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    Approve a Transaction
    • 13 Nov 2024
    • 3 Minutes to read
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    Approve a Transaction

    • Updated on 13 Nov 2024
    • 3 Minutes to read
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    Article summary

    When transactions are approved in R365, they are marked as complete, and cannot be edited. Approved transactions have full GL impact and are available for matching with bank activity. Approved transactions must be be unapproved in order to make edits. Learn more about unapproving transactions.

    There are numerous types of transactions in R365 that need approval:

    Security

    Users must have approve permissions for the specific transaction type to approve:

    Accounts Payable

    • Accounts Payable → AP Credit Memos → Approve Credit Memos

    • Accounts Payable → AP Invoices → Approve AP Invoices

    • Accounts Payable → AP Payments → Approve AP Payments

    • Accounts Payable → Payment Runs → Approve Payment Runs

    Accounts Receivable

    • Accounts Receivable → AR Credit Memos → Approve AR Credit Memos

    • Accounts Receivable → AR Invoices → Approve AR Invoices

    • Accounts Receivable → AR Payments → Approve AR Payments

    Administration

    • Administration → Beginning Balance Transactions →  Approve Beginning Balance Transactions

    • Administration → Workflows → Approve/Deny any Workflow Trx

    Banking

    • Banking → Bank Deposits → Approve Bank Deposits

    • Banking → Bank Recs → Approve Bank Recs

    • Banking → Bank Transfers → Approve Bank Transfers

    • Banking → Bank Withdrawals → Approve Bank Withdrawals

    Food

    • Food → AP Credit Memos → Approve Credit Memos

    • Food → AP Invoices → Approve AP Invoices

    • Food → Donations → Approve Donations

    • Food → Inventory Counts → Approve Inventory Counts

    • Food → Item Transfers → Approve Item Transfers

    • Food → Waste Logs → Approve Waste Logs

    General Ledger

    • General Ledger → Journal Entries → Approve Journal Entries

    • General Ledger → Payroll Journal Entries → Approve Payroll Journal Entries

    Sales & Cash

    • Sales & Cash → Daily Sales → Approve Daily Sales

    Approve a Transaction from All Transactions

    The All Transactions page includes all transaction types, except for Daily Sales Summaries and their DSS Journal Entries.

    Follow these steps to approve a transaction from All Transactions:

    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) Hover over Approve in the top menu and make the desired selection.

    Approve: Approves the transaction and stays on the transaction record.  Approve and New: Approves and closes the transaction, then opens a new transaction record of the same type. Approve and Close: Approves the transaction and closes the transaction record.

    Users without approval permissions will not see the approve button.

    For transactions requiring workflow approval, only the current approver will see the approve button.

    Other users can view the next approver under the header.

    Approve a Transaction from Specific Transaction Pages

    Users have the option to navigate to specific transaction pages to view and approve transactions.

    Follow these steps to approve a transaction from specific transaction pages:

    Click steps to expand for additional information and images.

    1) In the accounting module, click on the transaction page for the desired transaction.

    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) Hover over Approve in the top menu and make the desired selection.

    Approve: Approves the transaction and stays on the transaction record.
    Approve and New: Approves and closes the transaction, and opens a new transaction record of the same type.
    Approve and Close: Approves the transaction and closes the transaction record.

    Users without approval permissions will not see the approve button.

    For transactions requiring workflow approval, only the current approver will see the approve button.

    Other users can view the next approver under the header.


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