You may notice that invoices exported from Moss are now appearing in Exact Online with the status "Awaiting approval", whereas they were previously approved automatically.
This change typically happens after enabling the "Use Payment Terms from Exact Online" option in your Moss settings.
The Reason
This behaviour is caused by how Exact Online handles "Payment Conditions" and "Invoice Approval" settings.
Before: When Moss did not send a specific Payment Term, Exact Online often defaulted the invoice to a Cash payment method. Many companies have their Exact Online settings configured to skip approval for Cash invoices.
Now: When you enable the setting, Moss sends the specific Payment Condition (e.g., "14 days", "End of Month") to Exact.
The Trigger: In Exact Online, these Payment Conditions are linked to the Electronic payment method. Exact Online is configured to require approval for "Electronic" invoices, triggering the "Waiting for approval" status.
How to Resolve It
If you want these invoices to be approved automatically (skipping the approval workflow), you must adjust your approval settings in Exact Online.
Log in to Exact Online.
Click on your "Company Name" in the top-left corner and select "Settings".
Click on the "Invoice approval" tab.
Locate the section "Invoices to be approved".
Check the setting for "Invoices to be approved".
It is likely set to: "Only approve invoices with payment method 'Electronic'". (This forces approval for the "Electronic" method, which your invoices now use).
To stop the approval requirement, you can disable invoice approval or adjust the filters (e.g., by amount or supplier) if your Exact edition allows it.
Note: If you do want these invoices to go through an approval workflow in Exact, no action is needed. The "Awaiting approval" status is the correct behaviour for invoices to be paid via bank transfer (Electronic).