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Approving a document

If you receive an email with the subject "Please approve this document" or something similar, this means that your accountant is sending you documents that require your digital approval.

In doing so, your accountant has created a task for you to action. The task will be listed on the Tasks tab of your portal. If there are a number of people in your portal, only those assigned to the task will be able to view the task.

Note that some advisors might not offer this feature.

To approve or reject a document from an email invitation
AddAdd
  • Tick

    If you are the only users assigned to digitally approve a document—You won't be able to change the status of a document once it's approved. If it's necessary to do so, you'll need to contact your advisor.

  • Tick

    If there are multiple users assigned to digitally approve a document—If the associated task is still open or in progress, and not all assigned users have digitally approved the document yet, then one of the users who have not yet approved the document can reject it. This will reject the whole approval task for all approvers.

  1. Click the appropriate Sign in button to use either your existing MYOB account or your Google account.

    The message at the bottom of the email lets you know the email address to use to access your collaborative portal.

  2. Click the appropriate Sign in button to use either your existing MYOB account or your Google account.

    If you don't have an MYOB account, you can create one. Click Sign up and see How do I create an MYOB account? for more info.

  3. Enter your username and password, then press Enter.
    You'll automatically gain access to the correct portal (as you may be a user of a number of portals) with the task details displaying for the specific task that your advisor has assigned to you.

  4. Click each attached document to open and carefully review them.

    If a document requires a signature, indicated by a Signature icon (a pencil), you need to view the document before you can access the Reject and Approve buttons.

    When you open a document that needs a signature, a Viewed icon (an eye) appears next to the document. The icon only appears for you, not your accountant.

  5. When you've finished reviewing each document, return to the task details. 

  6. Depending on your review of the documents, either click:

    • Approve
      An Approve documents message box displays letting you know that the document will be digitally signed when you click Approve.

      Remember, a digital signature is legally binding, so it's important that you carefully read and review all documents.

    • Reject
      If you reject a document, this will reject the whole approval task for all approvers. Make sure that you leave a comment in the Reject Document message box, so that your advisor knows your reasons and concerns. Click OK

      It may take a few moments for your digital signature to be included in your document. A message will let you know when your document is signed and ready.

To approve or reject a document from your portal
AddAdd
  • Tick

    If you are the only users assigned to digitally approve a document—You won't be able to change the status of a document once it's approved. If it's necessary to do so, you'll need to contact your advisor.

  • Tick

    If there are multiple users assigned to digitally approve a document—If the associated task is still open or in progress, and not all assigned users have digitally approved the document yet, then one of the users who have not yet approved the document can reject it. This will reject the whole approval task for all approvers.

  1. Go to your portal.

    You may have already bookmarked the URL, which will be something like https://practicename.portal.accountants/, where practicename is your advisor's business name.

  2. Click the task on the Tasks tab to display all its details.

  3. Click each attached document to open and carefully review them.

    If a document requires a signature, indicated by a Signature icon (a pencil), you need to view the document before you can access the Reject and Approve buttons.

    When you open a document that needs a signature, a Viewed icon (an eye) appears next to the document. The icon only appears for you, not your accountant.

  4. When you've finished reviewing each document, return to the task details. 

  5. Depending on your review of the documents, either click:

    • Approve
      An Approve documents message box displays letting you know that the document will be digitally signed when you click Approve.

      Remember, a digital signature is legally binding, so it's important that you carefully read and review all documents.

      or

    • Reject
      If you reject a document, this will reject the whole approval task for all approvers. Make sure that you leave a comment in the Reject Document message box, so that your advisor knows your reasons and concerns. Click OK

What happens next?

  • Your advisor will be notified by email if you've rejected any one of the documents associated with the task.

  • If you're the only person who needs to approve the documents, and you approve them, the task is moved to your completed tasks list. Your advisor will be notified by email.

  • If others need to approve the documents, the documents are not considered completely approved until everyone has approved them. When everyone has approved all the documents within the task, the task is moved from your open tasks to your completed tasks list. If one person from the nominated signees rejects a document, then the task will have a status of rejected. Your advisor will be notified by email after the documents have been approved and if a document is rejected.

  • You can see who has been assigned to approve a document from the tasks details. You can also track who has and hasn’t approved a document.