Pending Approvals

One queue of sale documents over your approval threshold that are waiting for you to approve them.

Pending Approvals collects the sale documents waiting for an approver: quotations, orders, invoices, returns and delivery notes at or above your approval threshold. You can approve them here without opening each one.

Before you begin

• Approval thresholds are set per document type in Sales Preferences, under Approval Workflow. A threshold of 0 turns approval off for that type.
• Until you save Sales Preferences once, every threshold is Rs. 1,000,000.
• You only see the types your role can approve, for example the sale invoice approve permission. See Users & Roles.
• With Maker-checker (segregation of duties) on, you cannot approve a document you created yourself. Another approver must do it.

Where to find it

Open Sales → Overview → Pending Approvals.

Approve a document

1. Look at the Type, Party, Amount and how long it has been Waiting.
2. To check the details first, click the document number or Open.
3. Click ✓ Approve on the row.

The row leaves the queue and a message confirms it, for example Sale Invoice SI-0042 approved. The person who entered it can now carry on: confirm the invoice or return, convert the order or quotation, or issue the delivery note.

To see documents from every branch, tick All branches. A Branch column appears. Click ↻ Refresh to reload the queue.

What approval does not do

Approving does not post anything. An invoice, return or delivery note still has to be confirmed, which is when stock and the books change. See Sales Invoices, Sales Returns and Delivery Notes.

Common questions

The queue is empty but a colleague says an invoice is waiting. Its total may be below the threshold, it may be in another branch, or your role may not have that type's approve permission. Tick All branches and check again.

Approve shows an error about maker-checker. You created that document. Ask another approver.

How do I stop needing approval? Set that document type's threshold to 0 in Sales Preferences.

A sale order below the threshold is not here, but it still says Approve. Every sale order is approved on the order itself before it can become an invoice. Only orders at or above the threshold come to this queue. See Sales Orders.

Why is the Waiting count highlighted in amber? The document has waited three days or more.