Approval Queue
Requests waiting for a manager's approval, in one list.
Why and when you use it
When a workflow rule or a staff limit stops a document, it waits here until someone with authority decides. The Approval Queue is the manager's to-do list: clear it regularly and the team keeps moving; ignore it and orders, purchases or discounts get stuck. Owners and branch managers use it daily.
Before you start
- Workflow rules or staff limits must be set so that requests are created
Step by step
- Open the Approval QueueClick Approval Queue in the sidebar, or open it from Approvals Waiting on the home Dashboard.
- Read each requestSee what the request is, who raised it and the amount or reason.
- Open the document if neededIf the summary is not enough, open the document to check items, rates and customer.
- Approve or rejectApprove what is correct. Reject what is not, and tell the person why so they can fix it.
- Clear it every dayMake it a habit to check the queue at fixed times, such as morning and after lunch.
- Check the trailEach decision is recorded; see it later in the Audit Log.
Worked example
At Sharma Traders, the billing clerk Neha raises an invoice for Gupta Kirana Store with a 12% discount on ₹40,000, above her allowed limit. It goes to the Approval Queue.
- The owner sees 1 item under Approvals Waiting on the Dashboard and opens the Approval Queue.
- He reads the request: discount of ₹4,800 on ₹40,000 for Gupta Kirana Store.
- He knows this is a festive-season deal he agreed, so he approves it.
- Later he opens the Audit Log and sees his approval recorded with the date and time.
Result: The invoice goes through, Neha can print it, and there is a clear record of who allowed the discount.
💡 Tips
- Name a second approver for days the owner is away.
- If the same kind of request comes every day, review the staff limit or rule instead of approving it each time.
⚠️ Common mistakes
- Approving without opening the document when the amount is unusual.
- Rejecting without a reason, so staff do not know what to change.
Questions
Why is nothing in my queue?
Either nothing needed approval, or no workflow rules or limits are set. Check Workflow Rules and Staff & Limits.
🎬 Video walkthrough (script — recording coming soon)
- Scene 1: Show Approvals Waiting on the Dashboard.
- Scene 2: Open the Approval Queue and read a request.
- Scene 3: Open the document to check it.
- Scene 4: Approve it.
- Scene 5: Show the decision in the Audit Log.