Inventory Approval Settings

Approval & Signature Workflows

The system allows you to create approval and signature workflows for the following transaction types:

• Inventory Receiving Voucher

• Inventory Delivery Voucher

• Internal Delivery Note

• Loss & Adjustment

• Packing List

• Order Return

Workflow Types

1. Single-Person Approval Process

• Once the relevant transaction is created and submitted for approval, the designated approver receives an approval request via web and email notification.

• Only the approver specified in the approval setting is authorized to approve or reject the transaction.

• After the approval process is completed, the transaction creator receives a web and email notification indicating the approval result.

2. Single-Person Signature Process

• Once the transaction is created and submitted for signing, the designated signer receives a signature request via web and email notification.

• Only the signer specified in the approval setting is authorized to sign the document.

• After the signature is completed, the transaction creator receives a web and email notification confirming the signature.

3. Multi-Person Approval Process

• Once the transaction is created and the approval request is submitted:

  • Only the first approver in the workflow receives the approval request via web and email.

• When the first approver approves the transaction:

  • The approval request is automatically forwarded to the next approver in the sequence.

• When the first approver rejects the transaction:

  • The approval process stops.

  • Subsequent approvers do not receive approval requests and do not see the approval button.

• Only staff members included in the approval workflow have the authority to approve or reject the transaction.

4. Multi-Person Signature Process

• After the transaction is created and submitted for signing:

  • Only the first signer in the workflow receives the signing request via web and email.

• When the first signer signs the document:

  • The signing request is forwarded to the next signer in the sequence.

• If the first signer does not sign:

  • The next signer does not receive a signing request.

  • The signing button is not displayed in the transaction details.

• Only staff members included in the signature workflow are authorized to sign the document.

5. Combined Approval and Signature Workflow (Multi-Person)

• Once the transaction is created and submitted:

  • Only the first person in the workflow receives the approval/signature request via web and email.

• When the first person approves and/or signs:

  • The request is forwarded to the next person in the workflow.

• If the first person rejects or does not sign:

  • The workflow stops.

  • Subsequent participants do not receive approval/signature requests.

  • Approval or signature buttons are not displayed.

• Only staff members included in the workflow are authorized to approve or sign the transaction.

Adding a New Approval Setting

To create a new approval workflow for your organization:

Step 1

Navigate to Inventory → Settings from the left sidebar.

Step 2

Select Approval Settings, then click New Approval Setting.

Step 3

On the New Approval Setting page, complete the following fields:

• Subject: Enter a descriptive title for the approval workflow.

• Related To: Select one of the following transaction types:

  • Inventory Receiving Voucher

  • Inventory Delivery Voucher

  • Internal Delivery Note

  • Loss & Adjustment

  • Packing List

  • Order Return

• Staff: Select the staff members involved in the workflow.

• Action: Choose Approve or Sign.

• Add Approver: Click to add another approver or signer to the workflow.

• Remove Approver: Click to remove an approver or signer from the workflow.

Step 4

Click Save to store the approval setting.

Editing an Approval Setting

To modify an existing approval setting:

1. Go to Inventory → Settings.

2. Select Approval Settings.

3. Choose the approval setting to be edited and click Edit.

4. Make the necessary changes and click Save.

Deleting an Approval Setting

To delete an approval setting:

1. Go to Inventory → Settings.

2. Select Approval Settings.

3. Choose the approval setting to be deleted and click Delete.

4. Confirm the deletion in the confirmation pop-up.