How Do I Manage My Post-Transactions Approvals?

The Post-Transactions approvals are a collaborative space of which the user who did the transaction and the approvers can communicate back and forth for transaction reviewal. Also, it stores a change log of which any change was made for the transaction.

First, we need to create an Approval Policy for your Post-Transaction Approvals. All newly created transactions will follow the newly created Approval Policy. Let's navigate to the Approvals section and click on Approval Policies. Then, we click on Actions > Add Approval Policy Groups.

In this window, you can use our existing article to help you create an Approval Policy: https://intercom.help/qashio-21f71d60dfc4/en/articles/7201540-how-to-create-an-approval-policy

When you are done, let's navigate to your admin portal and go to the Transactions screen

Locate the transaction of which we need to go through the Post-Transaction Approval for and click on it. Scroll down to reach the Post-Transaction Approval section. You will be able to see the pending approvals initiated and dictated by the approval policy created by using step 2.

This transaction is now pending an approver by the first user. They can filter their transaction and locate it by going to the Transactions section and clicking on the Filter button. Here, you can use the Approvals and choose For Review.

When they click on the transaction, They will see that they have a pending action of Approve or Reject.

For this example, we will assume that this user will change the expense category, will upload a new receipt, will update the memo and approve it. This is how it will show:

It will now be ready to be approved by the next person. They can use step 6 to locate their pending approvals as well. This person can view the communication and changes from their side as well, which can help them make a decision. For example, the next approver will reject the transaction as the user was not allowed to make this purchase and it was not made towards the business. They will reject it and leave a note for it. This is how it shows:

An admin user can locate rejected transactions by using the same workflow as step 6 above and select Rejected Transactions instead of For Review. They can Resolve this transaction and determine the outcome of it by clicking on Resolve highlighted below.

After a transaction is fully Approved or Rejected, we cannot change any detail inside the transaction. If needed, only an admin can click on Reinitiate Approval Flow highlighted below, of which now it goes back for approval from the first layer, and additional details can be approved.

As you can see, the latest message mentions that the admin has reinitiated the request.

Lastly, this can all be seen from the transactions window where Approved transactions will have a green mark and rejected transactions will have a red mark.