Certain Inventory transaction types in R365 include a Complete step as part of their workflow. When a transaction is completed, it is locked from further edits by users without approval permissions and routed to a reviewer or approver. Completing a transaction does not affect the general ledger (if applicable) — that impact occurs when a transaction is approved.
For accounting transactions, saving the record without approving is how a partially entered transaction is left for later — there is no Complete step.
The following transaction types can be completed in R365:
Transaction types that can be completed
Completing vs. Approving
Completing and approving are separate steps in the Food and Inventory transaction workflow, each with a distinct purpose.
Completing a transaction marks it as ready for approval and locks the record from further edits. Completing does not post to the general ledger or update final inventory numbers—those changes occur when the transaction is approved.
Approving is the final action on a transaction and locks the record from further edits. For transactions with accounting impact, approval posts to the general ledger and assigns the accounting period. For inventory transactions, approval records the final impact on inventory counts. Approving is available on a wider range of transaction types across
|the Inventory app. For more information, see Approve a Transaction.
Transactions in the Accounting app do not have a Complete step. They move directly from entry to Approve. Users who have approval permissions on a completable transaction type will see an Approve button along with the Complete button and can approve the transaction without completing it first.
AP Invoices in the Accounting app display an Operations Status field that may show Completed. This status is set automatically when the invoice is completed on an invoice in the inventory application.
Security
Users must have the following permission(s) to complete a transaction:
Food → AP Invoices → Complete AP Invoices
Food → AP Credit Memos → Complete AP Credit Memos
Food → Donations → Complete Donations
Food → Inventory Counts → Create Inventory Counts
Users that can create inventory counts can complete inventory counts. To unlock, users need the Unlock Inventory Counts permission.
Food → Item Transfers → Submit Item Transfers
Food → Waste Logs → Complete Waste Logs
These permissions can be added to custom user roles or individual users. The Permission Access report can be used to determine which user roles or users already have these permissions assigned. For more information, see User Setup and Security.
Complete a Transaction
Follow these steps to complete a record:
Only Inventory transaction records can be marked as Complete. For accounting transactions, saving the record without approving is how a partially entered transaction is left for later — there is no Complete step or status to mark it as ready for review.
Users with approval permissions will see Approve as well as Complete.
Click steps to expand for additional information and images.
1) Navigate to the transaction page.
Select the transaction type page from the left navigation rail.
Open the Inventory app.
Make the appropriate menu selection
Inventory → Donations
Inventory → Waste
Inventory → Inventory Counts
Inventory → Transfers
Invoices (Opens access to AP invoices and AP credit memos within inventory operations)
2) Open an In Progress record or create a new record.
Click an existing record with an In Progress or Open status to open it, or create a new record.
3) Complete the details of the record.
Enter or review all required information. For guidance on completing each transaction type, see:
4) Click Complete.
The record status updates to Completed and is locked from further edits. The transaction is now available for approval.
