Transactions may be unapproved for various reasons, but for AP Invoices, Journal Entries, and Daily Sales Summaries, the most common reasons also have easy solutions to ensure that transactions are approved in a timely manner.
R365 Tipe
Before reviewing the reasons to unapprove, review and resolve the To Do checklist. Completing To-Do Checklist items, may resolve issues preventing transactions from being approved.
AP Invoices
AP Invoices are often unapproved due to one of the following reasons:
Missing Items
If an AP Invoice was brought in with new Vendor Items or an item's name/number was updated, the Invoice cannot be approved until the items are properly mapped to a Purchased Item in R365.
User Error
If the AP Invoice was entered incorrectly, it should remain unapproved until the necessary changes are made. If the JE was approved, it should be unapproved so that the entry will not impact financials.
Journal Entries
Journal Entries are typically approved upon entry, but if they are marked as 'Unapproved', it is often due to the reason listed below:
User Error
If the Journal Entry was entered incorrectly, it should remain unapproved until the necessary changes are made. If the JE was approved, it should be unapproved so that the entry will not impact financials.
Daily Sales Summaries
Daily Sales Summaries are typically reviewed and approved daily, but they can be unapproved for the following reasons:
Data is Incorrect
At times, polling a DSS may occur before all Sales Tickets are closed, depending on the Organization's Operational Hours and policies. Because of this, all of the data may not be pulled into R365 when the DSS is created. In order to have the correct data listed, ensure that the DSS is unapproved and repolled into R365.
Update in Payroll JE
If the Payroll JE did not clear out the Payroll Accrual in the DSS, the DSS should be unapproved, and the JE should be updated. Learn more about this process.
Incorrect Deposit Amount
When the deposit amount is entered but not accurate, the DSS should be unapproved, and the deposit amount should be adjusted.
Unmapped Records
If new Sales Accounts, Payment Types, and/or Job Codes are imported from the POS and are unmapped in R365, they will need to be mapped to a GL Account before the DSS can be approved.
New Manager Log
When the New Manager Log module is enabled, one key update that was made includes the update of the 'Day Part # Comments' and 'Accounting Comments' columns to display as one 'Log Entries' column in the Classic DSS and DSS Journal Entries grids. However, this update does not occur for custom-made grid views that are marked as the default grid view.
To have this updated, delete the custom view. This will display the default system view, which will have the 'Day Part # Comments' and 'Accounting Comments' columns removed and include the new 'Log Entries' column.
The custom view can then be recreated and saved in the system.