How to: Approve Documents
When a document, such as a quote, order, blanket order, invoice, return order, or credit memo, has been submitted for approval, Microsoft Dynamics NAV sends it to the first approver in the sequence of approvers. As soon as this person has approved the document, it is automatically sent to the next approver, and so on, until all approvers have approved the document.
If you have been set up as an approver of specific documents, you can see a list of the documents sent to you for approval in the Approval Entries window.
To approve a document
In the Search box, enter Approval Entries, and then choose the related link.
Select the document that you want to approve.
On the Home tab, in the Process group, choose Approve.
If you determine that the document must be Changed or Rejected, you can also change the status from this window.
When the source document has been approved, Microsoft Dynamics NAV updates the status for the approval entry from Open to Approved. There are two paths for document approval notation: Document Status and Approval Entry Status. They compare as shown in the following table.
| Document Status | Approval Entry Status |
|---|---|
Open |
Created |
Pending Approval |
Open |
Released |
Approved |
If you have set up the document to require more than one approver, the Document Status for the document will remain as Pending Approval until all the approvers have approved the document. When all approvers have approved the document, the document's status is Released.
At the same time as the status change, when a document has been entered by, for example, the order processing department, the Approval Entry Status is Created, changes to Open, and remains Open until all of the approvers have approved the document. At that time, the Approval Entry Status changes to Approved.
Tip
- To see the document before you approve it, select the document in the Approval Entries window, choose Navigate, and then select Approval.
- You can set up Microsoft Dynamics NAV to send an email notification to each approver, notifying them that the approval process for this document has been canceled.
See Also
Tasks
How to: Change Approved Documents
How to: Reject Documents