How do I approve or reject a money change?

When a staff member edits or deletes a money entry, the change waits in Need approval until you decide. Open the request, compare the old and new figures, then press Approve or Refuse.

Where to find it

Admin › ERP › Accounts Department › Need approval (called Change approvals before). A small number on the link shows how many items are waiting, new entries included.

Only the store owner (Super Admin) sees everyone's requests and can approve them. A staff member who works with the cashbook or supplier bills sees the same link, but only with their own requests, and without the buttons.

Step by step

1. Open Need approval. The Waiting tab opens first.
2. Scroll to Changes & deletes (new entries waiting to count are listed above it, under New entries).
3. Read the top line of a request: Change or Delete, what kind of entry it is (Cashbook entry, Supplier bill or Factory sale), its date and amount.
4. Under it you see who asked, when, and the reason they wrote.
5. For a change, the small table shows each figure that changes: Now (what is saved) and Asked (what they want). If they sent a new receipt photo, open it with New receipt.
6. For a delete, you see the entry as it is today.
7. If you want, type a short note to the person (up to 500 characters).
8. Press Approve to make the change, or Refuse to keep the entry as it is.
9. Open the Decided tab to see past decisions, who decided and when, with the note.

Good to know

• Approve makes the change exactly as it was asked. For a delete, the entry is removed from the lists and totals.
• Refuse leaves the entry unchanged. A new receipt photo sent with that request is removed.
• One person has only one waiting request per entry. If they ask again, the new request replaces the old one.
• While a change waits, the entry shows waiting in the cashbook and on the supplier page.
• If the entry was already removed before you decide, approving simply closes the request with the note "The entry was already gone."
• You, as Super Admin, change or delete entries straight away. Your own edits never wait here.
• A brand-new entry by a staff member is not a change: it waits under New entries and is approved there. See How do I approve or refuse a staff member's money entry?

Common problems

• There are no Approve or Refuse buttons. You are signed in as a staff member. Only the Super Admin can decide. No other tick can open them for staff.
• A red "Not done" message appears. The change could not be applied, so the entry stays as it was. Read the reason in the message, then ask the person to send a corrected request.

Related

• What is Need approval?
• Why do money edits and deletes wait in Need approval?
• How do I enter money in, money out and transfers?
• How do I enter a supplier bill and a payment?