How to Manage a Payment Campaign

Payment Campaigns in Borealis allow you to group and approve multiple compensation payments related to land agreements in a structured, auditable process. This ensures better oversight, streamlines operations, and enables automated invoice generation.

This article outlines the steps to create, configure, and submit a payment campaign for approval.

Before You Start

• You must have the appropriate access rights under the Land Management module.
• At least one user must hold the LM - Payment Campaign Approver profile to complete the approval process.
• Ensure that compensation items are in an eligible status (e.g., Active - To Pay) and are not already linked to another campaign.

Creating a Payment Campaign

1. Navigate to Payment Campaigns in Land Access - Land management.
2. Click the +Create button in the upper left corner of the register.
3. A blank campaign form will appear with a default status of New. Complete the fields:
   - Name: Provide a clear and descriptive name (e.g., “March 2025 Compensation Payments”).
   - Due Date: Select the latest payment due date that this campaign should cover.
   - Description (optional): Add context or notes to help collaborators understand the scope.
4. Add payment items. They can be added in two ways:
   - Automatically by Due Date: Borealis will suggest open compensation items with due dates prior to or equal to the campaign’s due date.
   - Manually: Click “Add Payment Items” to select specific items. Only items not linked to another campaign will be available.

Once added, payment items will be listed in the campaign along with their agreement, stakeholder, and amount details.

Reviewing a Campaign and Submit a Campaign for Approval

Once the campaign has been created, Borealis automatically generates payment files grouped by agreement and stakeholder. It should be reviewed and sent for approval.

1. Navigate to Payment Campaigns in Land Access - Land management.
2. Select and open the payment campaign that you want to submit for approval. It should be at the New status.
3. In the left hand menu, select Payment items.
4. From there you can
   - Click the +Add button in the Payment items information page or use the Link payment items action to add items to the campaign
   - Mouseover a Payment item and click Remove if it should ot be in the campaign.
   - Mouseover a Payment item and click Change amount if there is an adjustment to do to the payment.

Submit a Campaign for Approval

Once all items and documents are confirmed, click Submit for Approval. This locks the campaign for editing and sends a notification to users with the  profile.

Approve or Reject a Campaign

For this action you need the LM - Payment Campaign Approver profile.

1. Navigate to Payment Campaigns in Land Access - Land management.
2. Select and open the payment campaign that you want to review It should be at the Waiting for approval status.
3. In the Actions menu
   - Choose Approve and complete the fields to approve the campaign. The payment process can begin.
   - Choose Reject and complete the fields to reject the campaign. This will cancel the payment files and allow payment items to be reused in a future campaign.

Tips & Best Practices

• Create one campaign per payment cycle (e.g., monthly or quarterly) to maintain clarity in budgeting and reporting.
• Use descriptive names for campaigns to simplify historical tracking.
• Communicate with your finance team to align approval timelines and payment execution windows.

Troubleshooting

• If a payment item doesn’t appear, verify that it’s not linked to another campaign and has the appropriate status.
• If invoices don’t generate correctly, check your organization’s invoice template configuration.

Need More Help?

For further assistance or to configure your invoice templates, please contact your Borealis administrator or reach out to you Borealis Customer Success representative