Approvals Module

Overview 

• Transactions can have checklists which must be approved before they can be completed.

• Checklists consist of one or more items that must be approved, manually or automatically (using SQL queries).

• When all the items are approved, the transaction is set to an Approved status which ideally should be a read-only status. 

• Checklists can be updated on all Pending and Active Transactions.

• If the Transaction's Status is reverted to a lower status than the Approval status, the checklist is reset.

• If a Checklist item is Declined, the Transaction Status is set to the default Declined status.

If a checklist is linked to a transaction, it must first be resolved before users can:

• Change the transaction's Status. (However, if the transaction is in a Pending status, it can be changed to another Pending status.)

• Copy the transaction to a different module.

• Output a template which updates the transaction's status. (Templates can be linked to a Status group. For example, a Cost Sheet can only be generated (Output) when a Quotation is Pending.)

The Approvals Module provides a unified interface that can be used to approve outstanding Checklists on all Transactions.

Navigation: Main Menu > Setup > Settings & Default > Approvals (tab)

Buttons Explained 

• Reset: Resets the data filters.

• View: Generates a list of transactions that must be approved based on the selected filters.

• Menu: Layout options

Filters Explained 

• Date: A selection of date options including No Date to display all the outstanding approvals.

• Arrows: Adjusts the date in the direction of the arrow.

• Date fields: Allows users to enter custom dates.

• Module: A dropdown list of modules to select a specific module or all.

• User: A dropdown list of users to select a specific user or all.

• Outstanding (radio button): Displays only transactions with outstanding approvals.

• Approved (radio button): Displays only transactions that have been approved.

• Declined (radio button): Displays only transactions that have been declined.

Fields Explained 

Notes added to the checklist items are displayed in blue below the items on BOS Professional.

• Field Chooser (*): Allows users to add or remove columns.

• Colour-coded icon: Displays the checklist item's status.

• Letter icon: 

  • Represents the type of approval: 

    • M: Manual

    • O: Override

    • A: Automatic

• Status: The transaction's status.

• Trans: A code indicating the transaction type (e.g. QT for Quotations).

• No.: The transaction number.

• Date: The date of the transaction.

• Due Date: The transaction's due date. (This caption may be different on the transaction because it can be customised).

• Company: The name of the Customer or Supplier.

• Reference: The reference on the transaction.

• Code: The checklist item's code (abbreviated description).

• Description: The checklist item's description.

• Users: The users who may approve the checklist item.

• Progress: A list of all the approval items, colour-coded to indicate their approval statuses.

• Total CUR: The transaction's total in its currency.

• Total (exc): The transaction's VAT exclusive total.

• VAT: The VAT amount on the transaction.

• Total (inc): The transaction's VAT inclusive total.

• CUR: The transaction's currency.

• Last (Hr/s): The number of hours since the transaction was last opened.

• Open (Hr/s): The number of hours that the transaction has been open.

• Updated by: The user who approved the transaction.

• Updated: The date and time of the approval.

• Menu (...)

  • A submenu that can also be accessed by right clicking an entry with the following functions: 

    • Open Transaction

    • Actions

      • Add Note (manual items only)

      • Approve

      • Decline

      • Reset