About vendor approvals

Use vendor approvals to control who can create or update vendors. Changes remain pending until an approver reviews and approves them, helping maintain accurate vendor records before they can be used in Accounts Payable or Purchasing transactions.

How it works

1. Create or update a vendor.

2. Sage Intacct routes the vendor to approvers.

3. The vendor remains unavailable for Accounts Payable and Purchasing transactions until approved.

4. Approvers either approve or decline the vendor.

5. If declined, the submitter can update the vendor and resubmit it.

What users cannot do while approval is pending

• Create Accounts Payable or Purchasing transactions for the vendor.

• Edit existing transactions for the vendor.

• Select vendor transactions for payment.

What users can do while approval is pending

• Users can save transactions as drafts, even for declined vendors.

  Post drafts after the vendor is approved. Incoming draft transactions from AP Automation are saved normally.

• If a vendor is declined, the submitter can edit the vendor record and resubmit it for approval.

• Transactions outside of Accounts Payable or Purchasing can reference any vendor regardless of the vendor state.

Customer refunds and vendor approvals

Vendors automatically created from customer refunds can participate in standard vendor approval workflows. Admins can configure Accounts Payable to skip vendor approvals for vendors created automatically from customer refunds when approval review is not required. Existing vendors linked to customers continue to follow the standard approval workflow.

Existing vendors linked to customers continue to follow the standard vendor approval workflow.

When can you edit vendor records?

When vendor approval is enabled, you can edit a vendor only if there are no active payment requests associated with that vendor.

To edit a vendor that has active payment requests:

• Complete the payment process.

• Cancel the payment request.

Tracking changes

Track vendor approval status using the following information:

• The State field on the vendor record and Vendor list: See whether the vendor is Submitted, Approved, or Declined.
• The History tab on the vendor record: View who submitted, approved, or declined the vendor.
• The Audit trail for the vendor record: Review changes made to vendor fields.

Before you enable vendor approval

Review existing vendors

Vendor approval is configured at the top level. Assign a vendor approver or approvers by granting vendor approval permissions.

When you enable vendor approval, all existing vendors are automatically approved. Before you enable vendor approval, review the Vendors list at the top level and entity level and make necessary changes.

Prepare for processing

The administrator who enables vendor approval must have vendor approval permissions and access to all vendor records. Sage Intacct updates every existing vendor to the Approved state and records the administrator as the user who completed the workflow action.

After enabling vendor approval

After processing is complete, verify the following information:

• Add additional approvers, if necessary.

• Ask approvers to configure their notifications so they can receive approval updates.

• Remove vendor approval permissions from the administrator account if they’re no longer needed.

Limitations

Vendor approval is not supported for 1099 transaction updates imported using CSV templates. Vendors updated through these imports retain their existing approval status.