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Documentation Index

Fetch the complete documentation index at: https://docs.arcuserp.com/llms.txt

Use this file to discover all available pages before exploring further.

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Open Approval Workflows

  1. Open Settings.
  2. Choose Entity Settings.
  3. In the left navigation, open the System group.
  4. Select Approval Workflows.
Approval Workflows settings page with order approval threshold, invoice timing, and purchase order approval threshold
These settings can stop work from moving forward Approval thresholds and automation toggles affect live workflows. Test changes in a sandbox or with a known low-risk record before relying on them in daily operations.

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How Thresholds Work

A blank threshold or a zero value disables that approval gate. A positive threshold means records above that amount pause for review. The exact result depends on the workflow.

  • Order approval: sales orders and invoices above the threshold move to pending approval before confirmation can finish.
  • Purchase order approval: POs above the threshold stay in approval review before they can be sent to the vendor.
  • Vendor bill approval: bills above the threshold stay in draft and do not post to the general ledger until approved.
  • Journal entry approval: manual journal entries can route to pending approval based on supervisor and controller tiers.
Use thresholds to enforce review, not to fix bad setup Thresholds are good for approval control. They are not a substitute for correct roles, clean payment terms, accurate vendor records, or a reliable month-end process.

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Order Approval and Invoice Timing

The first card controls customer order approval. When enabled, an order or invoice above the threshold cannot finish confirmation until an authorized manager approves it.

  • Require approval for orders over: enter the dollar amount that should trigger review.
  • On full fulfillment: create one invoice after every package on the order is shipped.
  • Per shipment: create separate invoices as shipments go out.
  • Manual only: do not create invoices automatically from fulfillment. Users create invoices manually.
Invoice timing affects downstream accounting Changing invoice timing can change when customer invoices appear, when customers receive invoice emails, and how partial shipments are billed. Test with the fulfillment workflow your team actually uses.

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Purchase Order Approval

Purchase Order Approval controls whether a PO needs manager review before it can move from draft to open. When approval is required, the PO shows an approval banner and locks editing until it is approved, rejected, or withdrawn for revision.

  • The PO creator cannot approve their own PO.
  • Approvers can approve or reject from the PO detail page or the pending approval inbox.
  • Rejected POs require a reason and return to the creator for revision.
  • The creator can withdraw a pending approval request when the PO needs changes.

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Finance Approvals

Finance approvals cover journal entries and vendor bills. Use them when your accounting process requires separation of duties before posting to the ledger.

Approval Workflows settings for journal entry approvals and vendor bill approval threshold
  • Supervisor tier starts at: manual journal entries at or above this amount can require supervisor review.
  • Controller tier starts at: higher-value manual journal entries can require controller review.
  • Require approval for bills over: vendor bills above the threshold remain unposted until approved.
  • Two-approver threshold: shown for future policy planning. Until your team confirms enforcement, treat the bill approval threshold as the active gate.
Test journal entry approval before relying on it Journal entry approval depends on both threshold settings and accounting approval behavior. After changing tiers, create a safe test journal entry and confirm it lands in the expected status before using the setting for close controls.

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Vendor Bill Approval Side Effects

Vendor bill approval does more than add a label. It changes accounting timing.

  • Pending bills stay in draft and do not post to the general ledger.
  • The bill creator cannot approve their own bill.
  • Approving the bill posts it and can complete related accounting steps.
  • Rejecting the bill records the rejection reason and notifies the creator.
  • A quick check above the threshold creates the bill but does not issue the check until approval.

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Purchase-to-Pay Automation

Purchase-to-Pay settings control what happens when inventory is received and when PO-linked vendor bills are reviewed.

Purchase-to-Pay automation settings with auto-create vendor bill, three-way match, price variance, and quantity tolerance controls
  • Auto-create vendor bill on PO receipt: receiving items can create a matching vendor bill from received quantities and costs.
  • Enforce three-way match: compares PO, receipt, and bill values when a bill references a PO.
  • Price variance threshold: unit-cost differences above this percent are shown as warnings.
  • Quantity over-receive tolerance: billed quantity above the received quantity can be blocked when it exceeds tolerance.
Existing bills keep their original warnings Three-way match changes apply to future bill review. Existing bills keep the warnings they had when they were created or reviewed.

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Fulfillment Automation

Fulfillment automation can run packing actions after payment or confirmation events. It is designed to speed up clean, repeatable orders, not override operational review.

Fulfillment Automation and Return Label Policy settings with auto-pack toggles, delivery email behavior, and return label policy options
  • Auto-pack orders on payment: when payment makes an order fully paid, Arcus can queue packing automatically.
  • Auto-pack net-terms orders on confirm: orders with payment terms can be queued for packing after confirmation.
  • Send delivery email per package: sends package-level delivery emails for multi-package shipments.
Auto-pack does not replace fulfillment review Auto-pack failures do not block payment or order confirmation. Freight, missing stock, missing bins, serial requirements, address issues, or packing rules can still require operator review.

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Return Label Policy

Return Label Policy controls when Arcus offers or creates prepaid return labels for customer returns.

  • On request: the operator decides from the return detail page.
  • Prepaid on authorize: Arcus can generate a prepaid label when the RMA is authorized.
  • Customer self-pays: Arcus does not generate a return label.
  • Auto-generate return label on authorize: only applies when the prepaid policy is selected.
Confirm connector readiness Prepaid return labels require the shipping connector and return addresses to be ready. If label generation fails, the RMA can still be reviewed and handled manually.

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What to Test After Changes

  • Order threshold: create a test order below and above the threshold.
  • PO threshold: submit a PO above the threshold and confirm the approval banner appears.
  • Vendor bill threshold: create a test bill above the threshold and confirm it does not post until approved.
  • Journal entry tiers: create a safe manual entry and confirm the expected approval status.
  • Invoice timing: fulfill a test order with one shipment and, if relevant, multiple shipments.
  • Auto-bill on receipt: receive a small PO and confirm the created bill is correct.
  • Three-way match: test a clean bill, a price variance, and an over-quantity bill.
  • Auto-pack: test a fully paid order and a net-terms order.
  • Return labels: authorize a test RMA and confirm the label behavior matches policy.

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Common Blocks

  • Approval did not trigger: confirm the threshold is above zero and the record total is greater than the threshold.
  • User cannot approve: check their role, custom permissions, and whether they created the record.
  • PO cannot be edited: withdraw the approval request or wait for an approval decision.
  • Bill did not post: pending approval bills post only after approval.
  • Quick check did not issue: a bill above the AP threshold must be approved before the check is issued.
  • Three-way match blocks a bill: compare billed quantity to received quantity and review tolerance settings.
  • Auto-pack did not run: check payment status, payment terms, stock, bins, serial requirements, freight status, and the Audit Log.
  • Return label did not generate: confirm the prepaid policy, auto-label toggle, Shippo setup, addresses, and package data.

Settings Overview

Understand the admin surfaces, settings groups, and workflow impact areas.

User Management

Invite users, manage entity access, roles, permissions, location restrictions, PINs, and MFA reset workflows.

PO Approvals

Use the pending approval inbox, approve or reject POs, and withdraw pending requests for revision.

Pay Bills and Print Checks

Pay open vendor bills by check, ACH, ACH file, wire, or cash.

Journal Entries

Create, review, and reverse journal entries.

Customer Returns

Create RMAs, receive returned items, inspect condition, choose disposition, and close customer returns.