NavigateERP for African business

Approvals: who approves what

Set up approval templates so documents wait for the right people before they go ahead.

Steps

  1. Go to Settings > Approval setup and click New approval template.
  2. Choose the document (e.g. Purchase order or Bank withdrawal) and when it applies: an amount range in any currency (compared in your base currency), and any conditions - customer group, product category, branch, cost centre, GL account and more - plus Margin % and Discount %, checked on the Whole document or Any line. Leave a condition on Always for any value.
  3. Under Raised by, choose roles or users it applies to - or none for everyone.
  4. Add the steps in order. In each step, pick the users who approve - search by name, or use + Add everyone in a role… to add a role's users at once - then under Approvals needed choose any one approver, all approvers, or a number of them (e.g. 2 of 4). Tick Must beside anyone whose approval is mandatory: the step moves to the next one only when enough approvals are in and every mandatory approver has approved. Any approver can reject.
  5. Tick Allow the person who raised it to approve their own step if you want to approve your own documents at your step. Save. From now on, a matching document waits for approval: its approvers are emailed and find it under Approvals (the link appears at the top when something is waiting). The person who raised it is emailed when it is approved or rejected.
  6. Approve (you can add your signature, and save it for next time), or reject with a reason - a rejection goes back to the person who raised it. The 🔔 at the top shows what is waiting for you.

Good to know

  • Every document in Navigate can have approvals. Documents that are normally posted in one step (receipts, payments, transfers, journals…) are held when a template applies - nothing is posted until it is approved, then exactly what was entered is carried out.
  • A document that matches no active template goes ahead as usual.
  • Nobody approves their own document - unless the template has Allow the person who raised it to approve their own step ticked.
  • When several templates match, the one with the lowest priority number is used.