For Admin
Vendor Settings and Payment Holds
Dolly Card5 min read
The short answer
Vendor rules live in Settings → Vendor Management. They decide whether vendors need approval, whether Dolly verifies them, and whether vendors confirm their own bank details. When one holds a payment, the payment shows a message saying which. The vendor or an approver clears it, and the payment carries on.
The settings
| Setting | What it does |
|---|---|
| Require vendor approval before use | New vendors must be approved before invoices, purchase orders or payments can be created for them. |
| Changes that require approval | Which vendor edits go to approvers. |
| Allow AP for unapproved vendors | When on, POs, invoices and payments can be sent for vendors not yet approved. When off, they can only be saved as drafts. An AP window can limit when. |
| Require Dolly verification | Dolly verifies a vendor’s legal name and tax ID before it can leave draft. Individuals and reimbursement payees are exempt. |
| Require payment method verification | The vendor confirms each bank account and check address it did not add itself. |
| Communication Emails | Who gets vendor notices: studio updates, approved changes, bank account changes, and problems. |
At a studio, some of these also apply to its productions and projects. The setting says so when they do.
Hold messages
| Message | How to clear it |
|---|---|
| Waiting for this vendor to be approved. | An approver approves the vendor. |
| This vendor must complete Dolly verification first. | Send the vendor a verification request. |
| Waiting for the vendor to confirm this payment method. | The vendor confirms it, or an admin records a phone confirmation. |
| The vendor says these payment details are wrong. Payments on this method are held. | Get new details from the vendor. |
| This vendor is suspended. | Unsuspend the vendor. |
| This new bank account is waiting for a manager of the studio that owns this vendor to release it. | A studio admin chooses Release. |
Frequently asked questions
- Does a held payment need re-approving once the hold clears?
- No. An approved payment held for the vendor goes out once the vendor is ready.
- Who gets an email when a vendor’s bank account changes?
- The people in Communication Emails. If it is empty, routine notices are not sent and problems go to Dolly Support, so add your AP team.
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