The Approve Transactions function allows authorised users to approve or reject captured creditor invoices and credit notes. Transactions can be approved per invoice or per individual line item, enabling partial approval.

Finances > Creditors: Approve Transactions

• Only users with Approve Creditor Transactions rights can use this function. When an invoice is submitted for approval, a task is automatically created for these users.

• Approval/rejection status is saved instantly when a radio button is selected, even before clicking the confirm button. However, transactions are not processed until the Approve for payment / Reject button is clicked.

How do I approve or reject transactions?

1. Use the drop-down filters to narrow by creditor account and/or due date period.

2. Click the blue button (+) next to a transaction to expand its line items.

3. To approve, click the radio button in the Approve column. To reject, click the radio button in the Reject column.

4. For rejections, select an individual rejection reason per line from the drop-down.

5. Click Approve for payment / Reject to confirm, then click OK.

Colour indicators:

• Green = fully approved.

• Orange = partially approved.

• Red = will be rejected.

What happens with a partially approved invoice?

Partially approved transactions are sent back to invoice/credit note processing for correction of rejected lines. Once resubmitted, they appear highlighted in orange. The cycle continues until the invoice is fully approved or deleted from the system.

Frequently asked questions

Why can I not see an invoice I submitted for approval?

The creditor account on which the invoice was created is Unverified. A user with rights to verify creditor accounts must verify the supplier details first. Once verified, the invoice will be available to approve.

What if I selected radio buttons but navigated away before clicking Approve for payment?

The system saves your radio button selections automatically, but the transactions will not be processed. You will need to return to the screen and click Approve for payment / Reject to finalise.

Can I approve some lines and reject others on the same invoice?

Yes. Transactions can be partially approved by approving or rejecting individual line items. Rejected lines are returned for correction and resubmission.