Approve accounting documents

When your organisation approves accounting documents, a document doesn't post when it's sent. It waits until every approver in its workflow has approved it, then posts. Accounts › Approvals lists the accounting documents waiting on your decision.

You can approve these accounting documents here:

Filter	What is approved
Journal	A journal entry before it posts.
Invoice, Bill	An invoice or vendor bill before it posts.
Credit note, Debit note	A credit note or debit note before it posts.
Invoice adjustment, Bill adjustment	A change to a posted invoice or bill.
Customer settlement, Vendor settlement	A payment received from a customer or paid to a vendor.
Opening balance	The opening balances before they post.
Period reopen	A request to reopen a closed period.

Steps

1. Open Accounts › Approvals

   In the menu on the left, select Accounts, then Approvals. The list shows each request with its Document, Module, Requested by, Requested date, Progress (which approval level it's at) and Status.

   If nothing is waiting, you'll see Nothing is waiting on your approval.

   

   1. Approvals in the Accounts menu.
   2. Filter by kind of document. All Accounting shows everything.
   3. Search by document or module.
   4. The Actions column. Its ⋮ menu holds your choices.
2. Look at the document

   On the request, select ⋮:

   • View details shows the request: who asked, when, and the decisions made so far.
   • Review document opens the document itself, read-only, so you can check it before deciding.
3. Approve, reject or send back

   From the same ⋮ menu, choose one:

   • Approve: a window opens. A Comment is optional. Select Approve. If you're the last approver, the document posts now. Otherwise it moves to the next level.
   • Reject: enter the reason in Comment (required) and select Reject. The document doesn't post.
   • Send back for changes: describe what needs to change (required) and select Send Back. The person who sent it can edit it and send it again.

   You only see the choices your role and the workflow allow you at that level.

The same requests also appear in the central Approvals › Inbox, together with approvals from other modules.

What happens next

When the last approver approves, the document posts as if it had been posted directly: a journal's lines post, an invoice posts to receivables, an opening balance posts all its entries, and a reopened period accepts postings again. The person who sent it sees the new status on the document.