Using Approvals

Approvals are required in the following context:

  • to approve Sales and Purchase Orders documents,
  • to approve Expense and Timesheet documents and
  • to manage Credit Controls on Customer transactions.

Approval: Configuration

To enable users to approve documents and perform credit checks on Customer transactions,  you need to assign permissions.

To assign permission to a user , you need to configure the role to enable document approval and credit checks, then assign the user to that role.

You can configure a Role in the following ways:

Enable Approval of Documents

To configure a Role to enable approval of Documents, go to :

SETUP > Roles > Select Role > Approval Permissions section

Check Expenses check box to enable approval on Expense Document.

Check Timesheets check box to enable approval on Timesheet.

Check Sales Orders check box to enable approval on Sales Order Document.

Check Purchase Order check box to enable approval on Purchase Order Document.

Enable Credit Checks on Customers

There are two settings related to configuring Credit Checks on a Role.

  1. Enable credit checks on Customers

    To configure a Role, to enable credit checks on Customers, go to:

    SETUP > Roles > Select Role > Approval Permissions section

    Check Customer Credits check box to enable approval on Customer transactions.

  2. Enable Customer On-Hold status

    To configure a Role, to allow Customers to be put on hold, go to:

    SETUP > Roles > Select Role > Customers section

    Check Change customer status 'On Hold' check box.

Approval: Permissions

On Sales | Purchase Order Documents

The Approval of Sales and Purchase Orders are performed through two fields Approval and Authorised by.

These two fields work together to control the subsequent behavior of the respective Documents.

For example,

A Sales Order has to be approved before you can allocate Stock.

A Purchase Order has to be approved before you can create a Bill (Purchase Invoice).

Users need relevant permissions to approve or reject Sales and Purchase Order.

Permissions are assigned through roles. You can assign approval permissions by configuring the Role assigned to a user (Worker).

The Approval field can have the following values :
  • Approved,
  • Not Approved,
  • Submitted,
  • Rejected.
When a user approves a document, the status of Approval field is updated to Approved and Authorised by field is populated with the user’s name.

Similary, when a user rejects a document, the status of Approval field is updated to Rejected and Authorised by field is populated with the user’s name.

On Expense | Timesheet Documents

Approvals on Expense and Timesheet Documents are executed through two fields Approval and Authorised by. Same as explained in the section above for Sales and Purchase orders.

When a Role is configured, to give the user(worker) permission, to approve these Documents, the Line items on:
  • Expense Documents will be posted to the respective Expense accounts in the General Ledger.
  • Timesheets will be posted to the respective Jobs.

On Credit Controls

When a Role is configured to enable Credit Checks on a Customer, the user can perform the following tasks -
  • Set or Release On Hold status on Customers through Customer Master or Customer List.
  • Approve documents with status PENDING(CREDIT).
  • On Sales Orders, use check box to put an order on credit hold.

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