Approve receipts and supplier payments

Receipt approval and payment approval are separate decisions. Receiving goods changes stock; approving a supplier payment changes the amount paid. Each needs its own permission.

Review submitted receipts

1. Open GRN approvals. Drafts that have not been submitted are not in this queue; Open drafts leads to them when present.
2. Review supplier, warehouse, totals and lines. Use Show … lines or PDF to inspect details. Pay attention to counted differences and unverified lines.
3. If correct, choose Approve & receive. This receives stock; check the success message.
4. If correction is needed, select Send back, enter a specific Reason of 3–2,000 characters and select Send back. Name the incorrect lines so the submitter knows what to fix.

You cannot approve your own submission. If there is no decision button, another authorized approver must review it.

Record a supplier payment

1. Open the GRN and find Supplier payment → Record.
2. Enter Amount greater than zero and choose Method.
3. Bank payments and cheques require Bank; cheques also require Cheque no and Cheque date. Add Reference no and Note when useful.
4. Select Send for approval. Check the pending entry and the Awaiting approval amount.

A recorded payment does not reduce the balance until approved—even when the person recording it can also approve payments. Compare the amount with the intended payment and outstanding balance before submitting; do not rely on an automatic overpayment block.

Decide a pending payment

Open Supplier payments, find the pending record and compare its supplier, GRN, method, amount and references with the supporting payment. Choose Approve when correct. The approved payment then updates the GRN’s paid total and balance.

For an incorrect pending payment, choose Reject, enter Reason (up to 255 characters) and select Reject payment. The reason remains on the record. Only pending payments can be reviewed; this is not a reversal tool for a previously approved payment.