# How to set up A/P invoice approval in SAP B1

In SAP B1, set up approval procedure: choose who can approve and their limits, then test it with a real A/P invoice before you rely on it.

Bill approval means a bill is checked and signed off by the right person before it is paid. A setup says who approves what.

## Before you start

- Full authorisation for Approval Process in General Authorizations

## The SAP B1 way

Where to find it: Main Menu > Administration > Approval Process > Approval Templates (with Approval Stages)

1. Define approval stages with the authorisers.
2. Open Approval Templates and enter a unique name. Tick Active.
3. On Originator pick who needs approval. On Documents pick A/P Invoice (or the documents you want).
4. On Stages choose the stages. On Terms choose Always or set conditions such as document total or a user query.
5. Choose Add.

## Limits in SAP B1

- Terms trigger when any of the conditions is met.
- Stages in one template have equal standing, in no priority order.
- Remarks, attachments and referenced documents can be updated without triggering approval.

## The Pulsify way

1. Connect SAP B1 to Pulsify. We set up the connection for you where needed.
2. Open Approvals. Every company starts with a default rule: any Admin or Approver can approve.
3. Add steps for amounts, suppliers or accounts. Choose a person, a role or a team as approver at each step.
4. Add a review step if someone should check coding before approval.
5. Use Try an invoice to test the rule on a real bill.
6. Add auto-approve rules for small or trusted bills if you want.

Pulsify connects to SAP B1. We set up the connection for you.

What Pulsify does not do here:

- Pulsify does not reassign an approval to someone else.
- Pulsify does not send approval reminders.

## Common mistakes

- Expecting stages to run in order. Stages in one template have equal standing, with no priority order.
- Forgetting to tick Active on the template, so no document is ever sent for approval.

## Common questions

### Where do I turn on approval for A/P invoices?

Under Administration > Approval Process > Approval Templates. On the Documents tab of the template pick A/P Invoice. You first need to define the approval stages and their authorisers.

### What authorisation do I need to set this up?

Full authorisation for Approval Process in General Authorizations. Without it the Approval Templates window will not let you add a template.

### Can an edit to a posted invoice skip approval?

Remarks, attachments and referenced documents can be updated without triggering approval. That is what the vendor help says about changes after a document is sent for approval.

### Does Pulsify support multi-step approvals?

Yes. You can set steps by amount, supplier or account. Approvers can be people, roles or teams. A review step is available.

## Sources

- https://help.sap.com/docs/SAP_BUSINESS_ONE/68a2e87fb29941b5bf959a184d9c6727/4506da03d8696c30e10000000a114a6b.html
- https://help.sap.com/docs/SAP_BUSINESS_ONE/68a2e87fb29941b5bf959a184d9c6727/4415e9551a49e263e10000000a44538d.html

### Also confirmed by

- Seidor SAP partner support guide, undated: https://seidorb1support.helpdocsite.com/admin/configuring-and-using-approvals-in-sap-business-one

Source: https://www.pulsify.tech/how-to/set-up-bill-approval-in-sap-business-one/ (last checked 2026-10-19)