Transaction Approval

Transaction Approval allows you to verify and approve the transactions that your employees create in Zoho Books. So, only the transactions that are approved reflect in your accounts and reports. 

Introducing an approval workflow will let you set additional validations while recording transactions in your Zoho Books organization. This helps to avoid situations where a wrong item or an incorrect quantity may be recorded while making a sale/purchase. Let’s look at a scenario to understand this better.   

Jason is a business owner and has multiple employees working for him. A newly appointed staff in the purchase department accidentally sends out a purchase order with a wrong quantity. Jason figures this out and wonders how he could have prevented this in the first place. Immediately, he sets up an approval workflow to ensure that all purchase orders his employees send has their managers’ approval.  

Similarly, you can enable Transaction Approval and the users in your organization can create and save transactions in the draft state and submit them for approval. Let’s see how you can set up transaction approval to prevent any possible mishap.

This document will help you learn about:

Setting-up Transaction Approval

Transaction Approval Setup is a three step process:

Enabling Transaction Approval

The first step in setting up the approval workflow is to enable the approval option to start approving sales and purchase transactions created by the users in the organization.

To enable transaction approval, 

enable-approval

Transaction Approval Preferences

Once you have enabled transaction approval, you can set your approval preferences. This will help you to restrict and define the role you would like to offer your approvers.

You will be able to find Approval Preferences below the Transaction Approval option. Check or uncheck the box if you would like to enable or disable a preference.

approval-preferences

Adding Approvers

The Admins of the organization have access to approve transactions. However, you can further extend this to your co-workers and add them as approvers. Approvers are users of the organization other than the Admins who have approval access. You can add users to your Zoho Books organization and enable approval permissions to add them as approvers.

To add approvers,

new-role

more-permissions

Once you have enabled permissions, you can invite new users to the organization as approvers. To invite new users,

invite-user

You can learn more about Users and Roles in this Help Document.

Enabling Approval Permissions for Existing Users

The admins of an organization will be able to approve all transactions. However, there may be cases where the admin would like to permit other existing users to approve transactions. To enable approval permission to users:

Understanding Transaction Approval Workflow

Once transaction approval has been set up, the users in your organization can start creating and submitting transactions for approval. Let’s see how transaction approval works for both sales and purchase transactions:

Transaction Approval in Sales Entities

Once you enable transaction approval for sales entities, it will be open for Invoices, Estimates, Sales Orders, Credit Notes and Retainer Invoices. Only when a transaction is approved, the user will be able to do the following actions:

The transaction approval workflow for sales entities involves two important steps:

  1. Submitting for Approval
  2. Approving Sales Transactions 

Submitting for Approval

The first step in transaction approval is to create and submit transactions for approval. To create and submit a new sales transaction:

sales-submit

You will receive a notification once your transaction is approved. 

Approving Sales Transactions

As soon as transactions are submitted, the respective approvers can approve them.

To approve the transactions the approver/admin should,

sales-approve

sales-approval

Once the transaction has been approved, the users of the organization will be able to perform all actions associated with the entity as mentioned above.

Note: You can quickly view the transactions pending for approval or approved transactions by selecting the filter Pending Approval or Approved.

approval-view

Transaction Approval in Purchase Entities

Once you enable transaction approval for purchase entities, it will be open for Purchase Orders, Bills and Vendor Credits. Only when a transaction is approved, the user will be able to do the following actions:

The transaction approval workflow for purchase entities again involves two important steps:

  1. Submitting for Approval
  2. Approving Purchase Transactions 

Submitting for Approval

The first step is to create transactions and submit them. The submitted transactions will be further processed once the approver has verified them. 

To create a new Bill/Purchase Order/Vendor Credit, 

save-submit

You will receive a notification once your transaction is approved. 

Approving Purchase Transactions

The approvers can approve the submitted transactions. To approve the transactions the approver/admin should,

approve

save-approve

Once the transaction has been approved, the users of the organization will be able to perform all actions associated with the entity.

Note: Once you approve a transaction, you cannot undo this action. You can however mark the transaction as Void and later convert it to the Draft state.

Was this document helpful?
Yes
No
Thank you for your feedback!
Want a feature?
Suggest
Switch to smart accounting software. Switch to Zoho Books.   Start my free 14-day trial