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Approve decline or reschedule a purchase ​

When to use it ​

Use this guide when you need to approve decline or reschedule a purchase.

Before you start ​

  • Open General Purchases from the module menu. Your account must have access to this screen and permission for the action you want to complete.
  • Changing the schedule affects when a payment is requested; verify the intended beneficiary and date.

What this changes ​

The purchase approval or requested payment date is updated.

Purchases and reimbursements record expenses for approval, accounting and eligible payment scheduling. A saved request or approval is not proof of a completed transfer.

Steps ​

  1. Inspect the purchase, amount, vendor, payment destination, and supporting document.
  2. Use Approve or Decline for the stage offered to your account.
  3. For final approval or an eligible reschedule, check Select Payment Date before confirming.
  4. Check approval, payment schedule, transaction code, and payment status after the action.

Screenshot placeholder: General Purchases: approve decline or reschedule a purchase.

Screenshot to add: General Purchases: approve decline or reschedule a purchase. Capture filename: images/approve-decline-or-reschedule-a-purchase.png.

Restrictions ​

Approval stages depend on your access and the purchase state. A scheduled payment has not necessarily been paid.

Paid purchases cannot be rescheduled. The purchase must be approved and its payment eligible for rescheduling. Choose today or a future date; daily cutoffs and same-day restrictions can block the request. Read the message and ask the finance team to resolve it.

If something went wrong ​

After an unclear approval or decline, reopen the purchase and check its approval stage, payment status and schedule before repeating the decision.

For a wrong saved payment date on an eligible approved unpaid purchase, use the offered reschedule action with the agreed date. If the cutoff or payment state blocks it, give Finance the purchase reference, intended date and exact message.

If the wrong purchase was approved or declined, ordinary purchase editing may be locked. Give Finance its reference, amount, beneficiary and evidence before another payment attempt or replacement. Changing a supporting document cannot reverse the decision or money already transferred.

Check the correction ​

Check approval, schedule and actual payment evidence on the original purchase. Have Finance review any accounting entry separately.