It’s important to review draft transactions before you approve them as they may not always match the uploaded file.

1. Select the Drafts to Approve tab to review the draft transactions.
2. Select the row to review the draft. To check against the uploaded file, select the arrow at the top right of the draft invoice.
   
3. Check that the details are correct and make the required changes.
   • Add a new supplier
   • Add an invoice reference
   • Change the Ledger Account
   • Adjust the VAT amount
4. When you're happy, choose Approve.

Once approved, we create a new purchase invoice. Find this on the Invoices tab.

If you've uploaded a picture of a receipt, don't forget to pay the invoice as well.

 NOTE: If an invoice contains multiple items with the same VAT rate, only one line shows in the table with the total VAT amount. You can edit the description before approving it.

Assign a transaction for review

Set up a user as a reviewer

Other users can review and approve transactions if given Full or Restricted access to Purchases in User Settings.

1. From the Drafts to Approve, select the transaction you want to assign.
2. Select Assign.
3. From the Assign for Review screen, select Assign to and select the user from the drop-down.
4. Add a note for the assigned user.
5. Select Assign invoice.

When you assign a transaction to someone else, they can see it in the Drafts to Approve tab. The number in brackets shows how many transactions they need to review.

Bulk assign transactions

Assign multiple transactions to a user for review at one time.

1. From the Drafts to Approve tab, select all transactions you want to assign.
2. Select Assign.
3. From the Assign for Review screen, select Assign to and select the user from the drop-down.
4. Add a note for the assigned user.
5. Select Assign invoices.

• Archive draft transactions
• About Purchase Automation