Zoho Inventory

Help Docs

Transaction Approval Process

After setting up transaction approval, the users in your organization can create and submit transactions for their supervisors to approve. Let’s see how transaction approval works for both sales and purchase transactions:


Sales Approval Workflow

Transaction approval for sales entities will be open for Invoices and Sales Orders. Only when a transaction is approved, a user will be able to do the following actions:

Sales Approval Flow

Purchase Approval Workflow

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

Purchase Approval Flow

Inventory Approval Workflow

Once you enable inventory approval, it will be open for Quantity Adjustments. Only when an adjustment is approved, the new quantity will be reflected on the stock.

Inventory Approval Flow

Submit Transaction for Approval

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

save-submit

sales-submit

You will receive an in-app notification if your transaction is approved. 


Approve Transactions

As soon as transactions are submitted, the respective approvers will be notified of it (as per the configured settings).

To approve the transactions, the approver/admin should:

approve

Pro Tip: Learn how you can reject a transaction in case of errors.

Users who are approvers can approve their own transaction instantly by clicking the Save and Approve button from the dropup. 

save-approve

If the transaction has been approved, the submitter will receive a notification and the users of the organization will be able to perform all actions associated with the entity.

approval notification

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.


Reject Transaction

Admins and approvers can reject a transaction in case of any mistakes with the reason for rejection. The submitter can then make the necessary changes and resubmit the transaction for approval.

To reject a transaction:

Reject Button Reject Reason

Resubmit Transaction

If a transaction has been rejected by an approver for specific reasons, the submitter can make changes to it and resubmit it for approval.

To resubmit a transaction:

Resubmit Button

If the approver is satisfied with the changes made then they’ll approve the transaction. You can then carry on with performing more actions to the approved transaction.


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