Approval Inquiry

Approval Inquiry is where transactions waiting on a decision are found, approved or rejected. It lists everything in the approval chain with its current status, who raised it and where it has reached, and it is the screen an approver works from each day.

Where to find it

Go to Approval in the main menu.

Filters

What the list shows

A sample list

What a purchasing manager sees on a normal morning, with a three-level chain on purchase orders:

The two Pending rows are waiting on him. The Rejected row is one he sent back and is shown for reference — it is now with Priya to correct, not with him.

Approving a transaction

1. Open the transaction from its reference and check it.
2. Add a Memo — particularly important when rejecting.
3. Choose Approve Transaction or Reject Transaction.

Several can be handled at once by selecting them and approving or rejecting the selection together.

Write a reason when you reject. The rejection notification carries your memo back to the creator and every previous approver — without one, the transaction comes back unchanged and the same rejection happens again.

Approval Log Statuses

Every action is recorded in the Approval tab of the transaction, with the user name, level, date and time.

A sample log

The Approval tab of a purchase order that went all the way through a three-level chain:

The same order rejected at the second level would stop after two rows, the second reading Rejected with the memo that went back to Priya. Worked examples follows both cases through in full.

A level shown as Super Admin instead of a named level is an action taken by a super-admin user from outside the chain.

Who can see and do what

Approval has its own permission section with two areas, so roles can grant it from the permission screen like anything else:

The list follows document permissions

The list opens for approvers, and for users of the document types set up for approval. What it then shows is scoped to what you are allowed to see: rows and the Type filter carry only the document types you have permission for. A Sales Invoice approval needs the Sales Invoice permission, whatever your approval level says.

The approve popup

Approving a document needs that document's own permission. Where an app's document has no core permission of its own, it falls back to Approve and Reject Transactions, or to the approvers named in Approval Setup.

Approval level and document permission are two different things and both apply. Being a senior approver does not let you see a document type you are not otherwise allowed to see — which is what makes it safe to put payroll or management documents through the same approval queue as everything else.

Related pages

• Approval — how the process works
• Worked examples — three orders followed end to end
• Approval Setup — defining the levels