The Can Edit on Approval setting controls which invoice screen approvers see and how much information they can change.
There are two approval modes:
| Setting | Approval experience | Editing access |
|---|---|---|
| Enabled | Full invoice page | Approvers can edit invoice details using the same page available to invoice processors. |
| Disabled | Restricted approval page | Approvers can approve or reject the invoice, add comments and notes, and edit only fields specifically configured for approver editing. |
When Can Edit on Approval is enabled
The approval screen uses the full invoice layout. Approvers can edit information such as:
Supplier
Invoice number and dates
Invoice totals
Invoice lines
Coding and allocation fields
Custom fields and extension columns
The exact options available may also depend on the approver's Ocerra permissions and the configuration of the invoice.
Approvers can still access only invoices assigned to them for approval.
Mobile limitation: The full invoice layout is designed for desktop and tablet use and may not work well on mobile devices. Disabling Can Edit on Approval will make Ocerra compitable on mobile devices.
When Can Edit on Approval is disabled
Approvers use a restricted approval screen.
They can still:
Approve or reject invoices
Add workflow comments
Add internal document notes
View the invoice document and supporting information
Edit selected Custom Fields and Extension Columns when Can Approver Edit is enabled for those fields
They cannot normally change general invoice information such as the supplier, invoice number, dates, totals, descriptions, quantities, or line values.
The restricted screen also reduces the risk of an approver accidentally archiving an invoice or saving it as a statement.
Which option should you use?
Enable Can Edit on Approval when approvers need broad access to correct or complete invoice information.
Disable it when approvers should primarily review and approve invoices, but may still need to update selected coding fields such as Account, Subaccount, Job, or Branch.
Change the setting
Go to Settings > General.
Find Can Edit on Approval.
Enable or disable the setting.
Click Save.
This is a general client setting and can be changed at any time.
To allow selected fields to remain editable while using the restricted approval screen, see Configure fields approvers can edit in restricted approval mode.