Approval Setup Reference
This page provides a complete reference for all approval-related settings, including the Purchases & Payables Setup fields, notification configuration, rejection codes, and workflow activation.
Purchases & Payables Setup — Approval settings
All approval settings are located on the Purchases & Payables Setup page in Business Central. Navigate to it by searching for Purchases & Payables Setup and locating the approval section.
Master controls
| Setting | Purpose | Default |
|---|---|---|
| Enable Centara Approval Workflow | Master toggle. Enables or disables the entire Centara approval module. All other settings require this to be on. | Off |
| Purchase Lines Approvals | Enables per-line approval. Each purchase line can be routed to a different approver. Requires the master toggle to be on. | Off |
| Enable Approval User Group for Approvals | Switches from Standard (user-based) mode to User Group mode. Automatically creates or disables the correct BC workflow. Cannot have both modes active. | Off |
Submission behavior
| Setting | Purpose | Default |
|---|---|---|
| Require Approval for everything | Forces all purchase documents through the approval workflow, regardless of amount, vendor, or other bypass conditions. | Off |
| Don’t send Automatically to Approvals | Documents land in the AP workspace after import instead of being submitted to approval automatically. AP staff must manually trigger submission. | Off |
Approver defaults
| Setting | Purpose | Default |
|---|---|---|
| Default Approver | The fallback individual approver used when no specific match is found in Vendor Posting Setup or Additional Vendor Posting Setup. Used in Standard mode. | (none) |
| Default Approval User Group | The fallback Workflow User Group. Used in Group mode. | (none) |
Four-Eyes settings
| Setting | Purpose | Default |
|---|---|---|
| Four Eyes Approval Threshold | Document amount (LCY) at or above which a second approver is required. Set to 0 to disable the threshold (only first approver required). | 0 |
| Default Four Eyes Approver | The fallback second approver for documents above the threshold. Can be overridden per vendor in Vendor Posting Setup. Used in Standard mode. | (none) |
| Default Four Eyes Approval User Group | The fallback second Workflow User Group for documents above the threshold. Used in Group mode. | (none) |
Post-approval behavior
| Setting | Purpose | Default |
|---|---|---|
| Auto-Post Approved Invoices | Automatically posts the purchase document to the general ledger when the final approval is granted. No manual posting step required. | Off |
| Allow to Modify Pending Document Line | Allows AP staff to edit purchase lines while the document is in Pending Approval status, without reopening. | Off |
Role Center
| Setting | Purpose | Default |
|---|---|---|
| Show Approvals in Role Center | Controls whether approval cues and navigation are visible on the Approver Role Center for the current company. | Yes |
Approval User Setup
The Approval User Setup page extends the standard User Setup with Centara-specific approval settings per user.
| Setting | Purpose | Default |
|---|---|---|
| Hide Prices | When enabled, price columns and the PDF previewer are hidden on approval pages for this user. Useful for approvers who should only confirm receipt or quality without visibility into financial details. | Off |
Notification configuration
The approval module extends Business Central’s standard Notification Setup with Centara-specific fields. Overdue approval notifications are processed by codeunit RSMSTAOverdueNotifications.
Setting up notifications
- Open Notification Setup in Business Central.
- Configure notification entries for the approval-related notification types.
- Set the schedule (immediate, daily digest, etc.) and delivery method (email, note).
Overdue notifications alert approvers when approval requests have been pending beyond the expected timeframe.
Rejection codes
Rejection codes provide standardized reasons for rejecting documents and lines. They are mandatory when an approver rejects.
Managing rejection codes
- Search for Approval Rejection Codes in Business Central.
- Add, edit, or remove codes as needed.
Each rejection code consists of:
| Field | Description |
|---|---|
| Code | A short identifier (for example, WRONG-AMT). |
| Description | A human-readable description of the rejection reason (for example, “Amount does not match order”). |
Rejection codes are shared across header and line rejections. They are cleared automatically when a document transitions to a new status (for example, when a rejected document is reopened).
Enabling and disabling workflows
The approval module uses Business Central workflows under the hood. The specific workflow is determined by the approval mode.
Workflow codes
| Workflow | Standard mode code | Group mode code |
|---|---|---|
| Four-Eyes Approval (header) | FOUREYESAPPROVALS | FOUREYESAPPRGROUPS |
| Line-Level Approval | PURCHDOCLINEAPPROVAL | PURCHDOCLINEAPPRGROUPS |
Activation behavior
- Enabling the master toggle creates and activates the appropriate workflows.
- Switching between Standard and Group mode disables the current workflow and activates the alternate.
- Disabling the master toggle disables all Centara approval workflows.
You do not need to manually manage these workflows in the BC Workflow page. The approval settings handle activation and deactivation automatically.
Related pages
- Approval Workflows Overview — module overview
- Four-Eyes Approval — header-level approval details
- Line-Level Approval — per-line approval details
- Approver Assignment — resolution chain and delegation
- Quick Setup — essential steps to get started