Approval Workflows
The Centara Approval module is a purpose-built replacement for Business Central’s generic approval framework, designed specifically for organizations processing inbound e-invoices. It adds multi-level, configurable purchase document approval workflows with support for four-eyes principle, line-level routing, user group approval, rejection reason codes, and automatic posting on approval.
Supported document types
The approval module applies to the following purchase document types:
| Document Type | Description |
|---|---|
| Purchase Invoice | Incoming supplier invoices |
| Purchase Order | Purchase orders before release |
| Purchase Credit Memo | Supplier credit memos |
| Purchase Return Order | Return orders to suppliers |
Two approval modes
The module operates in one of two mutually exclusive modes, configured in Purchases & Payables Setup via the Enable Approval User Group for Approvals toggle.
| Mode | Toggle | How it works | Best for |
|---|---|---|---|
| Standard (User-based) | Off | Each document or line is assigned a named approver and an optional second approver. Approval responsibility is fixed to specific users. | Smaller organizations with a fixed approver per vendor or department. |
| User Group | On | Approval requests are sent to a Workflow User Group. Any member of the group can approve the request. | Teams, departments, and organizations that need absence coverage. |
Switching the toggle automatically creates or disables the correct Business Central workflow variant. You cannot have both modes active at the same time.
Three independent workflows
The approval module provides three independent workflows that can be combined to match your organization’s requirements.
1. Four-Eyes Approval (header-level)
The primary workflow. It covers the entire document at the header level and requires one or two approvers depending on the document amount and the configured threshold.
- Standard mode: uses the Original Approval User and an optional Second Approver.
- Group mode: uses a Workflow User Group and a 4Eyes Workflow User Group.
- Both approvals must complete before the document can be released.
See Four-Eyes Approval for full details.
2. Line-Level Approval
An independent, per-line approval workflow. Each purchase line tracks its own approval status and can be routed to a different approver based on Vendor Posting Setup. Line-level approval requires the Four-Eyes workflow to also be enabled.
See Line-Level Approval for full details.
3. Automatic vs Manual Submission
By default, documents are sent to approval automatically after import. Two settings control this behavior:
| Setting | Effect |
|---|---|
| Don’t send Automatically to Approvals | Documents land in the workspace first. AP staff must manually trigger submission. |
| Require Approval for everything | Forces all purchase documents through the approval workflow, regardless of other conditions. |
Bulk approver change
Accounts payable staff can select multiple purchase documents at once and reassign approvers in bulk. This is useful when an approver is absent, changes role, or when documents need to be redistributed across a team.
The Change Approver action is available on the following list pages:
- Purchase Invoices
- Purchase Credit Memos
- Purchase Order List
- Purchase Return Order List
Select one or more documents, choose Change Approver, and select the new approver. All selected documents are reassigned in a single operation.
Hide prices from approval pages
Approvers can be configured to see documents without prices or PDF previews. This is useful for approvers who should only confirm receipt or quality without visibility into financial details.
To configure per user:
- Open Approval User Setup in Business Central.
- Locate the user record.
- Set Hide Prices to Yes.
When enabled, price columns are hidden on the purchase document subform, purchase header approval subpage, purchase lines approval page, and the purchase document worksheet lines page. The PDF previewer is also hidden for these users.
How it differs from standard BC approvals
| Capability | Standard BC | Centara Approval Module |
|---|---|---|
| Line-level approval | Not available | Each line routed to a different approver |
| Four-eyes with threshold | Manual setup | Built-in threshold with automatic routing |
| User group approval | Basic | Full group support with any-member approval |
| Approver resolution | Fixed chain | Priority-based: Vendor Posting Setup, Additional rules, then defaults |
| Rejection reason codes | Not available | Mandatory, configurable rejection codes |
| Approval Administrator | Limited | Full override, reassignment, and reset capabilities |
| Auto-post on approval | Not available | Automatic posting when final approval is granted |
| Designed for e-invoicing | No | Purpose-built for inbound e-invoice processing |
Chapter contents
| Page | Description |
|---|---|
| Four-Eyes Approval | Header-level approval, threshold, document status flow |
| Line-Level Approval | Per-line approval, routing, interaction with header |
| Approver Assignment | Resolution priority, submission modes, delegation |
| Approver Role Center | Cues, navigation, daily workflow |
| Approval Setup Reference | Complete settings table, notifications, rejection codes |
| LS Central Integration | Store-level approvers, PEPPOL routing, POS transactions |
Related pages
- Quick Setup — essential steps to enable approvals
- General Setup — overall eMessaging configuration
- Approving Documents — daily approval workflow for approvers