Approve, reject and reopen

Admins and accountants decide on receipts. Open a receipt from Receipts and press one of the two buttons beside its title:

• Approve when the receipt is right. It goes out with the next export.
• Reject when it should never reach the books, such as a personal purchase. It is left out of exports and of report totals.

On a phone, the same two buttons sit in a bar at the bottom of the screen.

Approve works only on a receipt that is Ready. On any other receipt the button is greyed out, and pointing at it says “Check the receipt before approving it”.

If the receipt shows Needs review, read the notice at the top of the receipt, fix what it points to, then press Mark checked. The receipt becomes Ready and you can approve it. See Why a receipt needs review.

Reject works on any receipt that has finished reading, including ones that show Needs review or Failed. While a receipt is still being read, neither button shows.

Once a receipt is approved, rejected or exported, it is locked, so what was approved is what the books get. On a locked receipt you can’t:

• change its fields or line items,
• read it again,
• delete it.

Trying to change one says “This receipt is decided. Reopen it to change it.” The receipt page shows what was decided, such as “Approved. It goes out with the next export.”

To change a decided receipt, open it and press Reopen to edit. It goes back to Ready or Needs review, as it was before the decision, and you can edit it and decide again.

• Admins and accountants can reopen an approved or rejected receipt.
• Only an admin can reopen an exported receipt, because the books already have it.

If the button isn’t there, the receipt page says “Its fields are locked.” Ask an admin to reopen it for you.