Once a money entry is saved, it stays as it is. Only a Super Admin (the store owner) can change or delete it straight away. When anyone else edits or deletes an entry, the change is kept in Need approval and happens only after a Super Admin approves it. This way nobody can quietly change the books.
Where to find it
Admin › ERP › Accounts Department › Need approval (this link was called Change approvals before). Edits and deletes are under Changes & deletes on that page.
The number on the link shows what is waiting. The owner sees every waiting request. A staff member sees only their own.
The same page also holds New entries: since November 2026, a new money entry or supplier bill by anyone other than a Super Admin waits there too, and counts only once approved. See What is Need approval?
How it works
It covers three kinds of entry: cashbook entries, supplier bills and factory sales.
- A staff member opens an entry and presses edit or delete. The form warns them that the change goes to the Super Admin, and asks Why change it? (optional).
- They save. The entry does not change. They see "Sent to the Super Admin for approval".
- In the cashbook, the entry shows a "waiting" badge.
- The owner opens Need approval and scrolls to Changes & deletes. Each request shows who asked, when, the reason, and a table of Now and Asked for every figure that would change. A new receipt can be opened from there.
- The owner presses Approve (the change is made) or Refuse (the entry stays as it was), with an optional note.
- Decided requests move to the Decided tab, with who decided and when.
Example: a Manager entered ৳1,200 for packaging but the bill says ৳1,020. They edit the amount and write "typing mistake". The owner sees ৳1,200 under Now and ৳1,020 under Asked, and approves.
Who can change what
| Who | Change or delete |
|---|---|
| Super Admin (owner) | Any entry, straight away |
| Anyone else | Only entries they entered themselves, by asking |
Good to know
- One waiting request per person per entry. Asking again replaces the earlier request.
- Deleted entries are kept in the database, not wiped.
- Nothing to do with staff leave. Leave and advance applications are approved in Requests & messages.
- Need approval needs the "Cashbook, accounts, suppliers & approvals" part in your package after the free trial.
Common problems
- "Sent to the Super Admin for approval" but nothing changed. That is expected. It changes when the owner approves.
- A staff member has no edit button on an entry. They did not enter it, or it is on an account they cannot use.