# Invoice approvals for SAP B1

SAP B1 has invoice approvals built in. Pulsify adds approval steps by vendor, amount, account or project, with approve, reject or send back from a phone.

Invoice approval is the check that the right person agrees a supplier bill is correct before it is paid.

## What SAP B1 does on its own

Approval templates with stages and terms, and bulk approve or reject through Global Update in the Approval Decision Report.

## What you need in SAP B1

- Full authorisation for Approval Process in General Authorizations
- Authorisers defined as approval stages

## Setting it up in SAP B1

Where to find it: Main Menu > Administration > Approval Process > Approval Templates; Approval Decision Report

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.
4. On Documents pick A/P Invoice or the documents you want.
5. On Stages choose the stages. On Terms choose Always or set conditions such as document total or a user query.
6. Choose Add.

## Good to know in SAP B1

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

## How to do it in SAP B1

### 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. Full guide: https://www.pulsify.tech/how-to/set-up-bill-approval-in-sap-business-one/

### How to approve A/P invoice records in bulk in SAP B1

In SAP B1, filter the A/P invoice list to bills ready for approval, tick the ones you have checked and approve them together. Open unusual bills one by one. Full guide: https://www.pulsify.tech/how-to/approve-bills-in-bulk-in-sap-business-one/

### How to route A/P invoice records by amount, vendor or project in SAP B1

In SAP B1, set approval procedure rules by amount, vendor or project. Put specific rules first, then a default for everything else and test with a real A/P invoice. Full guide: https://www.pulsify.tech/how-to/route-bills-by-amount-supplier-or-job-in-sap-business-one/

## What Pulsify adds

1. Every company starts with a default rule: any Admin or Approver can approve.
2. With the Approval Workflows Add-on, add ordered steps that route by supplier, amount, account and tracking such as job.
3. Each step asks a role, a person or a team. A step can need any one of them or everyone.
4. Add a review step before approval if someone should check coding first.
5. Use Try an invoice to see which path a sample bill would take.
6. Approvers approve, reject or send back from a phone or laptop, one bill or many at once.

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

What Pulsify does not do:

- Pulsify does not reassign an approval to someone else.
- Pulsify does not send approval reminders.
- Pulsify never moves money. Payment runs stay in SAP B1 or your bank.

## Common questions

### Can Business One approve many invoices at once?

Yes. In Approval Decision Report select the rows, choose Global Update, then approve or reject all of them with a remark.

### Can approval depend on the vendor?

Yes, through a user query on the Terms tab. The query returns True or False for the document.

### Who sees only their own documents?

Only documents waiting for your decision are listed in the Approval Decision Report.

### Is every approval recorded?

Yes. Every approve, reject and send back is recorded in the bill's activity with who did it and any reason.

## Sources

- https://help.sap.com/docs/SAP_BUSINESS_ONE/68a2e87fb29941b5bf959a184d9c6727/3a10e6660d084fa9acd5360b37de3ef9.html
- https://help.sap.com/docs/SAP_BUSINESS_ONE/68a2e87fb29941b5bf959a184d9c6727/4506da03d8696c30e10000000a114a6b.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/invoice-approvals-for-sap-business-one/ (last checked 2026-10-19)