Enhanced interface

Approve or decline a vendor

When vendor approvals are enabled, users with the appropriate permissions can approve or decline vendor records.

Until a new or updated vendor record is approved, Accounts Payable and Purchasing transactions for that vendor are subject to the following restrictions:

Transactions can be saved as drafts, only.
Transactions that were already posted cannot be edited.
Transactions cannot be selected for payment.

Subscription	Accounts Payable
Regional availability	All regions
User type	Business, Employee
Permissions	Approve vendors: List When approving vendors, users are limited to viewing the changes to which they have permissions. For example, to review changes made to bank file details for a submitted vendor, the approver must have the Vendors: Unmask bank details permission.
Configuration	Vendor approval enabled.

Go to Accounts Payable > All tab > Approve vendors.
- Top level view: If you're viewing vendors from the top level, you only see vendors added or edited at the top level. To view pending approvals for the entity level, select Include private. You'll need to slide into the entity to approve or decline these vendors.
- Entity view: If you're viewing vendors within an entity, you only see vendors created within your entity. To view vendors added or edited at the top level, select Include top-level transactions. To approve or decline a top-level vendor, slide into the top level.
If you do not see the Approve vendors option in the menu, contact your admin to verify that you have Approve vendors: List permission.
Filter the approval list to see only those vendors that you want to act on.
To create complex filters, use Advanced filters.
To show additional columns, change the column order, sort, and filter, create a new view that you can reuse each time you approve vendors.
Review changes to vendor information:
1. Select View next to the vendor name.
2. Select More actions > View the audit trail to see changes made by the submitter.
3. Select Done when finished.
To approve or decline the vendor:
1. If viewing the vendors in the list, select the checkbox next to the vendor.
  If you select multiple vendors, you will not be prompted to add comments.
2. Select Approve or Decline.
  These options are available on both the list and the vendor record.
3. Optionally, enter Comments.
  For example, if you are declining the vendor due to errors, you might want to provide a reason so that the submitter can make corrections.
4. Select Approve or Decline again.

Next steps

The submitter receives notification of your action when the following is true:

Your organization configured vendor approval to include email notification.
The submitter set their user preferences to receive vendor approval notifications.

After you approve a vendor, Accounts Payable and Purchasing transactions for the vendor can be posted.

If you decline a vendor, the submitter can edit the vendor and resubmit for approval.