The most common reason an approval rule doesn’t trigger is that the transaction does not meet the criteria defined in the rule.

Here are the main areas to check when troubleshooting:

1. Criteria Mismatch

Approval rules are only triggered when a transaction matches the conditions set in the rule. Double-check the following:

• Department – Is the department selected in the transaction the same as in the rule?
  
  
• Project – Does the project match?
  
  
• Supplier – Is the supplier included in the rule?
  
  
• GL Account – Are the transaction items linked to the GL account(s) specified?
  
  
• Transaction Creator – Is the user who created the transaction included in the rule?
  
  
• Amount – Does the total fall within the minimum and/or maximum thresholds set?
  
  

2. Advanced Scenarios

Sometimes a rule may not trigger even if the overall transaction seems to qualify. A common reason is splits across projects or departments.

For example:

• An approval rule requires Accounting transactions above $500.
  
  
• A transaction is created with a total of $600, but it is split 50% to Accounting and 50% to IT.
  
  
• Accounting is only responsible for $300, which is below the $500 threshold, so the rule will not trigger.
  
  

3. Branch Profile Settings

If rules still aren’t triggering, review your branch settings:

1. Go to the top-right dropdown > Manage Branch.
   
   
2. Select the Branch Profile tab.
   
   
3. Ensure the “Users must select” options are enabled (for Department, Project, Supplier, etc.).
   
   
   
   • If these fields are optional, missing data in a transaction may cause rules to be bypassed. Such as no department or project selected

4. Approvers Approving Their Own Transactions

If an approver (or alternate approver) should be required to approve their own transactions, confirm that the setting “Approvers must approve their own transactions” is enabled for that rule.

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