Vendor Payment Dynamic Approval Guide

This guide explains how to configure multi-level approval rules for Vendor Payments (both single and batch) and the subsequent approval workflow.

Part 1: Configuration (Accounting/Finance Manager)

Before use, approval rules must be configured in **Accounting** settings.

1. Configure Single Payment Approval

1. Navigate to Configuration: Go to the Accounting app ➡️ Configuration ➡️ Payment Approval Configuration (or a similar menu item).
2. Create a Rule: Click Create.
3. Define Rule Parameters:
   • Name: Give the rule a descriptive name (e.g., "High-Value Vendor Payments").
   • Minimum Amount: Set the total amount threshold that triggers this rule. Any payment equal to or greater than this amount will enter the workflow.
4. Define Approval Levels (Payment Approval Line): Click Add a line.
   • Level: Set a unique integer (e.g., `1`, `2`, `3`). Approvals must be completed in **sequential order**.
   • Approve Process By: Choose **Group** or **User**.
   • Users/Groups: Select the individual(s) or the security group responsible for this level.
5. Save: Save the rule.
6. Configure Batch Payment Approval: Repeat the steps above for **Batch Payment Approval Configuration**. (The minimum amount for batches is typically handled by the lines themselves).

Part 2: Single Vendor Payment Workflow

1. Create a Payment: Create a new **Vendor Payment** record as usual.
2. Trigger Approval:
   • If the payment amount is **below** the minimum configured threshold, the payment follows the standard Odoo workflow.
   • If the payment amount is **equal to or above** the threshold, the state will show **Draft** and the **Send for Approval** button will be visible.
3. Click **Send for Approval**. The payment status changes to **Waiting for Approval**, and the Level 1 approvers are notified.

Part 3: Approval / Rejection Process (Approver)

1. Review: The approver receives a notification and opens the Payment record. The current **Next Approval Level** is visible.

To Approve:

• Click the Approve button.
• The approval is logged (Approval Information/Chatter).
• If it was the final required level, the payment status changes to **Confirmed** (ready for processing).
• If there are more levels, the payment moves to the next level's approvers.

To Reject:

• Click the Reject button.
• A Rejection Reason Wizard pop-up appears.
• Enter the **mandatory reason** for the rejection.
• Click Confirm.
• The payment status changes to **Reject**, and the rejection details (user, date, reason) are permanently recorded.