## Documentation Index

Access the complete documentation index at:
https://www.zoho.com/qa/books/help/llms.txt

Use this file to discover all available documentation pages before proceeding.

# Vendor Approvals

It is essential for businesses to buy goods and services from reliable vendors. This helps them manage risk and maintain quality. Adding an approval process for new vendors helps businesses manage vendor relationships better. Approvals in Zoho Books help organisations in this. Once you set up an approval flow, vendors are created in Draft status and must be submitted for approval. Approvers can check the vendor details and only approve vendors who they believe are trusted and reliable. Users can only create transactions for approved vendors.

**Note:** This feature is a part of the Zoho BillPay add-on for Zoho Books. Purchase the add-on to enable the feature for your organisation.

## Enable Approvals

To enable Approvals for the Vendors module:

*   Go to **Settings** in the top right corner.
*   Click **Customers and Vendors** under _General_.
*   Click the **Vendor Approvals** tab.
*   The default _Approval Type_ will be **No Approvals**. Select the preferred approval type.

Approval Type

Description

No Approval

Further actions can be performed on vendors without the need for approval.

Simple Approval

Any admin or approver can approve vendors. Further actions can be performed only after the vendor is approved.

Multi-Level Approval

Set up to 10 levels of approval. Further actions can be performed only when all the selected approvers approve the vendor.  
  
Click **Add New Level** to add another level of approver and select the approver.

*   Click **Save**.

![Select the preferred Approval Type](/books/help/images/billpay-addon/vendor-approvals/enable-approvals.png)

With this, Approvals will be enabled for the Vendors module in Zoho Books. All new vendors added or onboarded will be in the Draft status, and they must be submitted for approval.

* * *

## Submit Vendors for Approval

After you’ve created vendors, you must submit them for approval. Here’s how:

*   Go to **Purchases** on the left sidebar.
*   Click **Vendors**.
*   Click _All Vendors_ at the top and select **Draft Vendors**.
*   Click the vendor you want to submit for approval.
*   Click **Submit**.

![Click Submit to sbmit the vendor for approval](/books/help/images/billpay-addon/vendor-approvals/submit-vendor.png)

The vendor will be submitted for approval, and any user with approval access can approve them.

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## Approve a Vendor

To approve vendors in Zoho Books:

*   Go to **Purchases** on the left sidebar.
*   Click **Vendors**.
*   Click _All Vendors_ at the top and select **Submitted Vendors**.
*   Click the vendor you want to approve.
*   Click **Approve**.

![Click Approve to approve the vendor](/books/help/images/billpay-addon/vendor-approvals/approve-vendor.png)

*   Click **Yes** in the pop-up that appears.

The vendor will be approved, and users in your organisation can now create transactions for the purchases made from the vendor.

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## Reject a Vendor

To reject a vendor:

*   Go to **Purchases** on the left sidebar.
*   Click **Vendors**.
*   Click _All Vendors_ at the top and select **Submitted Vendors**.
*   Click the vendor you want to reject.
*   Click **Reject**.

![Click Reject to reject the vendor](/books/help/images/billpay-addon/vendor-approvals/reject-vendor.png)

*   Enter the reason for rejecting the vendor and click **Reject**.

The vendor will be rejected, and transactions cannot be created for this vendor.

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## Resubmit Vendor for Approval

If your approver rejects a vendor due to missing or incorrect details, you can correct these details and resubmit the vendor for approval. Here’s how:

*   Go to **Purchases** on the left sidebar.
*   Click **Vendors**.
*   Click _All Vendors_ at the top and select **Rejected Vendors**.
*   Click the vendor you want to resubmit for approval.
*   Click **Resubmit**.

![Click Resubmit to resubmit the vendor for approval](/books/help/images/billpay-addon/vendor-approvals/resubmit-vendor.png)

*   Click **Yes** in the pop-up that appears. The vendor will be resubmit for approval.

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## Disable Approvals

To disable approvals for the Vendors module:

*   Go to **Settings** in the top right corner.
*   Click **Customers and Vendors** under _General_.
*   Click the **Vendor Approvals** tab.
*   Click **No Approval**.
*   Click **Save**.

![Click No Approval to disable Approvals for the Vendors module](/books/help/images/billpay-addon/vendor-approvals/disable-approvals.png)

Approvals will no longer be required for vendors. Users in your organisation can create transactions for vendors as soon as they are added to your organisation.