Approvals queue reference

Orders → Approvals lists the purchase orders, vendor deposits and bill payments that need a decision. The number beside Approvals in the navigation menu is how many requests are waiting on you. This page describes every view, filter, column and action on the queue, and the approval filters on the purchase order, vendor deposit and purchase invoice lists. For the steps, see Approve or reject a request.

Everyone who can sign in can open the queue. What each person sees depends on the view and their permissions, as described below.

Page tabs

Tab	What it shows
Approvals	The queue. A number shows how many requests are waiting on you.
My delegation	Your own out-of-office hand-offs. See Hand off approvals while you're away.

Under the title, the page reads Purchase orders, vendor deposits and bill payments that need a decision. Click a row to review it here — J/K move · A approve · R reject.

Views

View	What it lists	Who sees it
Waiting on me	Waiting requests whose current step you can approve, including as someone's delegate. A number shows how many. Oldest first.	Everyone. This is the default view.
All pending	Every waiting request, whoever it's waiting on. Oldest first.	Administrators and people with the Approval Policies → View rules permission.
History	Finished requests: approved, rejected, withdrawn or superseded. Most recently finished first.	Everyone. Administrators and View rules holders see every request. Everyone else sees the requests they raised or decided.

Above the table, Save view and Views let you save and reopen a combination of view, filters and columns.

Search and filters

The search box reads Search documents, suppliers, tiers…. You can search by ID, Document #, Supplier, Tier or Title.

Filter	Options	Views
Document	Purchase order, Vendor deposit, Bill payment. Pick one or more.	All
Supplier	All, or one supplier	All
Requested by	Anyone, Me, or a person who raised a request in the list	All
Age	Any age, Older than 24 hours, Older than 3 days, Older than 7 days	Waiting on me and All pending
Status	Approved, Rejected, Withdrawn, Superseded. Pick one or more.	History
Self-approved	All, Yes, No	History, on a computer
Overridden	All, Yes, No	History, on a computer

Switching view clears the Status, Self-approved and Overridden filters. Switching to History also clears Age.

Advanced Filters adds conditions on ID, Document #, Supplier name, Tier, Amount (base currency), Amount (document currency), Requested and Completed. Columns shows or hides columns. Reload fetches the list again.

You can't export the queue or its history.

Columns

Column	What it shows
Request	The request's number, for example #3. Click it to open the review drawer.
Document	A chip for the kind of document (PO, Deposit or Bill payment) and the document number, which links to the document. A Re-approval chip shows when the request is a re-approval.
Supplier	The supplier, linked to its page.
Amount	The amount in the document's currency. When that isn't your base currency, the base-currency amount shows underneath.
Tier	The tier the amount falls in, for example Up to $10,000.
Step	The current step, for example 1 of 2. Hover to see the step's name.
Waiting on	The initials of up to four people who can approve the current step, then +2 for the rest. No eligible approver in red means nobody can approve it.
Requested by	Who raised the request, or System.
Requested	In the waiting views, how long ago, for example 5h or 3d. It turns red and bold after 3 days, whatever your reminder settings. In History, the date and time.
Completed	When the request finished. Hidden until you turn it on under Columns.
Status	The status chip, plus Self-approved, System or Escalated where they apply. See the Approval status reference.

On a phone, each request is a card with the document number, its type chip, the status and a menu.

Row actions

The ⋯ button at the end of each row opens these actions:

Action	What it does	When it's unavailable
Open document	Opens the purchase order, deposit or bill in a new tab.	—
Approve	Asks Approve request — Approve PO-0064 for $4,280.00? — then approves the current step as you.	You're not an approver for this step. or This request is no longer pending.
Reject	Opens Reject approval request. A reason of at least 3 characters is required, and the requester is notified with it.	Same as Approve.
Send reminder	Reminds the current approvers. The toast reads Reminder sent.	Only pending requests can be reminded. Only the requester or an administrator can send one, and only every few hours. Otherwise you see Only the requester or an administrator can send a reminder. or A reminder was sent recently — try again in a few hours.
Copy link	Copies a link to the document that opens the approve dialog for whoever follows it, if they can approve. The toast reads Link copied.	—

Right-click a row for the same actions, plus Open purchase order (or vendor deposit, bill payment), Review here, Show Matching, Filter Out and Copy.

Selecting several requests

Tick rows to select them. A bar appears with:

• N selected, plus · N you can't approve will be skipped when some aren't yours to approve
• Clear
• Reject selected — one reason is sent with every rejection. Requests you can't act on are skipped and listed afterwards.
• Approve selected — asks Approve 4 requests with Each request is approved as you, on its current step. More than 25 requests run in the background, and the dialog says This runs in the background — track it in the job tray.

Afterward, a summary such as 2 approved · 1 skipped appears. When rows were skipped, a dialog lists each one under Skipped with the reason. See Approve requests in bulk.

Review drawer

Click a row on a computer to open the review drawer on the right. On a phone, tapping a card opens the document instead.

Part	What it shows or does
Header	The document chip and number (a link), Open in a new tab, the position such as 2 of 4, Previous, Next and Close.
Summary	The supplier, requested by name, how long ago, the amount, and chips for the tier, step and status.
What's being approved	The document's title, why the request was raised (for example Approval requested or Re-approval: amount increased), and the requester's note.
Approval	A compact Approval card with the timeline.
Note	(optional for approve, required to reject). Up to 1,000 characters.
Reject	Rejects with the note as the reason. Without a note, it shows A reason is required to reject.
Approve & next	Approves with the note and moves to the next request.

When you can't approve, the reason shows above the buttons, and the buttons are unavailable.

Keyboard shortcuts

While the drawer is open and you're not typing in a field:

Key	Action
J	Next request
K	Previous request
A	Approve & next
R	Reject. Type a reason in Note first, or you see Type a reason, then press R again to reject.

If the document changed and a newer request replaced the one you're looking at, the drawer warns This request was replaced by a newer one after the document changed — review it before deciding.

Empty and error states

Message	When
Approval policies are off — Purchase orders, deposits and bill payments don't need approval yet.	No policy is on. People who can edit policies also see Set up approvals.
You're all caught up — Nothing is waiting on your approval.	Waiting on me is empty. View history switches to History.
Nothing is pending approval	All pending is empty.
No approval history yet	History is empty.
No approvals match these filters	Your filters hide everything. Clear filters resets them.
Couldn't load approvals.	The list failed to load. Click Retry.
That approval request couldn't be found.	A link pointed to a request you can't open, or one that no longer exists.

Approval filters on the document lists

The purchase order, vendor deposit and purchase invoice lists have their own approval filters. Each My approvals filter appears only while a policy covers that kind of document.

Purchase orders list

Filter or chip	Options
My approvals	All, Awaiting my approval, Re-approval needed
Approval Status (under Advanced Filters, in Statuses)	Not Requested, Awaiting Approval, Approved, Rejected
Chips in the Status column	Awaiting Approval, Approval Rejected, Re-approval needed

See Browse and manage the list for the rest of the list.

Vendor deposits list

Filter or chip	Options
My approvals	All, Awaiting my approval
Status	Includes Pending Approval, which the status chip on each row calls Payment Requested, and Approved

Purchase invoices list

While the bill payment policy is on, the list separates two kinds of approval:

Filter	Options	What it filters
Payment Approval	All, Awaiting approval, Approved, Rejected, Not requested	Whether paying the bill is approved under the policy. Also available under Advanced Filters.
My approvals	All, Awaiting my approval	Bill payments waiting on you.
Match Approval	All, Pending Approval, Approved, Rejected, Auto-Approved	The bill's 3-way match, which has nothing to do with the payment policy. While the bill payment policy is off, this filter is called Approval Status.

See the Purchase invoices reference for the rest of the list.

Related

• Approve or reject a request
• Approve requests in bulk
• Withdraw a request or send a reminder
• Approval status reference
• Approval messages reference