Approval Guide

This chapter explains how approvers review reimbursement requests and batch payments. Use this guide if your role is responsible for approving employee reimbursements, finance batches, or both.

An approval usually follows this flow:

1

Open approval list

2

Review the document

3

Check attachments and details

4

Approve or reject

5

Continue to the next item

If you do not see the approval menus, your role may not have approval access. Ask your administrator to review your role access.

Approval Menus

The approvals area usually contains these menus:

Menu	What It Shows
Reimbursement Approvals	Reimbursement documents currently waiting for your decision.
Payment Batch Approvals	Batch payment documents currently waiting for your decision.
Reassign Approvals	Monitoring and reassignment tools for administrators or approval managers. See Delegation And Reassign Approval.

Use the approval menu when you want to work through your queue in order. If your dashboard or notifications also show pending items, the approval menu remains the clearest place to review them.

Reimbursement Approvals

Open Approvals > Reimbursement Approvals.

This list shows reimbursement documents that are currently assigned to you.

Common columns:

Column	What It Means
Action	Opens the document detail page.
Date	Reimbursement date.
Number	Document number.
Reimbursement Type	The reimbursement form used by the requester.
Position	The requester's position.
Amount	Reimbursement total amount.
Status	Current approval stage of the document.
User	The requester who submitted the reimbursement.
Current Approval	The approver currently responsible for the document.

Use the filter area when you need to narrow the list by keyword, form, position, date, status, amount, or requester.

Open A Reimbursement In Review Mode

Click the eye icon in the approval list to open the reimbursement.

When you open a reimbursement from the approval menu, the page stays in approval context. This helps you move through pending approvals without losing your place.

On the reimbursement detail page, review these sections carefully:

Area	What To Check
Header	Document number, current status, and reimbursement form.
Amount and Position	Whether the amount and requester position match the expected approval path.
Description	Business purpose of the claim.
Attachments	Receipts, invoices, and supporting evidence.
Expense Details	Expense category, amount, and line descriptions.
Approval List / Timeline	Previous approvers, pending approvers, and the approval rule currently used.

Depending on company settings, the document may also show the approval rule name on the detail page.

Approve Or Reject A Reimbursement

From the reimbursement review page, use the action buttons at the bottom:

Action	What It Does
Approve	Moves the reimbursement to the next approval step, or finishes approval if this is the final step.
Reject	Stops the approval flow and returns the document as rejected.

Important behavior:

1. You may add a note when approving, but approval notes are optional.
2. Reject requires a reason. Very short reject comments are not accepted.
3. If this is not the final approval step, the document moves to the next approver.
4. If this is the final approval step, the reimbursement becomes approved and can continue to payment.

A reimbursement may move through these approval-related statuses:

Status	Meaning
Pending	Waiting for the current approver.
Partial Approved	One or more approval steps are finished, but more approvers are still required.
Approved	All required approvals are complete.
Rejected	Approval was rejected and the requester must correct or resubmit if allowed.

Review Queue Navigation

When you open a document from Reimbursement Approvals, the page keeps the approval queue context.

That means:

1. The left and right queue navigation follows approval items, not the general reimbursement list.
2. After you approve or reject a document from approval mode, the system automatically opens the next pending approval if one exists.
3. If there is no next item, the system tries the previous item.
4. If your queue is empty, the system returns you to the approval list.

This behavior is different from opening a reimbursement from My Reimbursements, Team Reimbursements, or All Reimbursements, where the page behaves like a normal document detail page.

Approval Timeline And History

The reimbursement detail page also works as an approval timeline.

Use it to understand:

Timeline Item	What It Tells You
Submitted By	Who submitted the reimbursement and when.
Approved Step	Which approver has already approved.
Pending Step	Which approver still needs to take action.
Rejected Step	Which step rejected the reimbursement.
Notes	Approval notes or reject reasons entered during the process.

This helps approvers decide quickly without switching to another report.

Payment Batch Approvals

Open Approvals > Payment Batch Approvals.

This list shows batch payment documents waiting for your decision.

Common columns:

Column	What It Means
Action	Opens the batch payment detail page.
Date	Batch payment date.
Number	Batch payment number.
Total	Total amount inside the batch.
Status	Current batch approval status.
Description	Summary or note for the batch.
Created At / Last Updated At	Audit timestamps for the batch.

Use the filter area to narrow the list by keyword, date, status, or amount.

Open A Batch Payment In Review Mode

Click the eye icon to open the batch.

Before approving a batch payment, review:

Area	What To Check
Header	Batch number, date, status, and total amount.
Description	Reason or summary of the batch.
Batch Attachment	Supporting batch file, import file, or finance attachment.
Selected For Payment	Reimbursements included in the batch.
Approval List / Timeline	Completed and pending approval steps for the batch.

If needed, open one of the included reimbursement rows to review the underlying document before approving the batch.

Approve Or Reject A Batch Payment

From the batch payment review page, use the bottom action buttons:

Action	What It Does
Approve	Moves the batch to the next approval step, or marks it Ready To Pay if this is the final approval step.
Reject	Rejects the batch payment.

Important behavior:

1. Approve note is optional.
2. Reject requires a reason.
3. If another approval step is still needed, the batch stays in approval status and moves to the next approver.
4. If this is the final approval step, the batch becomes Ready To Pay.
5. If a batch payment is rejected, the reimbursements inside that batch return to an approved state so they can be reviewed and batched again later.

Common batch approval statuses:

Status	Meaning
Pending Approval	Waiting for one of the required batch approvers.
Ready To Pay	Batch approval is complete and the batch is ready for payment execution.
Rejected	The batch was rejected and must be reviewed by finance.
Paid	The batch has already been paid.

Approval From Email Or Notification

Some companies also notify approvers by email or in-app notification.

If you open a document from a notification link, the system may still bring you into approval context. If you are unsure, return to the approval menu and continue from there.

Use the approval menus when:

1. You want to process items one by one.
2. You want the next approval item to open automatically after your decision.
3. You want to avoid losing the review queue context.

When To Use Reassign Approvals

If an approval is stuck because the assigned approver is unavailable, do not try to work around it from the document page.

Instead, ask the appropriate administrator or approval manager to use Reassign Approvals. That process is explained in Delegation And Reassign Approval.

Common Problems

Problem	What To Do
You do not see the approval menu.	Ask your administrator to review your role access.
A document is not in your approval list.	It may belong to another approver, another approval step, or another company account.
You cannot reject a document.	Enter a clear reject reason; reject requires a comment.
The wrong person receives approval.	Ask the administrator to review position hierarchy, supervisor/PIC setup, and approval rule order.
The approval page opens like a normal document page.	Open it again from the approval menu so the page stays in approval context.
The next item does not open after approval.	Your queue may already be empty, so the system returns to the approval list.
A batch payment should not be approved yet.	Open the included reimbursements first and review the batch attachment or finance note.
An approval is stuck because someone is inactive or unavailable.	Ask an administrator to use Reassign Approvals or delegation tools.