Require a second person to approve postings

Posting approval is an optional two-person rule. Any Books entry whose total is above the amount you set waits until another user approves it, whether it is a manual journal, an invoice, a bank entry or a closing entry.

Before you start

• Setting the amount needs the right Set up Books and lock periods.
• Reviewing needs Post and reverse journals and access to every branch.

Turn it on

1. Open Books → Posting controls.
2. Type the Approval threshold in your base currency.
3. Type a Reason for the change and select Save.

Zero turns the rule off; it is off by default.

Review a request

1. Open Books → Approvals. Each request shows its date, source, description, amount, status and who asked.
2. Open a request to see every line: account, branch, tax code, cost centre and customer or supplier.
3. Type a Reason and select Approve or Reject.

After approval

Approval does not post the entry. The person who asked goes back to the original screen and repeats the same action with the same details, for example Post entry · Invoice again. Books checks the balances and rights again and posts it. While a request waits, Books shows "Waiting for approval".

Good to know

• Only entries strictly above the threshold need approval. An entry exactly at the threshold does not.
• The rule is per entry, not per day or per person. Several small entries are not added together.
• Nobody can approve their own request. Entries made automatically by Books or another app (for example a recurring expense) need two different reviewers.
• A waiting entry takes no number and changes no balance, stock or customer debt.
• If any detail changes (amount, account, cost centre, date), it becomes a new request; the old approval does not cover it.
• A request already waiting still needs review even if you raise the threshold or turn the rule off.
• A rejected request can be reviewed again. Every decision stays in the history.
• Approval does not get around a locked month or a read-only organisation.
• Approvals show on the review page even while a year-end close is running: see Close the year and set budgets.
• Other apps that post to Books, such as HR & Payroll and Bookings, handle a waiting entry in their own way. Check with your team before turning the rule on if you use them.
• Approvals send no notification. Tell your reviewer, or check Approvals regularly.