Accounting Document Dynamic Approval Guide

This guide explains how to configure and use the dynamic approval workflow for Customer Invoices, Vendor Bills, and Credit Notes.

1. Configuration: Setting Up Approval Rules (Accounting/Finance Manager)

Approval rules must be configured to define the workflow hierarchy and triggering amounts.

1. Navigate to Configuration: Go to the Accounting app ➡️ Configuration ➡️ Accounting Approval Configuration (or a similar menu item).
2. Create a New Rule: Click Create.
3. Define Rule Parameters:

   Use the following options to define the rule's trigger:

   • Name: Give the rule a clear name (e.g., "High-Value Vendor Bill Approval").
   • Minimum Amount: Set the threshold. Any accounting document with a total amount equal to or greater than this value will enter the approval workflow.
   • Allowed Companies (Optional): Define which companies this rule applies to.
4. Define Approval Levels (Account Approval Line): Click Add a line.
   • Level: Set a unique integer (e.g., 1, 2, 3). Approvals are processed sequentially starting from the lowest number.
   • Approve Process By: Choose whether the approval is required by a specific User or a Group.
   • Users/Groups: Select the list of users or the specific group responsible for this level.

   Repeat this step for all necessary approval levels.

5. Save: Click Save to activate the rule.

2. Document Workflow (Accountant/User)

1. Create a Document: Create a new Customer Invoice, Vendor Bill, or Credit Note as normal.
2. Determine Action:
   • If the document's total amount is below the minimum configured amount, the standard Post button will be available.
   • If the document's total amount meets or exceeds the configured minimum amount, the standard Post button will be replaced by Send for Approval.
3. Submit for Approval: Click Send for Approval.
   • The document's status changes to Waiting for Approval.
   • The approvers designated for Level 1 are notified.

3. Approval / Rejection Process (Approver)

1. Find Pending Approvals: Approvers can use the My Approval menu item (found under Accounting ➡️ Customers/Vendors menus) to quickly find documents waiting for their review.
2. Review Document: Open the document. The current Next Approval Level is displayed.

You can process the document in two ways:

• To Approve:
  1. Click the Approve button.
  2. The action is logged in the Approval Information tab and the Chatter.
  3. If this was the final level, the document status changes to Posted (or the standard validated state).
  4. If there are more levels, the status remains Waiting for Approval and moves to the next level's approvers.
• To Reject:
  1. Click the Reject button.
  2. A Rejection Reason Wizard pop-up appears.
  3. Enter the mandatory reason for the rejection.
  4. Click Confirm.
  5. The document's status changes to Reject, and the rejection details are permanently recorded.