Payment Approvals

Payments above a certain size should not be posted by the person who registered them. This module lets accounting settings define an approving user, an amount threshold and a currency. When a payment exceeds the threshold it is held in a Waiting For Approval state until the approver approves or rejects it. It is used by accountants and finance managers and plugs into the Accounting payment form. The benefit is control over large payments with a clear audit of the decision.

1. 1

   Configure approval in settings

   In the Accounting settings the administrator ticks Payment Approval and fills the Approver user, the Amount threshold and the Currency. The values are saved as system parameters. Approval only applies when the option is on.

   • Settings: Payment Approval, Approver, Amount, Currency
   • Stored as system parameters
2. 2

   Register the payment

   An accountant creates a customer or vendor payment in draft and presses Confirm. The system compares the amount with the threshold, converting to the approval currency when the payment currency is different. Payments at or below the limit post as usual.

   • Currency conversion at payment date
   • Amount at or below limit posts normally
3. 3

   Payment waits for approval

   If the amount is higher than the limit the state becomes Waiting For Approval and the payment is not posted. The status bar shows the extra states Waiting For Approval, Approved and Rejected. The accountant cannot post it meanwhile.

   • New states: Waiting For Approval, Approved, Rejected
   • Payment not posted while waiting
4. 4

   Approver approves or rejects

   Only the configured approver sees the Approve and Reject buttons, decided by the Approving Person field. Approve moves the payment to Approved, Reject moves it to Rejected. Other users cannot change the state.

   • Buttons: Approve, Reject
   • Visible only to the approver
5. 5

   Post the approved payment

   Once Approved, the payment can be confirmed and posted, and the module allows posting from the approved state. A message says only a draft or approved payment can be posted, and posting is blocked when a reconciled invoice is not open. The journal entry is then created as normal.

   • Post allowed from Approved
   • Blocked if a reconciled invoice is not posted

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