Approvals

Purpose

The Approvals module in AccuBooks Plus establishes internal control and data integrity within your accounting system. It ensures that transactions or entries created by a specific user do not get posted immediately. Instead, they must pass through a designated multi-stage review process—Checking and Approving—before they are finalized in the system records. This helps prevent fraud, minimizes human errors, and maintains an audit trail.

Key Workflow Concepts

• User (Creator): The person who enters the transaction or data into the module.
• Checker: The first line of review. They verify the accuracy of the details, attachments, and entry classifications.
• Approver: The final authorizing authority who signs off on the entry to post it officially to the books.

How to Create a New Approval Workflow

Follow these steps to set up a new approval rule:

1. Look at the top right corner of the main Approvals workspace panel.
2. Click on the blue button labeled + Add.
3. In the form that appears, select the specific accounting Module (such as Sales, Cash Receipts, or Cash Disbursements) you want to restrict.
4. Choose the specific User whose entries will require verification.
5. Assign one or more users to the Checker field.
6. Assign one or more users to the Approver field.
7. Click the Save or Submit button to activate the new approval rule.

How to Edit an Existing Approval Workflow

Follow these steps to update a rule that has already been created:

1. Locate the approval rule you want to change from the main list.
2. Look at the far right side of that rule's row under the Actions column.
3. Click the blue action button (the icon shaped like a document/edit page).
4. Modify the fields as needed (you can change the Checkers, add new Approvers, or reassign users).
5. Click the Update or Save button to apply your changes.

Additional Module Features

• Approval Type: Located next to the Add button, this configuration allows you to define global rules or levels for how approvals behave across the system.
• Search and Filter: You can use the search bar at the top right of the list to quickly find rules by Module name or User.
• Sorting: Use the drop-down filters above the list to organize your view by Last Added, Module, or User in either Ascending or Descending order.