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Approval Workflow - Customer, Vendor & Item card

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Posted on by Dharmesh

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Dear Experts,

In D365 Business Central, approval workflows are available for Customers, Vendors, and Items; however, there is no visible approval status.

Please guide me on the steps to set up approvals and how to track the approval status.

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Dynamics 365 Business Central

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Dhiren Nagar 2,876 Super User 2026 Season 1 on at

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Hi,

Standard Business Central does not have a status field on the Customer, Vendor and Item master. So basically you can not see a status on any of this master.

Alternate solutions:

1 - If you are Approval Administrator you can see the Approval entries table to indentify the records which are under approval.

2 - Record restriction is a page where you can see all the records which are restricted to be used include Customer, Vendor, Item and other documents which are sent for approval. This stops you from posting transactions with these records.

3 - You can customize a new field and update its status based on the approval entries.

Regards,

Dhiren.

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Khushbu Rajvi. 21,573 Super User 2026 Season 1 on at

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If you want approval status visible on the card, it requires customization (adding status field or FactBox).

https://learn.microsoft.com/en-us/dynamics365/business-central/across-how-to-create-workflows

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OussamaSabbouh 11,401 Super User 2026 Season 1 on at

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Hello ,

Approvals for Customers, Vendors, and Items in Business Central are handled through standard approval workflows, but unlike documents, there is no visible “approval status” field on the card pages. You enable them from Workflows (e.g., Customer/Vendor/Item Approval Workflow) and define approvers in Approval User Setup; once active, records are blocked from use until approved. To track status, you must use Approval Entries, Approval Requests, or Requests to Approve pages—this is where you see Pending, Approved, or Rejected states. If you want a clear status indicator directly on the card, that’s not standard and requires a small customization.

Regards,

Oussama

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YUN ZHU 98,266 Super User 2026 Season 1 on at

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This is the standard behavior for master data approval. If you want to control the status, you can try the following approach. Then add a workflow.

Dynamics 365 Business Central – How to automatically block all new customers

Thanks.

ZHU

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