Approvals

Approvals, under Inbox, is one list of everything waiting for your decision: requests such as expenses, staff advances, advance spend, reallocations, finance releases, budget revisions, budget approvals, purchase orders, direct purchases, stock adjustments, stock counts and stock transfers, and held changes such as a ledger entry, a budget edit or a new supplier. The number beside it is how many wait for you.

Who decides what is set under Approval config.

Waiting for me

Oldest first. Filter with All, Budget, Procurement and Stock. Each row shows its type, what it is, its amount, its budget line or location, who made it and since when, and its progress, for example Step 1 of 2 · 3 of 5 approved.

• Approve (with an optional comment) or Reject (with a reason) right from the list, or Open it first.
• A held change opens on its own page, with what it changes Before and After. The last approval applies it; if it no longer fits, it is marked Failed instead (see When an approved change fails).
• A row disappears from your list once you have voted, even if others still have to.
• On an over-budget expense, advance or purchase, a finance approver can approve with an override reason, as on the request itself.

All pending

People with the Approval config permission also see All pending: everything open in the workspace, including what they can’t decide, with who it is waiting on.

Nothing is refused for lack of approvers. A request or change is marked Stuck when too few people can approve its current step, for example because nobody else holds the role, or a named approver left. The admins get an alert when that happens. To unblock it:

• On a role step, give someone the role under Users, or add a user with it. They count at once.
• On a step with named people, click Replace approver:
  1. Under Replace, choose someone who hasn’t voted yet, or Add a person to add one more approver to the step.
  2. Under With, choose who decides.
  3. Click Replace approver or Add a person.

Everyone affected gets an alert, and the change is in the Audit logs. You can also use this for a request waiting on someone who is away.

On a request

Every request and held change shows its approval chain: each step, how many approvals it has out of how many it needs, who voted and when, with their comment, and who is still to vote.

If you made it and it is still waiting, Remind approvers sends the people on the current step an alert. You can do it once an hour.

On the phone

The mobile app’s Approvals tab shows the same list. See Mobile app.