Approval is off for every document until the administrator switches it on for that kind of document. With it on, an approver must approve a purchase invoice, goods received note, receipt, payment, contra, journal, credit note or debit note before it reaches the ledgers or the stock. An approved document cannot be edited.
Without approval, a document you save is final at once: its ledger entries and stock entries are posted in the same step. With approval switched on for that kind of document, the save keeps the document as a draft:
After approval the document is locked for editing: Edit is switched off for it. To change it, make a correcting document (a return, a credit note or a journal).
Set it up
1
Open the approval setup
Who
Administrator
Where
Company setting > Approver
What changes
The tab has three sub tabs: Authorization, Approver group and Module.
2
Switch approval on for the document kinds you want
Where
Authorization
What changes
A list of documents with an Applicable switch each. Switch on and save: "Module applied with authorization has been updated successfully". It is off for every kind until you do this.
3
Make an approver group
Where
Approver group > Add
What changes
Give the group a Name and a Branch and add the employees who may approve.
4
Give the group its documents
Where
Module
What changes
Pair each document kind with the approver group that approves it.
Approve a document
1
Open the document
Who
Approver
Where
The document's list, then its page
What changes
The page shows Approve while the document is not yet approved.
2
Approve
What changes
A box titled Data authorization asks for Notes. Confirm: "Data authorization saved successfully." The document is approved and, for the documents in the first table, now reaches the books.
Common questions
I saved a payment but the bank balance did not change.
Approval is on for payments and nobody has approved it yet. Ask an approver to approve it.
Nothing in the system stops an approver approving a document they saved: the rule is only that the user belongs to the approver group. If your company needs a second person, make the approver group exclude the people who enter.
We switched approval off. What happens to documents approved earlier?
They stay marked approved, but the screens only lock an approved document while approval is on for its kind, so Edit and Delete come back for them. Documents saved after the switch are written to the books at once. Ask your accountant before switching approval off.
