What this page is for
Decide which refunds, credit notes and write-offs need someone to approve them before they happen. Without a matching rule, they go ahead at once.
Who can use it
Set up approval rules (by default Admin).
How to add a rule
- Enter a name, for example "Refunds over 500".
- Choose the type and the amount band (from, and up to or no limit), in your base currency.
- Choose up to three approvers: a role or a person for each level.
- Choose Each level in order (level 1, then level 2) or Any one of them.
- Optionally tick the units the rule is limited to, then select Add a rule.
Fields and columns
| Field | Meaning |
|---|---|
| Type | Refunds, credit notes, write-offs (from the finance modules that are on). |
| Amount | The band the rule covers. When two rules match, the one with the higher starting amount wins. |
| Approvers | Role or person per level. |
| How | Each level in order, or any one of them. |
| Units | Limit the rule to some units; none ticked means all. |
| On / Off | Switch a rule off without deleting it. |
Statuses and automation
New requests follow the rules at the moment they are made. Requests already waiting keep their approvers when you change or delete a rule. Nobody approves their own request, even when they are an approver.
Settings that change this page
Settings, Approvals: reminder and escalation times.
FAQs
Can I make everything above an amount need two people? Yes: choose level 1 and level 2 approvers and "Each level in order".
Troubleshooting
| Problem | What to do |
|---|---|
| A refund went through without approval | No active rule matched its type and amount. Check the band and the units. |
| "Choose who approves at level 1." | Pick at least the level 1 approver. |