Transaction Approval

Transaction Approval allows you to verify and approve the transactions that your employees create in Zoho Inventory. So you can now approve the transactions created before they reflect in your accounts. 

Introducing an approval workflow helps to avoid situations where a wrong item or an incorrect quantity may be recorded while making a purchase. Let’s look at a scenario to understand this better.   

Scenario: 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.  

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 two step process:

Enabling Transaction Approval

The first step in setting up the approval workflow is to enable the approval option to start approving purchase orders and bills raised by the users in the organization.

To enable transaction approval, 

enable-approval

Note: If you have an integrated Zoho Books account, then you will have to enable this feature through the Zoho Books organization.


Adding Approvers

The users with Admin role 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 Inventory organization and enable approval permissions.

To add approvers,

Step - 1 : Create a new role

new-role

more-permissions

Step - 2 : Assign the role to a user/invitee

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

Note: You can learn more about Users and Roles here.


Transaction Approval Process

Once transaction approval has been set up, the transactions created henceforth, will undergo an approval process. This involves two important steps:

  1. Submitting for Approval
  2. Approving 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, 

save-submit

You will receive a notification once your transaction is approved. 

approval notification


Approving Transactions

Once the transaction has been approved, the users of the organization will be able to perform all actions associated with the entity. To approve the transactions the approver/admin should,

approve

save-approve

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.


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