APTrail Solo

Documents

FX Rates (per 1 USD) ▾

Masters

Config

Audit

My Queue

Submissions pending your action — click to review.

	Sub. Ref	PO Ref	Supplier	Type	Dept	Amount	Date	Match	Approval	Treasury

Bank Account Changes

Supplier bank account change requests — review before processing payments.

All Documents

Complete archive of all submissions.

Sub. Ref	PO Ref	Supplier	Type	Dept	Amount	Date	Match	Status

Paid Documents

All fully paid and processed submissions.

Sub. Ref	PO Ref	Supplier	Type	Dept	Amount	Payment Date	Status

📊 SLA Dashboard

Processing time analysis across all workflow stages and suppliers.

↩ Corrections

Search for a specific submission to reverse an approval or payment action. All reversals require a reason and are logged internally.

Ref / PO Number

Supplier Name

Amount (from)

Amount (to)

Date (from)

Date (to)

Type

🔍 Use the search fields above to find a submission to correct.

🗑 Deletion Requests

Governed document deletion: AP Approver requests → CFO approves → Admin executes (the expected date is the SLA target for completion). Deleted documents remain visible in All Documents with their full audit trail; they leave all pending queues. PO numbers are unchanged (a supplier may reuse its own PO number; different suppliers can never share one).

📋 Request History

Supplier Change Requests

Profile amendment requests submitted by suppliers. Requires document verification before approval.

Supplier Master

Registered suppliers with portal access.

Code	Company	Trade Name	Contact	Email	Default Dept	Status

🛡 Accountability

One login controlling two supplier records at this company — segregation-of-duties exceptions, their approval status and reviewer.

Person / Username	Existing Supplier	Other Supplier	Requested By	Date	Status	Reviewed By

Department Master

Departments with their assigned checkers and approvers.

User Master

Internal users — checkers, approvers and AP staff.

Name	Username	Email	Department ⇅	Role ⇅	Phone	Status

🔒 Activity Log

Creation, deletion, activation/deactivation and login/logout activity for Departments, Users, Suppliers and sessions — single or bulk. Admin & Internal Auditor only.

Date/Time	Action	Record Type	Name / Identifier	Performed By	Source

⚠️ Exceptions

Everything that deviated from the normal approval path — Accountability Exceptions, Change Requests, Reversals, Disputes and Type Changes — merged into one read-only view.

Kind	Date	Who	Reference / Supplier	Detail	Status

📈 Rate & Threshold

Every currency exchange-rate change and every approval-threshold change, in one place — read-only.

📋 Exchange Rate History

No exchange rate changes recorded yet.

📋 Threshold History

No threshold changes recorded yet.

🕓 Rights History

Every role, department, PO-upload, balance-confirmation, act-as-admin and FX-rate-edit rights change across every user, most recent first.

Date	User	Field	From	To	Changed By

🛡 Approval Gaps

Departments with a checker but no Approver and no Approver Delegate, and approval levels switched on in your matrix that nobody holds or that a department has no default for — a document could get stuck there.

🌴 Out of Office

Every out-of-office notice and delegation request — who filed it, the sign-offs for delegations, and when it ran. Full step-by-step entries are also in the Activity Log.

📤 Export Pack

Bundle Exceptions, Rate & Threshold History, Rights History, Approval Gaps and Activity Log into one Excel workbook for external audit fieldwork.

From (optional)

To (optional)

Date range applies to Exceptions, Rate/Threshold History and Activity Log — Rights History and Approval Gaps are current-state snapshots and are always included in full. Leave blank to export all recorded history.

Currency Master

Exchange rates to USD. Used automatically by the approval matrix.

Code	Currency Name	Symbol	Rate to USD	Threshold Equiv.	Status

📋 Exchange Rate History

No exchange rate changes recorded yet.

⚠ Rates are manually maintained. Update regularly to ensure approval tier calculations remain accurate. The threshold check converts all invoice amounts to USD using these rates before comparing against the matrix threshold.

PO Management

Upload Purchase Orders to suppliers. Individual or bulk upload by filename prefix.

📤 Upload PO Documents

Supplier (Individual Upload)

PO Document(s)

📋 All PO Documents

Balance Confirmations

Send balance statements to suppliers for confirmation.

📨 Send Balance Confirmation

Supplier *

Confirmation Period *

As-of Date *

Period Label

Response Due Date

Balance Amount(s) *

One supplier may confirm balances in multiple currencies — all appear on the same letter.

📥 Bulk Load from Excel

Load many balances at once using the APTrail Solo Excel format. Each valid row becomes an individual confirmation letter (built from the standard draft in Settings) sent to that supplier for digital confirmation.

📊 Balance Confirmation Log

Approval Matrix

Authorization tiers by transaction type and invoice amount.

📦 Supply — 3-Way Match

AP Checker manually compares PO + Invoice + Delivery Order and marks matched. Approved directly by AP Approver — no department routing. No amount threshold for supply.

Tier	Condition	Step 1	Step 2	Step 3	Step 4
All	Any amount	AP Checker (3-Way Match)	AP Approver	Treasury (Payment)	✅ Done

🔧 Service — 2-Way Match + Authorization Matrix

PO + Invoice only. Submitted directly to department — no AP assignment step. Amount determines how many approval levels are required. AP Checker performs 2-Way Match after all department approvals.

⚙ Threshold Configuration

Approval flow

Threshold Currency Base currency for tier comparisons

Active Approval Levels

Effective Date Date from which this threshold applies to new submissions

Note (optional)

🌴 Delegation policy

Who may be a delegate, and who gives the second sign-off, for each approval level. A delegate is always at the requester's level or higher. Until you change something here, the current rules apply: a Level 1 picks a department peer or anyone higher, the other levels pick the same level or higher, and the second sign-off goes to the department's designated approver one level up. The highest level has no second sign-off.

🌴 Last AP Approver — delegation sign-off

When the last AP Approver goes on leave, their delegate is an Admin and two different people sign it off: an Admin, and the person you choose here. If only one person can sign, one sign-off is accepted and recorded as a single sign-off. "Another approver at the same level" works like "Any Admin", because no other AP Approver is left.

Second sign-off for the last AP Approver's delegation

Named person

📋 Threshold History

No threshold changes recorded yet.

💱 Threshold in All Active Currencies

Auto-calculated · update rates in Currency Master

Code	Currency	Symbol	Rate (units per 1 USD)	Tier 2 triggers above

Company Profile

Company identity used on letterheads — logo, legal name, address and footer text (mission statement, registration details, etc.).

🏢 Company Identity

Company Legal Name *

Address (letterhead header)

Footer Text (mission statement, registration no., etc.)

Company Logo

No logo

PNG/JPG/SVG, max 200 KB. Appears on the balance confirmation letterhead.

🚀 First-Time Setup

A few things to configure before APTrail Solo is ready to use. This page appears once — afterward everything here stays editable from its normal place.

Setup Progress 0%

💱 Base Currency & Approval Threshold

Approval flow

Threshold Currency Need a different currency? + Add another currency first, then pick it here.

Active Approval Levels

🏢 Company Information

Company Legal Name *

Address (letterhead header)

Footer Text (mission statement, registration no., etc.)

Company Logo

No logo

PNG/JPG/SVG, max 200 KB. Optional — can also be added later in Company Profile.

🏬 Management Department

A "Management" department groups your L2/L3 approvers so submissions above the approval threshold have someone to route to. You can add more departments any time afterward.

👤 Management Approvers (L2 / L3)

These are the people submissions escalate to once they cross the approval threshold. L3 is only needed if you enable a 3rd approval level below. Every level you switch on needs people and a default approver for each department.

✉ Standard Draft Messages

Pre-filled with the APTrail Solo standard wording — review and adjust, or leave as-is. All four stay editable later in Settings.

Balance Confirmation Letter

User Activation Email

Admin Creation Email

Password Reset Email

Complete all 5 sections above to finish.

Settings

🔔 Notification Digest Policy

Internal users no longer get one email per document as it moves through the workflow — each gets a periodic digest instead: how many new items landed in their queue since the last one, and how many are pending overall. By default, everyone may personally speed theirs up (down to the minimum) but not slow it down past your default — only the roles you mark below may also go slower, up to the maximum.

Company Default Interval

Minimum (fastest anyone may set) Maximum (slowest an elevated role may set)

Roles locked to the company default (no personal override at all)

Roles allowed to go slower than the default (up to the maximum)

Only send digests during set hours (recommended)

From To Time Zone

Companies running round-the-clock shifts can leave this unchecked to send on the selected interval at all hours.

⚙ There is no "off" — every role always receives at least your default cadence, and only the roles marked above may ever go slower than that (never fully silent).

👁 Supplier Portal — Status Visibility

Controls what suppliers see when tracking their submissions. Choose between a simplified 3-status view (recommended) or the full internal approval flow stepper.

Simplified Status Only Recommended

Supplier sees only 3 statuses:
📋 Under Review · ↩ Returned for Correction · 💰 Payment Status
Internal approval stages are hidden.

Full Process View

Supplier sees the complete approval stepper showing each internal stage — Dept Checker, AP Checker, AP Approver, Treasury, etc.

⚙ This setting takes effect immediately for all suppliers. It is saved with your company data.

💰 Treasury Payment Schedule

Defines when Treasury runs payment batches. Used to calculate Treasury SLA — whether payment was released on the correct scheduled run date.

Payment Frequency

📋 PO Loading

PO loading is an optional module for distributing Purchase Order files to suppliers. Disabling it hides PO Management and the supplier "Purchase Orders" page — stored documents are kept and reappear when re-enabled.

Enable PO loading module

File Naming Syntax (underscore-separated tokens)