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Accounting & Bookkeeping · How-to guide

Understand Accounting approval statuses

Interpret draft, submitted, waiting, approved, rejected, paid, refunded, disbursed and retired states across controlled workflows.

Audience: All workflow participantsFeature: Approval statusesModule v1.4.5
Feature pathAccounting → Project Budgets / Imprests / Claims
Before you beginThis guide follows Accounting and Bookkeeping module version 1.4.5. The required access is Relevant workflow View permission. A related screen can remain hidden when an optional module is inactive, a source record is in an ineligible status, the selected account is inactive or the user is not an assigned approver.

What this feature does

Interpret draft, submitted, waiting, approved, rejected, paid, refunded, disbursed and retired states across controlled workflows. It forms part of Britixo Enterprise CRM's Accounting & Bookkeeping module and uses the module's permission-aware controller, status and mapping flow rather than a generic spreadsheet process.

How the module flow works

The module language and actions include draft, requested, waiting for approval, approved, rejected, disbursed, retired, pending payment, pending refund, paid, refunded and completed states.

A status transition can trigger ledger activity in some workflows, but approval alone does not always mean cash movement.

Use detail-page ledger panels and payment records to distinguish governance state from accounting state.

Step-by-step workflow

  1. Open the record detail.
  2. Review the current status and approval history.
  3. Identify the next authorised actor.
  4. Do not perform payment merely because submission occurred.
  5. After payment, verify ledger entries and remaining balance.
  6. For rejected records, read the reason and correct a new or editable draft.
  7. Confirm the final status after all settlements.

Important fields and decisions

Draft or NewRecord is being prepared and may have no ledger entry.
Submitted or Waiting for ApprovalApprovers must act.
ApprovedThe request passed approval but may not yet be paid or disbursed.
RejectedThe request cannot proceed without correction or resubmission.
Disbursed or PaidMoney has moved or a payment record exists.
Retired or RefundedFinal accountability or reimbursement has been recorded.
CompletedWorkflow has reached its terminal state according to the module.

What happens after completion

After the action is saved, Britixo keeps the Accounting record connected to its source and updates the visible status or ledger data supported by this workflow. Review the saved result rather than relying only on a success message. Where the action posts accounting data, total debits and credits must balance and the accounts must match the approved mapping or manual selection.

  • Open the saved record and confirm its final status.
  • Review the source reference and every debit and credit line where ledger data was created.
  • Use the relevant register, ageing, reconciliation or report to verify the wider effect.

Controls, checks and common mistakes

  • Status labels differ by workflow.
  • Do not manually force a status to bypass approval.
  • Check ledger panels before assuming an accounting effect.
  • Retain rejection and void reasons.
  • Use the least destructive correction available and record the reason for material changes.
  • Do not bypass a permission, approval or closed-period control by changing unrelated data.
Accounting and data safetyDeletion, reset, void, refund, mapping, journal and reconciliation actions can change financial history. Use approved access, retain supporting evidence and validate the result in the General Ledger or relevant control report.
Browse connected topics:paymentreconciliationcheckbudgetproject budgetimprestclaimreportapprovalmappingdouble-entry
Configure Accounting approval workflows →Project budgets overview →Imprests overview →Claims and reimbursements overview →Accounting budgets overview →Create an Accounting budget →