When Transactions are Approved, they are marked as complete and more or less finalized in your system. There are numerous types of transactions in R365 that need approval:


However, Approved transactions can be Unapproved as well, often times due to adjusting an error. In this case, it is important to ensure that the Unapproval process is done correctly by first unapplying the transaction(s) where necessary (Bank Reconciliation, Invoice, ect.), saving the update, and then unapproving the transaction. This article reviews both the Approval and Unapproval processes.



Approving a Transaction



Regardless of the transaction type, the All Transactions listing includes the majority of these transactions, except for Daily Sales Summaries and their DSS Journal Entries. To view this listing, click 'All Transactions' under 'Transactions' in the Accounting module.  



Double-click the desired transaction to open it and then hover over 'Approve' in the transaction and click the desired Approval option. 

  • Note: If you do not see the Approval function, it is due to your Security Access. Speak with your Manager about providing you this access if needed.


If your organization uses Workflows, click here to learn about the Workflow Approval Process.



Unapproving a Transaction


At times, transactions will need to be Unapproved to fix an error. While it is as easy to Unapprove a transaction as it is to Approve a transaction, it is important to remember that at times, transactions are often applied in multiple places within the system and will first need to be unapplied and saved before they are Unapproved and edited. Ensure that you follow the transaction to see where it may have been applied in the system before Unapproving.



After unapplying a transaction and saving the update, open the corresponding transaction, hover over the 'Unapprove' menu, and click 'Unapprove'. Make any necessary edits and save before Approving the transaction once more.

  • Note: If you do not see the Unapproval function, it is due to your Security Access. Speak with your Manager about providing you this access if needed.


Click the following links below to learn more about the unapplying and/or the Unapproval process(es):