---
title: "Approve or Unapprove an AP Invoice"
slug: "approve-an-ap-invoice"
description: "Learn how to approve or unapprove AP invoices, manage permissions, edit approved invoices, and handle payments when unapproving paid invoices."
status: "update"
updated: 2026-10-31T01:03:48Z
published: 2026-10-31T01:03:48Z
canonical: "docs.restaurant365.com/approve-an-ap-invoice"
---

> ## 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 or Unapprove an AP Invoice

Invoices are approved on the AP Invoice Form. Approve is available regardless of whether the invoice was opened from the Accounting app or the Inventory app.

Approved invoices can also be reopened for editing using Unapprove. Once an invoice is approved, the **Approve** button is replaced by a single **Unapprove** button.

> [!NOTE]
> The **Allow the Unapproval of Transactions** [setting must be enabled](/doc/docs/system-preferences-miscellaneous) for Unapprove to be available.

> [!NOTE]
> The line items on an approved invoice can also be edited without unapproving the invoice by users with the appropriate permissions. Learn more about [editing an approved AP invoice](/doc/docs/edit-an-existing-ap-invoice).

---

## Security

Users must have the following permission(s) to approve and/or unapprove an AP invoice:

**Accounting**:

- Accounts Payable → AP Invoices →
  - Approve AP Invoices
  - Unapprove AP Invoices

**Inventory:**

- Food → AP Invoices →
  - Approve AP Invoices
  - Unapprove AP Invoices

> [!NOTE]
> For users with the **Approve AP Invoices** permission but without the **Edit AP Invoices** permission:
> 
> - **Header fields**, **Franchising**, and **Link to Asset** are **read-only**
> - **Comment**, **Priority**, and **Use preset allocations** remain **editable**.

These permissions can be added to [custom user roles](https://restaurant365.us.document360.io/doc/docs/custom-user-roles) or [individual users](https://restaurant365.us.document360.io/doc/docs/users-overview-and-security). The [Permission Access report](https://restaurant365.us.document360.io/doc/docs/generating-a-permissions-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](/doc/docs/user-setup-security-and-location-access).

---

## Navigation

AP invoices are opened from the Invoices page (Inventory) or the AP Transactions page (Accounting).

****Navigation Steps - Inventory****

1. Open the **Inventory** app.
2. Select **Invoices**.

![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-S1UVRICB.png?sv=2026-02-06&spr=https&st=2026-11-09T01%3A20%3A33Z&se=2026-11-09T02%3A20%3A33Z&sr=c&sp=r&sig=9mIDp3RtYjbNr21GCqud7KwIhGcvjtRUgGF5DkC0llU%3D)

****Navigation Steps - Accounting** **AP Transactions****

1. Open the **Accounting** app.
2. Expand **Accounts payable**.
3. Select **AP Transactions (New)**.

![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-TDPVJQIL.png?sv=2026-02-06&spr=https&st=2026-11-09T01%3A20%3A33Z&se=2026-11-09T02%3A20%3A33Z&sr=c&sp=r&sig=9mIDp3RtYjbNr21GCqud7KwIhGcvjtRUgGF5DkC0llU%3D)

****Navigation Steps - Accounting All Transactions****

1. Open the **Accounting** app.
2. Expand **Transactions.**
3. Select **All Transactions.**
4. To open an existing invoice, **double click an AP invoice from the grid**.

> AP Invoices cannot be created directly from this page. However, they can be created using the Create button at the top of the screen.

![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-FPIWIKKK.png?sv=2026-02-06&spr=https&st=2026-11-09T01%3A20%3A33Z&se=2026-11-09T02%3A20%3A33Z&sr=c&sp=r&sig=9mIDp3RtYjbNr21GCqud7KwIhGcvjtRUgGF5DkC0llU%3D)

---

## Approve an AP Invoice

Follow these steps to approve an AP invoice:

*Click steps to expand for additional information and images.*

****1)** From either the AP Transactions page or the Invoices page, **click an entry to open the invoice** that needs approval.**

![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-PVBO7RPD.png?sv=2026-02-06&spr=https&st=2026-11-09T01%3A20%3A33Z&se=2026-11-09T02%3A20%3A33Z&sr=c&sp=r&sig=9mIDp3RtYjbNr21GCqud7KwIhGcvjtRUgGF5DkC0llU%3D)

****2)** Click **Approve**.**

Clicking the Approve arrow button will open the additional options:

- **Approve & New** - Approves the invoice and opens a new empty invoice.
- **Approve & Close** - Approves and closes the invoice.

![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-LGXYBOHM.png?sv=2026-02-06&spr=https&st=2026-11-09T01%3A20%3A33Z&se=2026-11-09T02%3A20%3A33Z&sr=c&sp=r&sig=9mIDp3RtYjbNr21GCqud7KwIhGcvjtRUgGF5DkC0llU%3D)

| [Keyboard Shortcuts](/doc/docs/keyboard-shortcuts#accounting-keyboard-shortcuts) |
| --- |
| **Approve and New** | Ctrl + Shift + A |
| **Approve and Close** | Ctrl + Shift + K |

---

## Unapprove an AP Invoice

Follow these steps to unapprove an AP invoice:

*Click steps to expand for additional information and images.*

****1)** Click an entry to **open the approved invoice**.**

![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-7P2I97GP.png?sv=2026-02-06&spr=https&st=2026-11-09T01%3A20%3A33Z&se=2026-11-09T02%3A20%3A33Z&sr=c&sp=r&sig=9mIDp3RtYjbNr21GCqud7KwIhGcvjtRUgGF5DkC0llU%3D)

****2)** Click **Unapprove**.**

![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-55AAM4YP.png?sv=2026-02-06&spr=https&st=2026-11-09T01%3A20%3A33Z&se=2026-11-09T02%3A20%3A33Z&sr=c&sp=r&sig=9mIDp3RtYjbNr21GCqud7KwIhGcvjtRUgGF5DkC0llU%3D)

> [!WARNING]
> Unapproving Invoices Marked as Paid
> 
> If the invoice was **marked as paid** (the **Mark as paid** checkbox = checked), unapproving will prompt users to delete or unapply the payment.