---
title: "Vendor Approvals"
slug: "vendor-approvals-vendor-permissions-pas"
updated: 2026-06-30T15:33:11Z
published: 2026-06-30T15:33:11Z
canonical: "help.wrapbook.com/vendor-approvals-vendor-permissions-pas"
---

> ## Documentation Index
> Fetch the complete documentation index at: https://help.wrapbook.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Vendor Approvals

## Overview

*Vendor Approvals* adds a structured review and approval workflow to two areas in vendor management:

- New vendor creation
- Changes to existing vendors

## Setup

- *Vendor Approvals* must be configured in your company settings **before** it becomes active for your company
- To set up a *Vendor approval* workflow, see [Approval Workflows](/v1/docs/approval-workflows)

## How Vendor Approvals works

Wrapbook's vendor approval tools give your team visibility and control over the vendor creation and editing process.

### Pending Approvals tab

The [Vendors dashboard](/v1/docs/vendors-dashboard#how-to-access-the-vendors-dashboard) includes a dedicated *Pending Approvals* tab where you can review all vendors awaiting approval in one place. This consolidated view makes it easy to action requests without having to track them down individually.

### Audit history

Every vendor record maintains a full audit log showing who made a change, what was changed, and when. This history is always visible on the vendor record, so your team has a clear trail for review or reconciliation.

### Duplicate detection

When a new vendor is created, Wrapbook automatically checks for potential duplicates by comparing the new vendor's tax identification number (TIN) and name/address against existing records. If a likely match is found, Wrapbook surfaces a warning before the vendor is saved — giving the user a chance to review before proceeding. Duplicate detection is a warning only; it does not prevent the vendor from being created.

### New vendor creation

When a user creates a new vendor, that vendor is placed in *Pending Approval* status. The vendor can be selected on a transaction, but payment is blocked until a designated approver reviews and approves the vendor record.

**Notes:**

- If [PAS](/v1/docs/about-production-accounting) is not enabled for your company, once *Vendor Approvals* is configured, vendors will be created at the **company level** instead of at the project level
- If an approver creates or edits a vendor and there are more than one approval steps configured, the change will also go through the approval workflow. There is no forced separation of duties — the person who created the vendor is not automatically blocked from approving it.
- When you create a new vendor, Wrapbook automatically checks for **duplicate vendors** — comparing TIN matches and name/address similarity — and **warns the user** prior to creation. However, duplicate detection **does not block** creation.

### Changes to existing vendors

If someone updates **any vendor information** (including banking information such as account or routing number), the change triggers a review. The existing vendor information stays active while the change is pending. Approvers can see the full vendor record, with a summary of the requested changes shown at the top of the drawer and in the activity feed — making review fast and focused.

## How transactions are affected during vendor review

| Transaction type | Behavior while vendor is Pending Approval |
| --- | --- |
| **AP** **Invoices (non-approval workflow)** | Can be created and saved, but cannot be posted |
| **AP Invoices (with approval workflow)** | Blocked at the approval gate; re-validation also occurs at posting |
| **Purchase Orders (POs)** | Cannot advance through the save/open workflow |
| **Payment batches** | Can be submitted, but cannot be approved or paid if any vendor in the batch is *Pending Approval* |
| **On approval** | Dependent approvals (AP Invoices, payment batches) are unblocked and can be completed |

## Approver actions

Approvals can be completed from the Vendors dashboard or inline from the transaction page (invoice, PO, or payment) — no need to navigate away to the vendor record.

### How to approve a vendor

1. Open the vendor requiring your approval from the *Vendors* page or directly from the relevant transaction
2. Review the vendor details in the drawer. If any corrections are needed, you can edit fields directly in the drawer.
3. Choose your action:
  - **Approve** — saves any edits made during review and approves the vendor in one action; dependent approvals (AP Invoices, payment batches) are unblocked and can be completed
  - **Skip Remaining Approvals** — available when you are the designated final approver; skips remaining steps and approves the vendor in one click, saving any edits automatically
  - **Deny** — opens a decision prompt with two outcomes:
    - *Needs Revision* — sends the vendor record back to the submitter with notes for correction; the submitter can click the **Update details** button to make corrections, then click the **Resubmit for approval** button to send it back for review
    - *Denied* — denies the vendor entirely (new vendor creation: vendor is made inactive; vendor field change: change is reverted to its previous state)

**Notes:**

- You can edit vendor details directly in the drawer during review. Clicking **Approve** or **Skip Remaining Approvals** automatically saves any changes you've made — no need to save separately before approving.
- **One workflow per company:** Only one vendor approval workflow can be configured per company at a time

## Vendor approval statuses

| Status | Meaning |
| --- | --- |
| **Active** | Vendor approved; available for transactions and payment |
| **Pending Approval** | Newly created vendor or change submitted — awaiting approver review |
| **Needs Revision** | Changes sent back to submitter for revisions; submitter can click **Update details** to make corrections and **Resubmit** for approval to send back for review |
| **Denied** | Vendor denied and deactivated (new vendor) or change reverted (existing vendor) |

When an error is identified in an account (as in trial balance shows a balance other than zero), the ledger must be reconciled to find and correct the error. Also used in bank reconciliation where the balance shown on the bank statement is reconciled to the balance shown on the project's general ledger.

(Taxpayer Identification Number) Official identification number, often a Social Security or Federal ID number, used for tax reporting.

(Accounts Payable) Cash disbursements through the payment of vendor invoices and other payables

Recording entries to the general ledger in the computer accounting system.

Vendor billing for products or services rendered.

(Purchase Order) A financial document committing the production to expenditure.