Transaction Approval Workflow

Once transaction approval has been set up, 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:

In this page…

Transaction Approval in Sales Modules

Once you enable transaction approval for sales modules, 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 perform the following actions on it:

Field Description
Invoice Mark Invoice as Sent, Record Payments, Apply Credits, Create Shipping Bill, Write Off, Use Retainer Invoice and Email Invoice.
Estimate Mark Estimate as Sent, Convert to Invoice, Convert to Sales Order and Email Estimate.
Sales Order Convert to Invoice, Convert to Open and Email Sales Order. You will also be able to Create Package and Create Shipment for the sales order if your Zoho Books account is integrated with Zoho Inventory.
Credit Note Convert to Open, Record Refund, Apply Credits and Send Email.
Retainer Invoice Mark Retainer Invoices as Sent, Record Refund and Send Email.

The transaction approval workflow for sales modules 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:

You will receive a notification once your transaction is approved.

Approving Sales Transactions

As soon as transactions are submitted for approval, the admins and approvers will be able to approve them.

To approve the transactions the approver or admin should:

The Approvers will be able to approve the transactions they create by selecting Save and Approve.

The Approvers can click Save and Submit for further verification by other Approvers/Admins, or choose any option they would like to perform on the transaction.

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

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

Transaction Approval in Purchase Modules

Once you enable transaction approval for purchase modules, it will be available for your Purchase Orders, Bills and Vendor Credits. Only when a transaction is approved, the user will be able to do the following actions on the particular purchase module:

Field Description
Bill Record Payments and create and,Vendor Credits.
Vendor Credit Record Refund and Apply Credit to Bills
Purchase Order Convert to Open and Convert to Bill

The transaction approval workflow for purchase modules involves two 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,

You will receive a notification once your transaction is approved.

Approving Purchase Transactions

The approvers and the admins will be able to approve the purchase transactions that have been submitted to them.

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.


Next >
Manage Approvals

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