When you have SuiteApprovals correctly set up, the SuiteApp’s workflow for approval routing of supported record types is operative in your system.
Approval validation is initiated when a record is created or resubmitted. The transaction record goes through the following states depending on the result of amount validation, approver validation, or approver actions.
Entry
The record goes through the Entry state upon creation or resubmission. If there is no active rule found for the record, the record exits the SuiteApprovals workflow. If an active rule is found, the SuiteApprovals workflow is initiated.
Pending Approval
Records that require initial or further approval are sent to the Pending Approval state. The current or next approver, and delegate approver if any, are sent email notifications regarding the transaction for review and action. Only the current approver is given access to the Approve and Reject buttons, which are enabled on the record. However, the current approver is not allowed to edit the record.
You can only edit rejected records. See the Rejected section for details. To resubmit a record, see Resubmitting Records for Approval Using SuiteApprovals.
Approved
Depending on the approval rule that is running against the Journal Entry, records are transferred to the Approved state when any of the following conditions is met:
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The transaction amount is less than or equal to the Record Amount Limit specified in the approval rule.
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The transaction amount is less than or equal to the employee’s journal entry limit.
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The transaction is approved by the final supervisor (employee hierarchy) or Journal Approver, Final Approver, or the approver with the required approval limit (when Skip approval is used).
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The transaction is approved by all approvers (custom approval matrix).
Rejected
Disapproved records are sent to the Rejected state. The submitter is notified through email and the Approval Status on the record is changed to Rejected.
Depending on the approval rule running against Journal Entry, records are transferred to the Rejected state due to any of the following conditions:
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The employee who submits the journal entry is the first or next approver in the chain.
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Employee supervisor is selected in the approval chain but the employee or submitter has no supervisor on record.
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A department approver is selected in the approval chain but at least one of the following conditions is true:
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There is no department approver set up, or the specified department approver is inactive or has no login access.
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No department is specified on the journal.
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No valid approver is available. For example, the approver type Role (Any) or Role (All) is selected in the approval chain but at least one of the following conditions is true:
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The employee or employees with the selected role are inactive.
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The employee who created the journal entry is the only employee with the selected role.
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The selected role is inactive.
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No employee with the selected role has access to the transaction.
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The approver type Group (Any) or Group (All) is selected in the approval chain but the specified group has no valid members.
Invalid members include the employee who created the journal entry, and employees who are either Inactive, without login access, or from different subsidiaries.
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The transaction is rejected by the current approver, Journal Entry Approver, Final Approver, or the approver with the required approval limit (when Skip approval is used).
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No one in the approval hierarchy has sufficient approval limits to approve the transaction.
Resubmitted
Transaction records in Rejected status can be edited and resubmitted for approval.
The Resubmit button is enabled on the transaction record in View mode. Any user with access to the transaction can edit and resubmit the record for approval.
For more information, see Resubmitting Records for Approval Using SuiteApprovals.