BOS Professional Approvals: Keep Your Transactions on Track

BOS Professional includes Approvals to help your team complete transactions accurately, consistently, and on time. These tools make sure important information is captured, the right people review each transaction, and nothing moves forward before it is ready.

Why Approvals Matter

Approvals help your team complete transactions correctly. They prevent missing information, reduce mistakes, and make it clear what must happen before a transaction can move to the next step.

For example, if you track sales by representative and pay commission, every quotation must have a rep allocated to it. Even if the rep is listed as “house”, the field still needs to be completed. When you add “rep” as an approval item, BOS Professional stops the transaction from moving forward until someone selects a rep.

Customise Approvals for these Transaction Types

You can create and customise checklists for these transaction types on the Approvals tab of Settings & Defaults:

• Quotations

• Sales Orders

• Work Orders

• Purchase Orders

• Supplier Invoices

• Materials Movement

For each module, you can add, remove, and customise approval items to fit your business needs. You can also automate approving items using SQL especially if you're just checking if fields have been completed.

If you only want to approve transaction above a certain value, you can enter approval limits. For example, an estimator can approve quotations up to R250 000, while a manager must approve transactions above R250 000.

You can select the users who can approve, decline, and cancel all manual items by right clicking an approval item and clicking Set Users on the context menu.

Use Approvals to Review Important Details

Approvals can do more than confirm that fields are complete. They can also help your team review key business details before a transaction continues. For example:

• Check whether the due date is achievable.

• Confirm that the required date meets the customer’s needs.

• Review whether the price is fair and profitable.

• Make sure the specification matches what the customer requested.

• Check whether stock is available or can arrive in time.

Control the Approval Order

You can add dependencies to approval items so that people approve items in the correct order. This prevents managers from reviewing transactions that cannot move forward yet.

Choose the Approval Method That Works Best for Your Team

In BOS Professional you can approve transactions individually. Checklist items are displayed at the top on transactions (Edit View) and are colour-coded so you can see the approval status at a glance: red means not ready or not approved, yellow means ready for approval, green means approved, and black means declined.

You can also approve transactions from the Approvals module. This module gives you a central place to review all transactions with outstanding or declined approvals. You can filter by transaction and user, open transactions, add notes, approve, decline, or reset a transaction.

If you reset a transaction, BOS Professional clears all approvals and checklist items so the approval process can start again. This step is useful when the original capturer needs to edit the transaction or an approval was declined.

If you decline a transaction, you can add a note explaining what needs to change. This helps the person who captured the transaction correct it quickly.

Take the Next Step: Set Up Smarter Approvals Today

Ready to improve control, reduce delays, and keep every transaction moving? Start by customising Approvals in BOS Professional today.

• Review your current approval process.

• Decide which checklist items and approval limits your team needs.

• Read our documentation (see below) or contact our support team for help with setup.

Need help? Our support team can help you configure BOS Professional to match the way your business works.