Approval Settings in Inventory Management Module

The Approval Settings feature allows organizations to create custom approval workflows for key inventory transactions. This ensures a structured approval process for the following transaction types:

• Inventory Receiving Voucher
• Inventory Delivery Voucher
• Internal Delivery Note
• Loss & Adjustment
• Packing List
• Order Return

Approval and Signature Processes

The approval process can be configured for single-person or multi-person workflows. Additionally, workflows may include both approval and signature steps.

A. Approval Process for a Single Person

• Once a transaction requiring approval is created, the assigned approver will receive a web and email notification.
• Only the designated approver has permission to approve the request.
• Once the approval is completed, the system notifies the ticket creator.

B. Signature Process for a Single Person

• Once a transaction requiring a signature is created, the assigned signer will receive a web and email notification.
• Only the designated person in the approval workflow can sign the document.
• After signing, the system notifies the ticket creator.

C. Approval Process for Multiple People

• When a transaction requiring multi-person approval is created, only the first approver in the sequence receives an approval request notification via web and email.
• Once the first approver grants approval, the request moves to the next person in the sequence, who receives a new approval request notification.
• If the first approver rejects the request, the process stops, and subsequent approvers will not receive a request.
• Only individuals included in the approval workflow have permission to approve requests.

D. Signature Process for Multiple People

• When a transaction requiring multi-person signing is created, only the first signer receives a signature request notification via web and email.
• Once the first signer approves and signs, the request moves to the next person, who receives a new signature request notification.
• If the first signer declines to sign, the request will not proceed to the next signer.
• Only designated signers in the process have permission to sign documents.

E. Approval and Signature Process for Multiple People

• When a transaction requiring both approval and signature is created, only the first person in the sequence receives a request notification via web and email.
• If the first person approves and signs, the request moves to the next person in the process.
• If the first person rejects or does not sign, the request does not proceed to the next person.
• Only designated individuals in the approval and signing workflow have permission to approve or sign documents.

1. Add a New Approval Setting

To configure a new approval setting:

Step 1: Access Approval Settings

1. Navigate to the Settings menu under the Inventory Module from the left sidebar.
2. Select Approval Settings from the menu.
3. Click on the New Approval Setting button.

Step 2: Configure Approval Workflow

1. Enter the Subject of the approval workflow.
2. Select the Related Transaction Type, such as:
   • Inventory Receiving Voucher
   • Inventory Delivery Voucher
   • Internal Delivery Note
   • Loss & Adjustment
   • Packing List
   • Order Return
3. Assign Approvers (Staff responsible for approvals).
4. Choose the Action Type (Approve or Sign).
5. Click ‘+’ to add additional approvers to the workflow.
6. Click ‘-’ to remove an approver from the workflow.

Step 3: Save the Approval Workflow

• Click the Save button to finalize the approval setting.

2. Edit an Approval Setting

To modify an existing approval workflow:

Step 1: Access Approval Settings

1. Navigate to Settings under the Inventory Module from the left sidebar.
2. Select Approval Settings from the menu.

Step 2: Edit the Approval Setting

1. Select the approval setting that needs modification.
2. Click Edit.
3. Make the necessary changes.
4. Click Save to update the settings.

3. Delete an Approval Setting

If an approval setting is no longer required, you can delete it.

Step 1: Access Approval Settings

1. Navigate to Settings under the Inventory Module from the left sidebar.
2. Select Approval Settings from the menu.

Step 2: Delete the Approval Setting

1. Select the approval setting that needs to be deleted.
2. Click Delete.
3. Confirm the action in the pop-up window.

⚠️ Note: Once deleted, the approval workflow cannot be recovered. Ensure that no active transactions rely on the approval before deleting.

Final Notes

• Approval workflows help ensure structured validation for inventory transactions.
• Multi-step approvals provide greater control and security over inventory operations.
• Signature workflows enable electronic validation, reducing manual paperwork.
• Regularly review approval settings to align with company policies and operational needs.