CommissionTrac can automate a Voucher Approval Process to ensure that all the necessary reviews and checks are in place before a Voucher is submitted as Active and the corresponding Receivables Ledger is built.

Setup Voucher Approval 

  1. From the Settings menu, click Company Settings
  2. Click on Voucher Approval Tab
  3. Click on Activate Voucher Approvals toggle box to open setup options
  4. Use the drop-down pickers to designate up to 4 levels of Approvers for your business’ approval process.
  5. Only users with the security level of admin, manager, or bookkeeper will be available to select as Approvers
  6. Multiple users can be designated in each level if desired, this would allow all Approvers in a specific level to approve in no particular order. Voucher would only move to the next level of approval process once all users in first level have approved*
  7. Turn on inside agent approvals to force all inside agents on the deal to approve the voucher before it moves on to the selected Approvers.

    Note: Inside Agents on the Voucher are considered Level 1. Submitting a Voucher equates to the Submitter’s Approval
  8. Click save to activate your Voucher Approval Process

Submitting Vouchers through Approval Process

  1. When users create vouchers with the Voucher Approval Process turned on the ‘submit voucher’ option is labeled ‘Send for Approval'
  2. When a voucher is submitted for approval it first goes to all other inside agents on the deal (Level 1) if Inside Agent Approvals is turned ON
  3. Other inside agents will get an email alerting them that a voucher is submitted for their approval
  4. To approve a voucher the agent must log into CommissionTrac, open/edit the voucher to review, and click Approve or Reject as appropriate
    - No edits can be saved to the voucher at this stage. If an agent finds an issue with the voucher she must reject it rather than edit it
  5. If a user clicks Reject she will be prompted to enter a comment explaining the rejection
  6. Once all inside agents on the deal approve the voucher (submitting is considered approving for the originating agent), it will go to the Level 2 Approver(s) (an email will be sent)
  7. Level 2 Approver logs into CommissionTrac to review voucher. At this level the Approver can override and make edits to the voucher, then Approver clicks Approve or Reject accordingly. If the user clicks Reject she will be prompted to enter a comment explaining the rejection
  8. If a Level 3 is set up, an approved Voucher will now go to the Level 3 Approver via email notification
  9. Level 3 Approver logs into CommissionTrac to review voucher. At this level the Approver can override and make edits to the voucher, then Approver clicks Approve or Reject accordingly. If the user clicks Reject she will be prompted to enter a comment explaining the rejection
  10. If a Level 4 is set up, an approved Voucher will now go to the Level 4 Approver via email notification
  11. Level 4 Approver logs into CommissionTrac to review voucher. At this level the Approver can override and made edits to the voucher, then Approver clicks Approve or Reject accordingly. If the user clicks Reject she will be prompted to enter a comment explaining the rejection
  12. When the final Approver approves the Voucher it is saved as Active and the Voucher will have a Receivables Ledger with all charges showing.
  13.  All Voucher Approval related activity will be logged in the Voucher Activity Log so that anyone can check on progress by looking in the Activity Log

Override Voucher Approval

Bookkeepers have the option to use the Actions Menu on the Voucher list to select Approve or Reject.  Approving will override any remaining steps in the Voucher Approval Process and set the Voucher to Active.  Rejecting will prompt the Bookkeeper to enter a comment explaining the rejection.

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