Question

Quickbooks Desktop Track and Approve Transactions Questions

Forum|Forum|4 years ago
November 29, 2021
1 reply
0 views

The new bill approval process seems great, as the software really needed this for approving transactions. They seem to have updated it since the initial rollout, but once a bill is rejected, it seems to have no way to fix the rejected bill. The accountant should be able to open the "track and approve transactions" screen and see which ones have been approved, and which ones have been rejected. Right now, only the approver can see this screen. Other than the email messages, is there anywhere for the accountant to track what has been approved and not approved?

Also, once a bill is rejected, there seems to be no way for the bill to ever be resubmitted, or approved. It appears to be non-posting, which means it can be left where it is, but a completely new transaction must be created. The easiest way it seems is to click the button to create a copy of that transaction, then correct it and then resubmit. This workaround seems fine but it would be nice if the accountant could see that same screen as the approver ("track and approve transactions") to see which ones are still awaiting approval, which ones have been approved, and which ones rejected, and simply make it so the accountant is unable to approve or reject the transactions.

QuickBooks Desktop

G

GlinetteC

Hi, ndamo.

Not to worry, I've got the information you'll need to have your accountant open the "track and approve transaction" screen in QuickBooks Desktop.

Setting up your accountant as an External Accountant user in QBDT lets him/her access your company file to all areas except customer credit card numbers. Let me walk you through how:

Go to Company, Set Up Users and Password, and then Set up Users.
Select Add User. Fill out the User Name, Password, Confirm Password, and then select Next.
Choose External Accountant, and then click Next.
Select Yes to give access to your new user, and then Finish.

You can check this article to learn more information about this: Set up an External Accountant user in QuickBooks Desktop.

I'm always here if you have any other questions, @ndamo.

N

ndamoAuthor

The accountant works for me and has full access. She is the one creating the bills and requesting approval.

C

ChristieAnn 11

Hi there, ndamo.

Thank you for coming back to the thread, ndamo. I'll make sure to share details on how Track and Approve Transactions features works. Then, route you to the right support team to assist them further.

The convenient dashboard organizes those bills that require specific approval before being paid. Both the accounts payable clerk and selected approvers receive emails keeping them informed of the status of vendor bills. That said, only one approval process can be activated for a specific type of transaction and you can only assign an approver for an approval process. With this, if you already assigned a particular user as an approver, accessing the Track and approve Transactions screen as an accountant isn't possible even have full access.

Since the mentioned above is unavailable, I encourage you to submit feedback. These requests and suggestions are forwarded to the Product Development Team for consideration in the future. To start with, you'll have to go to the Help icon and choose Send Feedback Online.

You may refer to his article to view various information on how an External Accountant user in QuickBooks Desktop manages some areas in the system and how it works: Set up an External Accountant user in QuickBooks Desktop.

I'll be around to help if you have any other questions about this concern. Just let me know by leaving a comment below. Have a nice day ahead.

Sign up

Login with SSO

Login to the community

Login with SSO