Finance: Approval and Rejection Reasons on Financial Forms

Some companies need approvers to enter a reason for the approval or rejection of a financial document. In previous versions of MYOB Acumatica, the functionality defining whether an approver must enter a reason was supported on some forms, such as the Journal Transactions (GL301000) form. Other finance-related data entry forms did not support this functionality.

Starting in MYOB Acumatica 2024.1, the following forms support the entry of reasons for the approval or rejection of documents:

Note:
This functionality is available in the system if the Approval Workflow feature is enabled on the Enable/Disable Features (CS100000) form.

Changes to the Approval Maps Form

On the Approval Maps (EP205015) form, the Reason Settings section on the Rule Actions tab is now shown if one of the following entity types is selected:

  • Bills and Adjustments
  • Cash Purchases
  • Cash Sales
  • Cash Transactions
  • Checks and Payments
  • Invoices and Memos
  • Payments and Applications

The following screenshot illustrates the reason settings for the Invoices and Memos entity type.

Figure 1. Reason settings for the Invoices and Memos entity type


In these boxes, an administrator can select one of the following options, which determine what happens during approval and rejection, respectively, of the AR, AP, and cash documents affected by the map:

  • Is Optional: The approver is prompted to enter a reason when they approve or reject a document, but the reason is an optional setting.
  • Is Required: The approver is prompted to enter a reason when they approve or reject a document, and the reason must be specified.
  • Is Not Prompted: The approver is not prompted to enter a reason when they approve or reject a document.

Other UI Changes

The UI changes described in this section have been made on the following forms:

For an entity type with optional or required approval configured, when a user approves or rejects a document of the type on the data entry form, the system displays the Enter Reason dialog box. The following screenshot shows the dialog box on the Invoices and Memos (AR301000) form.

Figure 2. The Enter Reason dialog box on the Invoices and Memos form


The approver enters the reason for approval or rejection in this dialog box and clicks OK.

The reason is also displayed on the Approvals tab of the data entry forms listed above. The following screenshot shows the Reason column with the reason specified on the Invoices and Memos form.

Figure 3. The Approvals tab on the Invoices and Memos form


Upgrade Notes

After an upgrade to MYOB Acumatica 2024.1, the existing approval maps created for the affected entity types will have the following settings on the Approval Maps (EP205015) form:

  • Reason for Approval: Is Not Prompted
  • Reason for Rejection: Is Not Prompted