To correct an error or make an adjustment, a transaction may need to be unapproved. Begin by unapplying any linked transactions (such as from Bank Reconciliation or Invoices), save the updates, and then proceed to unapprove the transaction. Note that transactions within a closed period cannot be unapproved unless the period is reopened.
Learn more about unapproving/editing specific transactions:
Security
Users must have unapprove permissions for the specific transaction type to unapprove:
Accounts Payable
Accounts Payable → AP Credit Memos → Unapprove Credit Memos
Accounts Payable → AP Invoices → Unapprove AP Invoices
Accounts Payable → AP Payments → Unapprove AP Payments
Accounts Payable → Payment Runs → Unapprove Payment Runs
Accounts Receivable
Accounts Receivable → AR Credit Memos → Unapprove AR Credit Memos
Accounts Receivable → AR Invoices → Unapprove AR Invoices
Accounts Receivable → AR Payments → Unapprove AR Payments
Administration
Administration → Beginning Balance Transactions → Unapprove Beginning Balance Transactions
Banking
Banking → Bank Deposits → Unapprove Bank Deposits
Banking → Bank Recs → Unapprove Bank Recs
Banking → Bank Transfers → Unapprove Bank Transfers
Banking → Bank Withdrawals → Unapprove Bank Withdrawals
Food
Food → AP Credit Memos → Unapprove Credit Memos
Food → AP Invoices → Unapprove AP Invoices
Food → Donations → Unapprove Donations
Food → Inventory Counts → Unapprove Inventory Counts
Food → Item Transfers → Unapprove Item Transfers
Food → Waste Logs → Unapprove Waste Logs
General Ledger
General Ledger → Journal Entries → Unapprove Journal Entries
General Ledger → Payroll Journal Entries → Unapprove Payroll Journal Entries
Sales & Cash
Sales & Cash → Daily Sales → Unapprove Daily Sales
Unapprove a Transaction from All Transactions
Follow these steps to unapprove a transaction from the All Transactions Page:
Click steps to expand for additional information and images.
1) In the accounting module, go to Transactions and click All Transactions.
2) Double click on the row with desired transaction to open the transaction record.
Users can also click into the hyperlinked transaction number to open the transaction record.
3) If the transaction is applied to another transaction, unapply it before unapproving.
Click the Apply tab.
Click the checkbox in the apply column.
Hover over the save menu then select save.
4) Hover over the unapprove menu, then select unapprove.
Once unapproved, users can make edits to the header and detail section of the transaction.
Unapprove a Transaction from Specific Transaction Pages
Follow these steps to unapprove a transaction from the All Transactions Page:
Click steps to expand for additional information and images.
1) In the accounting module, click on the transaction page for the desired transaction.
R365 Tip
Navigate to transactions pages with the search bar:
2) Double click on the row with desired transaction to open the transaction record.
Users can also click into the hyperlinked transaction number to open the transaction record.
3) If the transaction is applied to another transaction, unapply it before unapproving.
Click the Apply tab.
Click the checkbox in the apply column.
Hover over the save menu then select save.
4) Hover over the unapprove menu, then select unapprove.
Once unapproved, users can make edits to the header and detail section of the transaction.
Approve an Inventory Transaction from an Open Record
Inventory transaction types — AP Invoices, Donations, Inventory Counts, Item Transfers, and Waste Logs — are approved directly from the open transaction record in the Food app. Follow these steps to approve an inventory transaction from an open record:
Only users with approval permissions for the specific transaction type will see the Approve button. Users without approval permissions will see Complete instead, if that option is available for the transaction type.
Click steps to expand for additional information and images.
1) Navigate to the transaction page for the transaction type.
Select Inventory from the left navigation rail, then select the transaction type page:
Inventory →
Donations
Inventory Counts
Transfers
Waste Logs
Invoices
2) Open the transaction record of the approved record that needs to be unapproved.
Click the record row or hyperlinked record name or number to open the record.
3) Click Unapprove.
The transaction status updates to Complete, the record is locked, and must be unlocked before changes are made.
