RealPage Accounting: Approve or Decline Transactions in the Approval Workbench

Before You Begin

Access can vary depending on your subscriptions and your permissions. If you do not see the Approval Workbench in the menu, then ask your system administrator to check your permissions.

Step 1: Go to the Approval Workbench

1. Go to the Approval Workbench through any of the following modules:

Company: From the top level, go to Company > Setup > Approvals - Approval Workbench
Accounts Payable: From the top level, go to Accounts Payable > All > Approval Workbench
Spend Management: From the top level, go to Spend Management > All > Workbench

Step 2: Select Transaction Type

1. Select the type of transaction that you need to approve or decline:

AP Invoice
Purchase Order
Service Contract
Subcontract
Job Cost Change Order
Journal Entry
AP Payment
Expense Report

Step 3: Filter Transactions

1. By default, the workbench will show transactions assigned to you for approval and declined transactions to be reviewed, edited, and resubmitted. Click View All to display all transactions pending approval or partially approved.

2. Use the filters available on this page and click Apply to narrow down the transactions shown on the list. Some of the commonly used filters are as follows:

Submitted From Date
Submitted To Date
Status
Submitted By
Include Declined: Check this box to include declined transactions. If not, leave it unchecked. By default, the Spend Management Site View shows declined transactions and they cannot be hidden.

Step 4: Approve or Decline Transactions

There are two methods for approving and declining transactions. If you already know what the transactions are for and do not need to further review them, you can approve/decline without review or if you would like to view each transaction in order to decide how you would like to proceed, you can queue up a list of transactions to approve/decline and look at each one.

Option 1: Approve / Decline without viewing

1. Check the box before the transaction and click Approve or Decline

Option 2: Review and Approve

1. Click Review and Approve in the upper right

2. Review the transaction and click one of the following buttons:

Approve and Next: Approve the current transaction, and then have the system display the next transaction to evaluate.
Decline and Next: Decline the transaction, and then display the next transaction to evaluate.
Add Approver: Add someone whom you think should approve the transaction.
Done: Close the approval queue.