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An invoice with an approver can reach Exact Online in two orders. You choose one per company, under Settings > Approvals > When Glimps books in Exact. Book first keeps your purchase ledger complete from day one. Book after approval keeps Exact clean: nothing arrives there that somebody might still decline, change, or delete.
Only an administrator can change this setting. An invoice without an approver is booked straight away in both orders.

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What happens when you send

With Book invoices only after approval on, clicking Send on an invoice with an approver asks the approvers and stops there. The invoice card says Waiting for approval, not booked yet, and the invoice is already in the archive with the status Not booked yet. After the last approval Glimps books it by itself, usually within a minute. You do not have to send it again.

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Asking for a change

An approver who sees something wrong does not have to decline. Ask for a change says what should be different.
1

The approver asks

The invoice keeps waiting and is not booked. The person who sent it gets the question.
2

You answer on the invoice

Open the invoice. A banner shows who asked what. Change the invoice and click Changed, back to [name], or, if it is right as it is, write why and click It is right, back to [name].
3

It goes back to that approver

Only the approver who asked gets it back. Earlier approvals stand, unless the amount, supplier, or bank account changed. Then every approver is asked again.
The approver can also carry on without the change. The question closes on its own.

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Approvers who fix the coding

With Approvers can adjust the coding on, an approver can change the ledger account, cost center, and project of an invoice that waits for them, and approve it in one step with Approve with change.
  • Amounts, supplier, and bank account stay read-only for approvers.
  • Earlier approvals stand, because the money does not change.
  • Every change is recorded in the invoice history under the approver’s name.
This setting only exists together with book after approval. After the booking, a change in Glimps would not reach Exact.

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Changes after an approval

An approval belongs to the version of the invoice it was given for. Change the amount, supplier, bank account, or coding after somebody approved, and Glimps asks the approvers again before it books. You see Sent for approval again when you send it.

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Declined invoices

A declined invoice is never booked. It goes back to the processing list as Declined, not booked. From there you:
  • Fix it and send it again. Glimps sees the invoice changed and asks the approvers again.
  • Ask the same approver again, for a decline by mistake. Use Ask again or correct on the invoice.
  • Send it to somebody else, a person, a group, or a flow.
  • Delete it, or mark the decline as handled. There is no booking in Exact to reverse.
See Declined invoices.

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Switching the setting

Every invoice keeps the order it started in. Glimps records the order the moment the first approver is asked, so switching never strands an invoice or books one twice.
Invoices already booked with a payment block continue the old way: the last approval lifts the block. Invoices you send from now on wait for their approvers. For a few days your approvers see both kinds in their list.
Invoices that were waiting keep waiting, and are booked after their last approval. New invoices are booked first again, with a payment block. Approvers can adjust the coding switches off with it.