When you approve payment journal batches in Microsoft Dynamics 365 Business Central using the Xe plugin, you can choose to have eligible Xe contracts auto‑approved as soon as the workflow’s final approval is given. Let's take a look at this more closely.
In this article, we'll cover:
- What this feature does
- When auto approval applies
- Before you get started
- Turning it on or off
- What approvers will see
1. What this feature does
If you use Approval Workflows for your Payment Journals in Microsoft Dynamics 365 Business Central and you process payments via the Xe plugin, you can choose to have Xe automatically Approve/confirm that contract as soon as the payment journal batch receives its final approval in the workflow.
This removes the extra manual step of going back into the Xe Contracts card to confirm the contract after approvals are complete.
2. When auto‑approval applies (and when it doesn’t)
Auto‑approval only runs when all of the following are true:
You are approving a Payment Journal Batch through a Business Central Approval Workflow.
A corresponding Xe contract already exists for that batch.
The Xe contract is currently in Unconfirmed status.
There are no payment issues on that contract.
The final approver has the appropriate permission to approve Xe contracts (typically a Xe approver role).
Your organisation has enabled the auto‑approval feature in the Xe plugin settings.
If any of these conditions are not met, the Xe contract will not be auto‑approved. You will see a message explaining why.
Note: This feature does not create new Xe contracts. It only auto‑approves contracts that already exist and are Unconfirmed.
3. Before you start (prerequisites)
Make sure the following are in place:
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Approval Workflow is configured
Your Business Central environment has an active Approval Workflow for Payment Journals (journal batch approval).
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Xe contracts are created before approval
Users create the Xe contract from the Payment Journal before sending the batch for approval (as per your standard process).
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Permissions
The users who act as final approvers in the workflow have the necessary Xe approval rights to approve contracts on behalf of your organisation.
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Clear internal communication
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Approvers understand that when auto‑approval is enabled and succeeds:
The quote is accepted on their behalf.
The Xe Terms and Conditions are accepted on their behalf.
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4. How to turn auto‑approval on or off
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Open the Xe Money Transfer Settings
In Business Central, search for and open the Xe Money Transfer or Xe plugin settings page.
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Find the auto‑approval option under “Preferences”
Look for a toggle called “Workflow Auto Approve Xe Contract
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Choose your preference
Turn the setting On to enable auto‑approval.
Turn the setting Off to keep the existing fully manual process.
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Read any help text / tooltip
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Hover over the info icon next to the setting (if available) and review the explanation. It should clearly state that:
Auto‑approval applies only to existing Unconfirmed Xe contracts.
The quote and Terms & Conditions will be accepted on behalf of the final approver.
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Save your changes
Confirm or save the settings so they apply to future approvals.
By default, this setting is Off so you can opt in when ready.
5. What approvers will see when they approve a batch
Step‑by‑step: Approver’s experience
The Approver opens a Payment Journal Batch that is pending their approval.
They review the journal lines and any related Xe information as usual.
They choose Approve in the workflow.
After they approve:
Business Central completes the approval step and marks this as the final approval (if no further approvers remain).
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In the background, the Xe integration:
Looks up the Xe contract linked to this journal batch.
Checks that the contract exists and is Unconfirmed.
Refreshes the quote for the contract.
Attempts to approve the contract.
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The Approver will then see a notification or banner indicating:
Success – the Xe contract was auto‑approved.
Or a failure message