Documentation/ Checking the document header/ Approving and rejecting
Approving and rejecting a document
Approving is agreeing with what the system read off the document. It is what the ERP send needs: an unapproved document never leaves Dijit.app.
Document › Approve, or list › tick them › Approve selected
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What approving means
Approving is saying that what was read is right and that the document can go on to the accounts or to the management system.
It is not a formality: it is the point at which a person takes on the content. The system checks and flags, but the sign-off comes from you, or from the approval route you have set up.
Approving one document
From the editing screen, with the document open. The application asks you to confirm before it applies the approval.
It is the way to do it when a document came in flagged and you have been through it: correct, save, check the status has cleared, approve.
Approving in a batch
From the list, ticking documents and using Approve selected. The confirmation says how many are about to be approved.
The usual end-of-day routine:
- Filter by the validations correct status.
- Select the documents that are loaded.
- Approve the batch.
Those documents have passed every check: opening them one at a time buys you nothing.
Remember that ticking only reaches the records loaded in the list, not the whole total. To approve a complete period, narrow it with filters first.
Taking the approval back
An approved document can be unapproved, with the same confirmation. It goes back to where it was and stops being available to send.
It is what you do when something was approved by mistake, or when something turns up later, a credit note, a delivery note that never arrived, that means going back to it.
If the document has already gone to the ERP, unapproving it in Dijit.app does not withdraw it from the receiving system. You have to put that right there too.
Rejecting
Rejecting marks the document as set aside. You use it when the document should not carry on through: a duplicate you are keeping for the record, a document that is not your company's, or one the supplier has cancelled.
| Action | What it does | Can you undo it |
|---|---|---|
| Approve | Signs it off and opens up the send. | Yes, by unapproving |
| Reject | Marks the document as set aside. | Yes, by changing the status |
| Delete | Deletes the document. | No |
Rejecting beats deleting when you want a record that the document existed and was set aside.
Approving with a warning showing
A review status does not stop you approving. Some documents do not add up because that is how the issuer raised them, and forcing them to add up would take them further from the original.
The rule: if checking against the original document confirms the data reflects what the paper says, approve it. If the difference has to be taken up with the supplier, approve it anyway and write it down in a query.
What happens next
- The document goes to Approved by user.
- It becomes available for the ERP send or the accounting export.
- It can still be edited: approving does not lock the document.
- After the send, its status becomes Sent to ERP.