Approve Purchasing transactions

Purchasing transactions or groups of transactions awaiting your approval are viewed on the Approve transactions page.

If you are going to be unavailable to approve transactions, you can delegate your approval responsibilities to prevent delays. When you turn on out-of-office approval delegation in your personal preferences, new approval requests are sent to your delegate approver. To delegate approvals, Purchasing must have approval delegation enabled.
Subscription Purchasing
User type
  • Business
  • Employee
  • Project Manager
  • Warehouse
Permissions

Purchasing:

  • Approve purchase transaction: List
  • Purchasing approval levels: applicable levels

Permission for Purchasing approval levels is needed to approve transactions with permission-based approval policies.
Restrictions To view a specific list of supplies requests, you'll need a subscription to Supplies Inventory. For more information, see Approve supplies requisitions
If an employee user is an Unrestricted approver and Restrict employee user access to purchase documents is enabled in the Purchasing configuration, the delegate approver can still approve or decline purchasing transactions created by other users. However, the user cannot drill down into the details of a specific transaction and receives an error message about not having appropriate permissions to see the purchase transaction information.

Find purchase transactions to approve or decline

If email notification is turned on and you have the appropriate permissions, Sage Intacct sends you an email that a purchasing transaction is ready for your approval. If notifications are not enabled, you'll need to regularly check the Approve transactions list to see transactions that are ready for your approval. Go to Purchasing > All > Other transaction activity > Approve transactions.

To view a list of supplies requests requiring approval, go to Purchasing > All > Supplies Inventory > Approvals.

If you can't see any requisitions listed, make sure that the current view is set to View all.

You can also filter the list to only show recent updates:

  1. Select the All dropdown menu.

  2. Select Recently viewed, Recently modified, or All recently modified.

    • The list displays only those records that you have recently viewed or modified.

    • The list is tied to your individual activity within this group of records.

    • If you have not yet interacted with these records, filtering for recent activity will not return any records.

Approve or decline purchase transactions

Review the details of a transaction before you approve or decline it. You can approve or decline within a transaction or on the list of transactions waiting for approval.

Subscription Purchasing
User type
  • Business
  • Employee
  • Project Manager
  • Warehouse
Permissions
  • Approve purchase transaction: List
  • Purchasing approval levels: Applicable levels

Permission for Purchasing approval levels is needed to approve transactions with permission-based approval policies.

Approve or decline within a purchase transaction

Open an approval request to view the transaction details.

  1. Go to Purchasing > All > Other transaction activity > Approve transactions.

    If you are using Supplies Inventory, go to Purchasing > All > Supplies Inventory > Approvals.

  2. Select View next to the transaction you want to approve.

    To view the approval history and comments left by any previous approvers, select the Approval history link on the History tab.

  3. Select either the Approve or Decline button.

    A dialog box for comments appears.

  4. Enter any optional comments.
  5. Select Approve or Decline.

Approve or decline from the list of transactions

On the Approve transactions list, you can approve or decline one transaction at a time or a group of transactions.

  1. Go to Purchasing > All > Other transaction activity > Approve transactions.
  2. Select the checkboxes to the left of the transactions you want to process, and select either the Approve or Decline button.
If you process purchase requisitions from the Process Transactions list page or Approve Transactions list page, which generally processes multiple transactions to approve and process purchase requisitions, Spend Management passes the transactions through without validation.

Field descriptions

Column Description

View all and

View submitted

Modify the view on this page:

  • View all: View all purchase requests which are yet to be approved, and which are available for payment (the bill is available to pay on the Pay bills page and shows a state of Posted).

  • View submitted: View the bills which have been submitted to you for approval.
Approve Select this link to approve the transaction.
Decline Select this link to decline the transaction.
Request status

Displays one of the following:

  • Submitted: The transaction is awaiting approval.
  • Partially Approved: The transaction has been approved by at least one approver but requires additional approval.
  • Declined: The transaction was declined by an approver.

The Approve Transactions page view defaults to Submitted. Select View all to view transactions that have all Request Statuses.
Requester The user ID of the user who submitted the purchasing transaction for approval.

Document number

The unique transaction identifier.

Type

The type of purchasing transaction. For example, a Purchase Requisition, Purchase Order, and so on.

Supplier name

The supplier associated with the transaction.
Date requested The transaction date.
Due date The date payment is due.

Txn currency

The currency in which the transaction is expressed. This column is only applicable to multi-currency companies.
Transaction total The total value of the transaction expressed in the transaction currency.

Base currency

The functional currency for the transaction. This column is only applicable to multi-entity, multi-currency companies that have multiple base currencies enabled and is only displayed at the top level.

Base total

The Transaction total expressed in the base currency.