--- title: "Approve a Transaction" slug: "approve-a-transaction" description: "Approve R365 transactions across accounting and inventory types: approve menu actions, GL posting, inventory impact, and permissions by type." updated: 2026-05-21T22:11:10Z published: 2026-05-21T22:11:10Z canonical: "docs.restaurant365.com/approve-a-transaction" stale: true --- > ## Documentation Index > Fetch the complete documentation index at: https://docs.restaurant365.com/llms.txt > Use this file to discover all available pages before exploring further. # Approve a Transaction Approving a transaction is the final accounting and operations action in R365. Approved accounting transactions have full general ledger (GL) impact, are locked from further edits, and are available for matching with bank activity. Approved transactions must be unapproved in order to make edits. Approving an inventory or operations transaction finalizes the record, locks it from editing, updates inventory quantities and item costs where applicable, and logs who approved it and when. When accounting is enabled, some records may also post to the GL. Learn more about [unapproving transactions](/doc/docs/unapprove-a-transaction). For most transactions in the Accounting app, approval follows directly after entry. For Food and Inventory transaction types— AP Invoices, Donations, Inventory Counts, Item Transfers, and Waste Logs—a Complete step may precede approval. For more information, see [Complete a Transaction](/doc/docs/complete-a-transaction). **There are numerous types of transactions in R365 that need approval:** - [AP Credit Memo](/doc/docs/ap-credit-memo) - [AP Invoice](/doc/docs/ap-invoice-record) - [AP Payment](/doc/docs/ap-payment-record) - [AR Credit Memo](/doc/docs/ar-credit-memo) - [AR Invoice](/doc/docs/ar-invoice) - [AR Payment](/doc/docs/ar-payment) - [Bank Deposit](/doc/docs/bank-deposit) - [Bank Expense](/doc/docs/bank-expense) - [Bank Transfer](/doc/docs/bank-transfer) - [Budget](/doc/docs/budgets) - [Budget Detail](/doc/docs/account-details-page) - [Commissary Fulfillment](/doc/docs/commissary-fulfillment-transaction) - [Commissary Order](/doc/docs/commissary-commissary-orders) - [Daily Sales Summary](/doc/docs/classic-daily-sales-summary-review) - [DSS Journal Entries](/doc/docs/dss-journal-entries) - [Item Transfer](/doc/docs/item-transfers-overview-security) - [Journal Entry](/doc/docs/journal-entries) - [Prep Log](/doc/docs/prep-logs) - [Stock Count](/doc/docs/inventory-counts-overview-security) - [Waste Log](/doc/docs/waste-logs) --- ## 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 **Inventory** - 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.**** ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-BSIV43EY.png) ****2) Double click** on the **row** with desired transaction to open the **transaction record.**** > [!NOTE] > Users can also click into the hyperlinked transaction number to open the transaction record. ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-4OGCB219.png) ****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. ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-4WJE89YS.png) > [!NOTE] > Users without approval [permissions](/doc/docs/user-permissions-permission-reference) will not see the approve button. > [!NOTE] > For transactions requiring [workflow approval](/doc/docs/approvals-in-workflows), **only** the current approver will see the **approve** button. > > Other users can view the next approver under the header. > > ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-7439ZKN3.png) --- ## 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.** > [!TIP] > **R365 Tip** > > Navigate to transactions pages with the search bar: > > ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-50G2MLCO.png) ****2) Double click** on the **row** with desired transaction to open the **transaction record.**** > [!NOTE] > Users can also click into the hyperlinked transaction number to open the transaction record. ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-HSPI03E1.png) ****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. ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-4BZQJDV9.png) > [!NOTE] > Users without approval [permissions](/doc/docs/user-permissions-permission-reference) will not see the approve button. > [!NOTE] > For transactions requiring [workflow approval](/doc/docs/approvals-in-workflows), **only** the current approver will see the **approve** button. > > Other users can view the next approver under the header. --- ## 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: > [!NOTE] > 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** ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-4AK85HLR.png) ****2)** Open the transaction record.** Click the record row or hyperlinked record name or number to open the record. ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-OQRZWG7O.png) ****3)** Click **Approve**.** The transaction status updates to *Approved*, the record is locked, and the transaction posts to the general ledger. ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-9GD5KIEY.png) ---