Approve Transactions

Approve Transactions



This function facilitates the approval or rejection of invoices and credit notes that have been captured. Transactions can be approved per invoice or per invoice line (item) allowing for invoices to be partially approved. The current approval/rejection status is saved instantly once selected even if the selection has not been confirmed (sent for processing).

Approve and reject transactions

  • To filter through available transactions, make use of the drop down box to narrow the search field
  • Filter by selecting a specific creditor account
  • Filter by selecting transactions due within a certain time period
  • All transactions that meet the criteria of the selections made.
  • To view the detail of the items that are captured on a specific Invoice or Credit Note, click on the blue button next to the relevant transaction amount.
  • The line will expand to display the detail lines of the transaction.
  • To approve transactions, click in the relevant radio button in the ‘Approve column’
  • To reject transactions, click in the relevant radio button in the ‘Reject column’
  • When a transaction is highlighted in Green, it means that the full transaction has been approved.
  • When a transaction is highlighted in Orange, it means that the transaction has only been partially approved.
  • To hide the detail lines of a transaction when you are done, click on the blue button to retract the item lines:
  • Click on the " Approve for payment "  button to process the options selected.
  • The partially approved transaction(s) are now sent back to the transaction processing step (invoices/credit notes) to correct any errors that were indicated during the rejection step.  
  • When a transaction is highlighted in Red, it means that the transaction is going to be rejected.
  • Individual rejection reasons can be selected per item.
  • Select a reason for rejecting the transaction from the drop down box: (This list may be expanded / consolidated in the future. )
  • Click on the " Approve for payment/Reject " button to confirm approval/rejection selections
  • Click on the " OK "  button to continue.
If you have made marked certain ‘radio buttons’ but you have not yet clicked on the " Approve for payment/ Reject "button before navigating away from this screen, the system will automatically store the selections, for approval/rejection at a later stage but it will NOT pass the transactions on for further processing.
  • Once the transaction has been re-submitted for approval it will display highlighted in Orange, as it is a partially accepted invoice :
  • Click on the blue radio button next to the transaction to view the detail of the items that are captured on the specific Invoice or Credit Note
  • To approve the full invoice, you can click on the radio button  highlighted in Orange ,
  • Click on the radio button  for the item that needs to be approved/rejected 
  • Click on the " Approve for payment/ Reject "button to confirm approval/rejection selections
  • Click on the " OK "  button to continue.
  • The cycle will repeat itself between invoice submission and invoice approval until the invoice is either approved or removed/deleted from the system.


Only the user(s) who have ‘Approve Creditor Transactions’ rights allocated to them can approve transactions.
The system will create a task for the user with ‘Approve Creditor Transactions’ rights.
Why can I not see an invoice I have sent for approval under Finances | Creditors | Approve Transactions
The Creditor account on which the invoice was created is ‘Unverified’.  Staff members with the necessary user rights to Verify Creditor accounts, must verify the captured supplier details, then the invoice will be available to approve.

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