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Approval limits

Make large purchase orders, stock adjustments, manual journals and online refunds wait for a second person before they go through.

Who can do this: Owners and administrators set the limits (Approval rules). People with the Approvals permission decide; by default that is the TenantAdmin role.

How approvals work

You set an amount for each type of document. A document at or above its limit is not finished straight away. It waits in the Approvals inbox until someone else approves it. The person who raised it can never approve it themselves, whatever their role.

Amounts are in your base currency, for example LKR.

Set the limits

  1. Open Settings → Approvals.
  2. Enter an amount for "Purchase orders" (the order total, converted to the base currency).
  3. Enter an amount for "Stock adjustments" (quantity × cost, counting stock taken out as well as stock added).
  4. Enter an amount for "Manual journals" (the total of the debits).
  5. Enter an amount for "Online-shop refunds" (the total given back, including any delivery charge).
  6. Leave a field empty to switch approval off for that type; it shows "Off".
  7. Press "Save". You see "Approval limits saved".

Approve or reject

  1. Open Approvals near the top of the menu. The number beside it shows how many are waiting.
  2. The "Waiting" tab lists each document with its amount, the limit and who asked.
  3. Press "Approve" to finish it: the order is sent, the adjustment or journal is posted. A note is optional.
  4. Press "Reject" to send it back. A note is required, because the requester reads it.
  5. The "Decided" tab keeps the history.

An e-mail when something waits

  1. Open Approvals and tick E-mail me when something waits for my approval. The line under it shows the address it goes to.
  2. When someone sends a document for approval, you get an e-mail saying who sent what and for how much, with everything still waiting and a button to open Approvals.
  3. You get at most one e-mail an hour, however many documents arrive, and never for a document you sent yourself. Untick the box to stop.

Each approver turns it on for themselves. Someone who can no longer approve stops getting it by themselves.

Good to know

A rejected document goes back to draft with your note, so it can be fixed and sent again.

If the requester cancels a waiting document, its request is withdrawn.

Every request and decision is recorded in the audit log.

Leave requests and payroll runs are approved on their own screens under People. The Approvals inbox shows a reminder when some are waiting.

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