| Role | View | Generate | Finalize | Record payment | Void | Counter sale |
|---|---|---|---|---|---|---|
| Owner | Allowed | Allowed | Allowed | Allowed | Allowed | Allowed |
| Manager | Allowed | Allowed | Allowed | Allowed | Not allowed | Not allowed |
Overview
Some orders should not just sail through. A first-time buyer you have never billed, or a regular who has already crossed his credit limit — these need a quick yes or no from you, not a silent confirm. The Approvals queue is that one screen. It parks the two things that need your call, shows the money behind each, and lets you release or decline in two taps.
Where to find it
Sidebar → Approvals (/approvals). Visible to Owner and Manager only. On the phone it is the Approvals tab inside the admin app, which shows the same pending queue with one-tap Approve / Decline. The desktop screen has three tabs — Open, Closed, All — and Open carries a live count of what is waiting on you.
Key concepts
Credit guard — the check that runs when an order is created. If the customer has a credit limit set and auto-hold turned on, and their outstanding plus this new order would cross that limit, the order is parked as held instead of going through. That held order shows up here.
Held order — an order stopped by the credit guard, waiting for a credit override. In the queue it is labelled Held order. Approving the override unlocks that one draft to be confirmed; it does not lift the customer's limit for the next order.
New-buyer activation — a first-time buyer must be activated before their orders proceed. Labelled New customer in the queue. Approving flips the customer to active; declining marks them rejected.
Every request moves through one status: pending → approved (or approved with a note) → or rejected. Alongside a held-order decision the screen shows the customer's credit context — limit, outstanding, available, and percent used — so you decide with the numbers in front of you, not from memory.
Common workflows
Role notes
Only Owner and Manager see and work this queue — it does not appear for operators, sales, warehouse, delivery, or accountant. Both can do the full set of actions here: view requests, activate or reject a new buyer, and approve or decline a held order's credit override.
The difference is upstream, not on this screen. The Owner holds every non-Pack permission in the tenant, so they also control the settings that feed this queue — team, roles, and tenant settings. The Manager runs day-to-day operations and acts on approvals just the same, but cannot touch tenant-admin powers: no editing roles, inviting teammates, or changing settings.
Tips & time-savers
A held order is per-draft, so you do not have to raise the customer's credit limit just to let one urgent order through. Approve the override on that single draft and the limit stays as it was for everything after.
Gotchas
If a customer's orders keep landing in this queue, the cause is their credit setup, not a bug — they have a credit limit with auto-hold on and their outstanding has crossed it. Either collect against the outstanding (see Payments) or revisit their credit limit. Approving here only clears the one order in front of you.