This feature comes with certain plans. If it is not in your menu, it is not in your business's plan.
What can be covered
The idea is that the person who keys a document is not the person who lets it post, meaning enter the books. Approvals are off by default and come in seven separate types: Supplier bills, Purchase orders, Stock counts, Discounted sales invoices, Credit release (sales invoices), Employee custody advances and Employee expense claims.
Switch on the type you want
Under Books open Approvals, then the Approval settings tab. On the type's card tick On, enter the Limit (in the business's own currency) and press Save. A document at the limit passes, above it an approval is needed, and zero requires one for everything. Escalate after (hours) sets when a request is flagged late.
It cannot be switched on unless someone other than you holds the Approve permission. Add them first from Businesses & people, otherwise nobody could approve your documents.
Send the document for approval
When a document is above the limit, a banner appears on it instead of posting straight through. Press Send for approval. You can take it back with Withdraw until it is decided.
- Draft
- Send for approval
- Approve or reject
- Post
Decide the request
The approver opens the Approvals inbox and sees everything waiting under Mine to approve. They press Approve or Reject, and a rejection needs a reason, which reaches whoever submitted it so they can fix it. History shows who moved the request and when. Several requests can be selected at once, and the document then goes back to be posted.
Nobody may approve a document they keyed or submitted themselves, whatever their permissions, so the decision buttons do not appear for them.
Ceilings and cover
In Approval settings you will find Each approver's ceiling: the most one person may approve, and anyone with no ceiling may approve any amount. Under Cover while away press New delegation so a colleague covers your leave. They must already hold the Approve permission, and a delegation never lets them approve what they keyed themselves.
Switching it off is always available and restores the previous behaviour at once, and documents already posted are untouched.
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