Manage Workstations #

Workstations are how Neo-Ledger handles sign-off. When AR or AP transactions need a second pair of eyes before they post, you route them to a workstation, and the users assigned to that workstation see them on their Approvals page. For Accounts Payable, workstations also enforce approval limits — capping how much any one user can post.

Navigate to Stations → Manage Stations to set them up.

Administering workstations requires the stations.manage permission. The end-user view of workstations is at Approvals.

What workstations do #

Each workstation is:

a list of users who can review transactions there, and
(for AP) one approval rule that controls how much they can approve.

When the Document Inbox creates a transaction, or when someone transfers a transaction from the form, the transaction lands on a workstation. Everyone assigned to that station sees it under My Workstations until someone approves it (posting it to the ledger).

The two workstations shipped by default #

Every new dataset starts with two workstations already created:

Name	Type	Used for
Default	Default (AP & AR)	The default queue for both vendor and customer transactions.
Receipt	Receipt	A separate queue for receipt-style postings.

These come with no users assigned. Until you add at least one user to a workstation, nobody can act on transactions routed there — and no transaction can be approved. Assigning users is the first thing to do on a new dataset.

The stations list #

The main page shows every workstation in a table:

Column	What it shows
Station Name	Click the row’s Edit action to rename.
Description	Optional free text — useful to explain what each station handles.
Status	Active (green) or Inactive (grey). Inactive stations don’t appear in the routing dropdowns.
Type	The station type chip (Default AP & AR, Default AP only, Default AR only, Receipt).
Rules	The current approval rule shown as a chip — “Approve all” or “Amount ≤ X”.
Actions	Edit, Users, Delete.

Creating or editing a station #

Click Add Station at the top, or Edit on a row. The dialog has these fields:

Field	Notes
Station Name	Required. Make it descriptive — users will see it in dropdowns and on their Approvals page.
Description	Optional.
Active	Toggle. Inactive stations are hidden from routing but kept for history.
Station Type	One of Default (AP & AR), Default (AP only), Default (AR only), Receipt.

Only one station of each type can be active at a time. If you try to mark a second station as Default (AP & AR), Neo-Ledger will ask you to unset the first one.

Approval Rule #

Below the main fields is the Approval Rule section. This is where the most common configuration mistake happens — read on.

The rule controls AP only. AR (customer) transactions can be approved by anyone with access to the workstation. The in-app banner says: “Approval rules apply to AP (vendor) transactions only. AR (customer) transactions can be approved by anyone with access to this workstation.”

Rule types #

Rule type	Effect
Approve All	Users on this workstation can approve any AP transaction, regardless of amount.
Amount Based	Users on this workstation can only approve AP transactions up to a maximum amount that you enter. Anything above that limit needs a different workstation.

If you pick Amount Based, fill in the Maximum Amount field with the cap (e.g. 5000).

Important — you must click “Add Rule” #

This is the single most common reason “I can’t approve a transaction” happens. Selecting a rule type from the dropdown is not enough. You must click the Add Rule button afterwards. Only then does the rule attach to the station.

If you skip Add Rule, the Save Station button will be disabled — the station can’t be saved without at least one rule attached. If Save Station seems greyed out, this is almost certainly why.

Once added, the rule shows as a chip (“Approve all” or “Amount ≤ 5000”) with a small delete button if you want to remove it.

Saving #

Click Save Station to confirm. The station is available immediately for routing.

Assigning users #

From the station’s row, click Users. The dialog has two columns:

Current Users — everyone already on this station. Click the minus icon next to a user to remove them.
Available Users — everyone else in your dataset. Click a user to add them to the station.

Adds and removes take effect immediately — there’s nothing to save.

A workstation with zero users won’t be reachable on the Approvals page for anyone, and transactions routed to it will sit until you add at least one user. After deploying a new station, double-check the user list before routing transactions there.

Deleting a station #

The Delete action removes a station permanently. Transactions previously routed to it keep their history (which station they passed through), but the station itself disappears from routing dropdowns. Prefer Inactive if you might want to keep the station for the future.

How rules and routing fit together #

To make a workstation actually do its job, three things have to be in place:

The station is active with at least one user assigned.
Transactions are reaching it — either through Document Inbox routing (based on the station type — AP, AR, Receipt) or through the Send to Station panel on a transaction form.
An approval rule is added (for AP), so users can post within their limit.

Once that’s in place, your team members will see incoming transactions under Approvals and can open, review, and approve them in a few clicks.