---
title: "Unapprove a Transaction"
slug: "unapprove-a-transaction"
description: "Unapprove an approved transaction in R365: required permissions, step-by-step process, and handling transactions in closed fiscal periods."
updated: 2026-05-21T22:22:40Z
published: 2026-05-21T22:22:40Z
canonical: "docs.restaurant365.com/unapprove-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.

# Unapprove a Transaction

To correct an error or make an adjustment, a transaction may need to be unapproved. Begin by unapplying any linked transactions (such as from Bank Reconciliation or Invoices), save the updates, and then proceed to unapprove the transaction. Note that transactions within a [closed period](/doc/docs/closing-a-period) cannot be unapproved unless the [period is reopened.](/doc/docs/reopen-a-closed-fiscal-year)

Learn more about unapproving/editing specific transactions:

- [Edit an Approved Transaction](/doc/docs/edit-an-approved-transaction)
- [Unapprove a DSS after Running Payroll](/doc/docs/unapprove-a-dss-after-running-payroll)
- [Repoll a Reconciled DSS Entry](/doc/docs/repoll-a-reconciled-dss-entry)
- [Unreconcile a payment or deposit](/doc/docs/accounting-faq#how-do-i-unreconcile-a-payment-or-deposit)
- [Reasons to Unapprove a Transaction](/doc/docs/reasons-to-unapprove-a-transaction)

---

## Security

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

**Accounts Payable**

- Accounts Payable → AP Credit Memos → Unapprove Credit Memos
- Accounts Payable → AP Invoices → Unapprove AP Invoices
- Accounts Payable → AP Payments → Unapprove AP Payments
- Accounts Payable → Payment Runs → Unapprove Payment Runs

**Accounts Receivable**

- Accounts Receivable → AR Credit Memos → Unapprove AR Credit Memos
- Accounts Receivable → AR Invoices → Unapprove AR Invoices
- Accounts Receivable → AR Payments → Unapprove AR Payments

**Administration**

- Administration → Beginning Balance Transactions → Unapprove Beginning Balance Transactions

**Banking**

- Banking → Bank Deposits → Unapprove Bank Deposits
- Banking → Bank Recs → Unapprove Bank Recs
- Banking → Bank Transfers → Unapprove Bank Transfers
- Banking → Bank Withdrawals → Unapprove Bank Withdrawals

**Food**

- Food → AP Credit Memos → Unapprove Credit Memos
- Food → AP Invoices → Unapprove AP Invoices
- Food → Donations → Unapprove Donations
- Food → Inventory Counts → Unapprove Inventory Counts
- Food → Item Transfers → Unapprove Item Transfers
- Food → Waste Logs → Unapprove Waste Logs

**General Ledger**

- General Ledger → Journal Entries → Unapprove Journal Entries
- General Ledger → Payroll Journal Entries → Unapprove Payroll Journal Entries

**Sales & Cash**

- Sales & Cash → Daily Sales → Unapprove Daily Sales

---

## Unapprove a Transaction from All Transactions

Follow these steps to unapprove a transaction from the All Transactions Page:

*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)** If the transaction is applied to another transaction, **unapply** it before unapproving.**

1. Click the **Apply tab.**
2. Click the **checkbox** in the apply column.
3. Hover over the **save menu** then select **save.**

![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-Y5FBF0E2.png)

****4)** Hover over the **unapprove menu**, then select **unapprove**.**

![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-TTRIR8N8.png)

Once unapproved, users can make edits to the header and detail section of the transaction.

---

## Unapprove a Transaction from Specific Transaction Pages

Follow these steps to unapprove a transaction from the All Transactions Page:

*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-BD218FEA.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-1MI7RQS1.png)

****3)** If the transaction is applied to another transaction, **unapply** it before unapproving.**

1. Click the **Apply tab.**
2. Click the **checkbox** in the apply column.
3. Hover over the **save menu** then select **save.**

![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-Y5FBF0E2.png)

****4)** Hover over the **unapprove menu**, then select **unapprove**.**

![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-TTRIR8N8.png)

Once unapproved, users can make edits to the header and detail section of the transaction.

---

## 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 of the approved record that needs to be unapproved.**

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-8J7OMSEY.png)

****3)** Click **Unapprove**.**

The transaction status updates to *Complete*, the record is locked, and must be unlocked before changes are made.

![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-U13VIUE9.png)

![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-6AYEHDNE.png)

---

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