Understand Accounting approval statuses
Pixie CRM guidance. Follow the route for your workspace, check your role and enabled modules, and verify the result before moving on.
Interpret draft, submitted, waiting, approved, rejected, paid, refunded, disbursed and retired states across controlled workflows.
What you’ll accomplish
Interpret draft, submitted, waiting, approved, rejected, paid, refunded, disbursed and retired states across controlled workflows. It forms part of Pixie CRM Enterprise CRM's Accounting & Bookkeeping module and uses the module's permission-aware controller, status and mapping flow rather than a generic spreadsheet process.
How it works
The module language and actions include draft, requested, waiting for approval, approved, rejected, disbursed, retired, pending payment, pending refund, paid, refunded and completed states.
A status transition can trigger ledger activity in some workflows, but approval alone does not always mean cash movement.
Use detail-page ledger panels and payment records to distinguish governance state from accounting state.
Follow these steps
- Go to the record detail.
- Check the current status and approval history.
- Identify the next authorised actor.
- Do not perform payment merely because submission occurred.
- After payment, verify ledger entries and remaining balance.
- For rejected records, read the reason and correct a new or editable draft.
- Verify the final status after all settlements.
Settings to check
Check it worked
After the action is saved, Pixie CRM keeps the Accounting record connected to its source and updates the visible status or ledger data supported by this workflow. Review the saved result rather than relying only on a success message. Where the action posts accounting data, total debits and credits must balance and the accounts must match the approved mapping or manual selection.
- Open the saved record and confirm its final status.
- Review the source reference and every debit and credit line where ledger data was created.
- Use the relevant register, ageing, reconciliation or report to verify the wider effect.
Common mistakes to avoid
- Status labels differ by workflow.
- Do not manually force a status to bypass approval.
- Check ledger panels before assuming an accounting effect.
- Retain rejection and void reasons.
- Use the least destructive correction available and record the reason for material changes.
- Do not bypass a permission, approval or closed-period control by changing unrelated data.