default invoice approver(s)
can be set who will then automatically receive invoice approval requests for new bills.

By clicking through the tabs on the top right, users can view a list of all unpaid invoices
associated with a vendor as well as all past payments made to the vendor via
MineralTree.

! 24!
Vendor Address Error
A red alert icon appears if the vendor address is unverified against postal records. Select
a vendor to change the address, or if you know the address is correct, check the
‘address verified’ box.
Address information edited here will update vendor information in your accounting
software.

! 25!
 If!the!address!
is!correct,!
check!this!box!

This vendor address error will prevent you from paying a bill for this vendor until the
address is changed or verified:

Pay!is!not!
available!

!!
$ $

! 26!
Credits$and$Discounts$$
View available credits for this vendor and discounts on this bill on the Invoices page or in
bill details. Early pay discount cutoff dates are also displayed on the calendar dropdown
during payment submission (see above)

Discounts!

Credits!

Credits
If you have accounting software, apply credits against bills in your accounting software
to make use of them.
1) Apply a credit against a bill in your accounting software.
2) The credit shows up as a payment. The status of the credit payment is Paid –
credit was applied in accounting software.
3) The original bill is automatically marked as paid in this application and your
accounting software.
4) If the bill was partially paid, the bill behaves like any partially paid bill in the
application.

! 27!
Discounts
If you have accounting software, apply discounts against bills in your accounting
software.
1) Partially pay the bill. For example, if the bill is for $100 and there is a 2% discount,
pay $98.00 against the bill. To do this, enter $98.00 in the payment queue on the
Pay Bills screen.
2) In your accounting software, apply the discount to the bill.
3) The bill behaves like a partially paid bill.

!
$ $

! 28!
Search$

Search!box!

Advanced!search!

Type a search term into the search box. Search results will be returned in five categories:
alerts, bills, documents, payments and vendors. Expand each section to see results in that
category.
Your search terms can include a number of things including:
• Vendor name
• Vendor address
• Phone number
• Email address
• Account number
• Document file name
• Text in documents (Microsoft office files like Word documents or excel files, PDFs,
text documents)
• Notes
• Payment status
• Check numbers
• Amounts (bill amount, payment amount, amount remaining)

To search for dates and date ranges, use advanced search.

! 29!
Along with dates, you can search using a number of other pieces of information. Choose
a data type category from the dropdown to indicate the type of search results you
would like to receive.
!
!
$ $

! 30!
Reports$
There are two types of reports available.

From the recent payments tab, you can search for payments by date, and then
download (as CSV) or print daily payment reports.

Recent!payments!

From the cleared transactions tab, you can generate reports for specific bank accounts
and print them or download them in a number of file types: CSV, BAI, OFX, or QBO. You
can import some file types to your accounting software.

Cleared!transactions!

$ $

! 31!
 Settings$

'
'
Open the settings menu from the top right of the screen.
You can log out of the application using the button next to your name.
If you use accounting software, you will see the status of your sync. If you are not
connected to your accounting software, reconnect through the accounting software
icon at the top of the screen or through the connector (depending on your software).
You can view a number of settings under company profile.
Bank!accounts! Tab!over!to!manage!invoice!approvals!
Accounting!!
Software!info!

Two!factor!!
settings!

Transaction!limits!

Approval!rules!

To learn about transaction limits, two factor settings and approvals, read the security
tutorial.

! 32!
You can add, edit or delete invoice approvers from the profile page (for more see
Invoice Approval above).

View a list of people in your company who have access to this application (and the
approver version, if you have approvers), their roles, contact information and their
approval limits.
Tab!over!to!users!

$ $

! 33!
Add$a$Bank$Account$
Bank accounts need to be added to this application in order to make payments. You
may have configured this application to work with one or more bank accounts the first
time you logged into this application.

If you have accounting software

1) You will see a list of cash and bank accounts that you use in your accounting software.

Edit!

If an account has a button under primary that can be selected, this account is set up for
payments.
2) To set up a new account, click edit next to the account you would like to make
payments from.

Add your bank account number. Also, pick a starting check number that is different from
your usual check sequence to distinguish from manual checks.
If your bank or application provisioner has set up your bank account(s) to work with this
application, you will receive an email to notify you that one or more accounts is waiting
to be verified.

! 34!
If you do not have accounting software

1) Click add a new bank account.

Add!new!

2) Enter the account number, name and starting check number. Pick a starting check
number that is different from your usual check sequence to distinguish from manual
checks. If the account number matches that of an account set up to work with this
application by the application administrator, this account will be enabled.

$ $

! 35!
Approver'Application''
This section describes how to use the Approver web application.

Dashboard$
Obtain a snapshot of your payments in process on the dashboard. View your top vendors
and access pending payments by status, unpaid bills by age, a report on current cash,
and receive important alerts.

Current!
cash!

Top!
vendors!

Clicking anywhere on unpaid bills by age displays a detailed look at unpaid bills by
aging category:

! 36!
From the dashboard, you can also quickly click into payments that are awaiting
approval, on hold, and scheduled.

Quick!access!to!
payments!you!can!
take!actions!on!

! 37!
Payments$page$$
Process payments on the payments page. Refer to the sections on actions on payments
and payment statuses above for more information.

There are two ways to approve payments: quickly approve multiple payments together,
or approve each payment individually after review.

To quickly approve payments, select the payments you would like to approve. Then
proceed to the confirmation screen.

Confirm!when!you!
have!selected!
payments!

Open!
payments!

Select!
payments!to!
approve!

To review a payment in more detail, click on a vendor name of a payment in the list of
payments on the Payments screen.

! 38!
 Click!on!a!payment!to!
view!details!

A detailed view of a payment includes information on bills included in the payment,

notes, documents, and payment history for this vendor.

Recent!payments!

Scroll!down!for!notes,!bills,!
documents!

! 39!
To approve a payment, click Approve and it will be added to a list of approved
payments.

Approve!this!
payment!

Green!checks!
indicate!
payments!
marked!for!
approval!

When you have selected all they payments you would like to approve, click Proceed to
Confirmation. For security reasons, you may need to verify a submission by entering a
security code.

You can also hold and reject payments from a detailed payment view. Holding a
payment sets it aside in a special “Hold” list for your subsequent review and approval. A
rejected payment will be returned to the person who sent you the payment for approval.
This payment can be resubmitted to you for approval later (the Accounting Manager
can modify or correct this payment as needed).

! 40!
 Hold!this! Reject!this!
payment! payment!

When you reject or hold a payment, you can add an explanatory note that explains the
reason for your action.

To review held payments later, navigate to the payments on hold tab.

! 41!
 View!payments!on!
hold!

Search$
The Search tab lets you search for specific payments, bills and alerts. Type search
keywords into the Search box or perform more specific searches using Advanced
Search.

Search!box!

Advanced!search!

Type a search term into the search box. Search results will be returned in three
categories: alerts, bills and payments. Expand each section to see results in that
category.
Your search terms can include a number of things, including:

! 42!
 • Vendor name
• Vendor address
• Phone number
• Vendor contact email or remittance email
• Vendor account number
• Document file name
• Text in documents (Microsoft office files like Word documents or excel files, PDFs,
text documents)
• Amount (searches and shows results for Payment amount, bill amount, amount
due)
• Notes, both bill and payment level
• Reference/invoice number
• Payment Status and Bill Status
• Payment Type
• Alert type and details

To search for dates and date ranges, use advanced search.

Choose a data type category to indicate the type of search results you would like to
receive.
$ $

! 43!
Reports$
There are two types of reports available.

From the recent payments tab, you can search for payments by date, and then
download (as CSV) or print daily payment reports.

Recent!payments!

From the cleared transactions tab, you can generate reports for specific bank accounts
and print them or download them in a number of file types: CSV, BAI, OFX, or QBO. You
can import some file types to your accounting software.

Cleared!transactions!

! 44!
 Select!a!file!
format!and!
Choose!a!date!range!for!the! download!
report!

$
$

' '

! 45!
Invoice'Approval'Application'
This application allows Invoice Approvers to review and approve invoices. They have
access to all the same invoice details and attached documents that accounting
managers do. If enabled in the Customer Administration Application (see below),
invoice approvers can also edit existing invoices and create new ones (see “Creating
and Managing Invoices” above).
Change!email!
notification!
Upload! preferences!
documents!and!
create!invoices!
via!the!Inbox!

Approve!
singly,!or!as!
a!batch!

Or,!reject!and!
Review!and!edit! explain!why!
Invoice!details!

'
'
Outstanding requests are displayed for review. Approval can be done individually or as a
batch. Upon both approval and rejection, notes can be added for the accounting
manager(s) to review.

! 46!
'

Customer'Administration'Application'
In this application, customer administrators can view and manage Company
Information, Security Configurations, and Payment Workflow preferences. Additionally,
they can provision end-users for their company, resend invitations, and reset passwords.'
'
There are two main tabs within the Customer Administration and each will be addressed
in turn, the Company Information tab and the Manage Users tab. Depending on your
bank’s configuration of this application, certain features may not appear, or may
appear as view only. In order to make changes to your settings for those features, you will
need to contact your bank administrator or MineralTree support.
!
Accessing$the$Customer$Administration$Application$
MineralTree users who have been designated as an Administrator can access the
Customer Administration application.
You can access the CAA from the Company Profile screen of either the Accounting
Manager or Approver application by clicking Manage Settings.
$ $

! 47!
Company$Information$Tab$
Contact$and$Company$Information$
On the Company Information tab, you can view the contact information for your
company, as well as all of the company settings and preferences.'

'

1. Your company name and address show the information that is on file for your
bank.
2. If the accounting software has already been set for your company’s
configuration, it will appear in the Accounting Software section. If this is the wrong

! 48!
 accounting software, select the correct one from dropdown menu. If you have
already synced data with another accounting software, you will not be able to
change your accounting software selection.
If you change the accounting software, the next time a user logs into the
Accounting Manger application, they will be presented with different onboarding
screens that will guide the user to sync with the chosen accounting software.

3. In the SilverScan section, you can see whether or not you have opted to use
SilverScan. If you would like to change your selection, please contact your bank
administrator or MineralTree support.
SilverScan works with your existing desktop scanner and deposits fully searchable
PDFs into the Accounting Manager application.
4. You can view the signature that is placed on your checks in the Signature
section. If allowed by your bank, you can delete and upload new signatures as
necessary.
Note: This is the default signature used for the company’s checks. You can also
upload a user for a specific Approver from the user details dialog, and that
signature will override the signature uploaded at the company level. !

Transaction$Limits$and$Payment$Accounts$$

!
!
1. From the Accounts tab, you can view the Transaction Limits that have been set
for your company. Please contact your bank representative or MineralTree
support if you would like to change these limits.
a. Across All – this is the daily cumulative limit across all accounts and in-
application payment types (ACH and Check)

! 49!
 b. Check – this is the daily cumulative limit for all accounts and check
payments
a. ACH – this is the daily cumulative limit for all accounts and ACH payments
Note: If there are no limits, this section will show “No Limit”. It is possible that
there is a limit specified for one category, but not for the others.
2. From this tab, you can also view the account information for all of your payment
accounts

Security$Settings$
'!

1. From the Security tab, you can view and edit your company’s settings for two-
factor authentication and two-factor payment verification. If your Bank requires
these settings to be on, they will be view-only.
a. With two-factor authentication enabled, the user will receive a security
code by SMS message or voice message during login in order to ensure
that unauthorized users cannot access the application.
b. With two-factor payment verification enabled, users will receive a security
code by SMS message or voice message before payments are
transmitted to ensure that unauthorized transactions are not made.

! 50!
Invoice$Approval$Workflow$

$
1. From the Invoice Approval tab you can view and edit your company’s settings
for invoice approval.
a. Set whether invoice approval is required before submitting invoices to be
paid
b. Set whether all or just one approval is necessary before invoices are
marked as approved (in the case multiple approval requests are sent
out).
c. Set whether invoice approvers can create and edit invoices in the
invoices approval application or just view and approve/reject them.
d. Set whether invoice approval can be carried out from the web page link
sent in email notifications or just by logging in to the invoice approval
application.

! 51!
$

Payment$Approval$Workflow$

!
1. From the Payment Approval tab, you can view and edit your company’s
payment workflow preferences.
2. In the first section labeled Workflow, you can determine whether or not payments
require approval in the Approval application or whether payment issuance
should be triggered directly from the Accounting Manager application.
3. If No Approval Required is selected, payments will be transmitted from the
Accounting Manager after they have been confirmed. With this setting, no
payments will be routed to the Approver application.
4. If Approval Required is selected, payments can be routed to the Approver
application before they are transmitted.
a. Underneath the Approval Required label, you will see two options. Using
these, you can set approval rules that determine how many approvals a
payment requires before it is transmitted.
b. By default, Single Approval is selected and the threshold amount is set to
$0. This means that all payments that are created in the Accounting
Manager are sent to the Approver application for approval before they
are transmitted. You can change this threshold to a higher amount if there
are payments below a certain dollar amount that do not require approval

! 52!
 in the Approver application. For example, if you set the Single Approval
threshold amount to $100, any payment under $100 will be transmitted
directly from the Accounting Manager application, while any payment
more than $100 will be routed to the Approver application for approval
before it is transmitted.
c. If you select Dual Approval any payment above the threshold specified
will require two approvals in the Approver application before it is
transmitted.
5. Additionally, you can specify certain approvers who need to approve payments
that require dual approval. To set these required dual approvers, type any
approver’s name into the box provided. For any payments requiring dual
approval, at least one of the approvers listed in the dual approval box will need
to approve the payment before it is transmitted. If there are no names entered
into the box, any two approvers can approve a payment that requires dual
approval.

6. You can also set approver specific payment limits in the Approver Payment Limits
section. All of the approvers for your company are listed in this section. To set a
limit above which they are not authorized to approve payments, select “Limit”
and then enter the amount. For example, if an approver is authorized to approve
any payment below $1000, but no payments greater than $1000, select Limit for
this user, and enter $1000 into the field provided.

!
$ $

! 53!
Manage$Users$Tab$
From the Manage Users tab, you can view all of the users currently registered for your
company, provision new users, and edit and remove users.

The users are grouped into three sections on the Manage Users tab: Administrators,
Pending, and Users. All Administrators are listed in the first section. If there are any
Pending users they are listed in the middle section. These users have been loaded and
associated with your company, but their information is incomplete. You can either
activate these users by filling in the missing information, or remove them from the
company. All other users are listed in the Users section.

!
!

Edit$Users$
!

1. Click a user’s name to edit the information. Note: admin users and users who are
associated with companies other than your own cannot be edited from this
application. Please contact your bank if you would like to edit these users.
2. Click save after you edit the information.

! 54!
 3. If you need to restrict a user’s access to MineralTree applications temporarily,
change the user’s status from Active to Locked. When a user is locked, they will
not be able to log in to any MineralTree applications. To restrict access
permanently, see the steps below for removing a user.
4. If you need to temporarily disable the delivery of two factor security codes for a
user due to a lost cell phone, travel, etc., you can do so by clicking Temporary
Disable in the User Details Dialog section. Once you click Save, two-factor
authentication and payment verification will be disabled for this user for 24 hours,
and then it will automatically be reset to the previous settings. To restore the
default settings before the 24 hours are complete, just click Enable and Save.

In addition to editing users’ contact information, you can Remove their access to your
company’s MineralTree applications, resend invitations to applications they have access
to, or trigger password resets.

1. To resend an invitation to a user, click the Resend Invite button. If a user has
access to more than one MineralTree application, you will see a dropdown
asking which invitations need to be sent again. Select the appropriate
applications and then click Resend Invite. Users will receive a new email with a
link to their applications.
2. To trigger a password reset for a user, click the Reset Password button and then
click Ok in the confirmation dialog. The user will receive an email with a
temporary password that will expire after 72 hours. Upon the next login the user
will be prompted to reset the password. Note: if a user logs in to MineralTree
applications through the banking portal with online banking credentials, you will
not be able to trigger a password reset from within this application.

! 55!
 3. To Remove a user, click the Remove button. Then, click Ok in the confirmation
dialog. After removing users, they will no longer be listed in your Customer
Administration application, and they will not have access to any of your
company’s MineralTree applications. Note: Administrators can only be removed
from your MineralTree applications by a bank representative.

Add$Users$
You can add new users to your MineralTree applications by clicking Add User.

1. Click Add User.

2. A small dialog will open prompting you for this user’s email address. Note: if this
email address is already associated with another user in the MineralTree system,
you will not be able to add this user from the Customer Administration
application. Please contact your bank to add these users.
3. After entering the email address, click Continue.

4. Provide the user’s name, role, phone number and preference for delivery of two
factor security codes. Even if your company does not utilize this feature during log
in or payment release, it is important to have this information on file because it is
used during the password reset process.

! 56!
 5. Click Save. The user will automatically receive an invitation to the application that
corresponds to the role you assigned. The invitation will contain their username
(the email address that you provided), a temporary password, and a link to log in
to the application. You will now see this user listed in the Users section on the
Manage Users tab.

! 57!