Reasons to Unapprove a Transaction

Transactions are often 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.

Before digging into these reasons, ensure your To Do Checklist is cleared of any items needing attention. Often times completing the tasks on the To Do Checklist will resolve any issues around approving transactions. Click here to learn more about the To Do Checklist.

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 your financials.

Journal Entries

Journal Entries will typically be 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 your financials.

Daily Sales Summaries

Daily Sales Summaries will typically be reviewed and approved daily, but they will be unapproved for the following reasons:

Data is Incorrect 

At times, polling a DSS may occur before all Sales Tickets are closed, depending on your 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. Click here to 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 to 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, simply 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.