Embedded Files
Overview
Overview
Approvals or checklists are used to systematically check that certain fields and information are correctly completed on a transaction before it advances to the next step.
Approval checklists can be created for each of these transaction types:
Quotations
Sales Orders
Work Orders
Purchase Orders
Supplier Invoices
Campaigns & Contracts
Materials Movement
Navigation: Main Menu > Setup > Settings and Defaults > Approvals
Approval Item Fields
Approval Item Fields
ID: The system-generated number allocated to the entry.
Description: A description of the approval (e.g. Rep has been selected).
Code: Used in the condensed views - max 20 characters. An abbreviation of the description.
Type: The available options depend on the selected Module (see below). These types are common to all the modules:
Manual: The Item must be manually checked.
Auto - SQL:
This type uses SQL to test if the Item's conditions are met.
The SQL must always return two fields - VALUEID (Integer: 0=False, 1=True) and NOTE (string).
If a note is not required, you can pass a NULL value to the note field.
A parameter TRANSID can be used in the SQL to reference the transaction values.
Auto - SQL (Override):
This type works the same as Auto except that approved users, can override these items when the SQL does not approve them.
Approved users are also allowed to Cancel the overrides.
Limit:
This type is similar to a Manual checklist item except that the approval is linked to the Transaction Total.
Multiple limit items can be added in ascending order.
The required approvals are added based on the transaction's VAT exclusive total and the entered limits.
Limit from: The transaction total that will trigger the approval.
Limit to: The upper limit of the transaction total for which approval is needed.
Updated: The user who last updated the entry and the date and time of the update.
Menu (...): A submenu that can also be accessed by right clicking an entry with the following functions:
Set Dependencies: Specifies which items must first be checked before the current item can be approved. Applicable to Manual and Limit.
Set Users: Specifies which users can approve the item. Applicable to Manual, Override, and Limit.
Edit SQL: Opens an interface to edit the SQL.
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Transaction Status
Transaction Status
Navigation: Main Menu > Settings & Default > Status (tab)
If a Transaction Type must be approved, the following defaults must be selected in the Approvals column for each applicable status:
Approval: This is the Status that starts the approval process (e.g. Pending with Editing unchecked).
Approved: The transaction is changed to this Status (e.g. Active or Complete) once the checklist is Approved.
Declined: The transaction is changed to this Status (e.g. Pending) if one or more checklist items are Declined.
Checklist Types by Module
Checklist Types by Module
Quotations
Quotations
Auto - Contact is blank: Ensures a user selects a Contact on the Quotation.
Auto - Rep is blank: Ensures a user selects a Rep on the Quotation.
Auto - Category is blank: Ensures a user selects a Category on the Quotation.
Auto - Branch is blank: Ensures a user selects a Branch on the Quotation.
Auto - Account is blank: Ensures a user selects an Account on the Quotation.
Auto - SQL: Custom checklist created with SQL.
Auto - SQL (Override): Custom checklist created with SQL including an Override for specified users.
Manual - Limit: Add Limits for values (e.g. Approval is required for Quotations with a value of R50,000+).
Manual - Manual: Manual approval for specified users.
Sales Orders
Sales Orders
Auto - Customer is Blank: Ensures a user selects a Customer on the Sales Order.
Auto - Contact is blank: Ensures a user selects a Contact on the Sales Order.
Auto - Rep is blank: Ensures a user selects a Rep on the Sales Order.
Auto - Category is blank: Ensures a user selects a Category on the Sales Order.
Auto - Order No. is blank: Ensures a user enters an Order No. on the Sales Order.
Auto - Duplicate Order No.: Warns a user if a duplicate Order No. is found. This warning avoids duplicate Sales Orders created in error.
Auto - Due Date is blank: Ensures a user enters a Due Date on the Sales Order.
Auto - Branch is blank: Ensures a user selects a Branch on the Sales Order.
Auto - Account is blank: Ensures a user selects an Account on the Sales Order.
Auto - SQL: Custom checklist created with SQL.
Auto - SQL (Override): Custom checklist created with SQL including an Override for specified users.
Manual - Limit: Add Limits for values.
Manual - Manual: Manual approval for specified users.
Work Orders
Work Orders
Auto - SQL: Custom checklist created with SQL.
Auto - SQL (Override): Custom checklist created with SQL including an Override for specified users.
Auto - Branch is blank: Ensures a user selects a Branch on the Work Order.
Manual - Manual: Manual approval for specified users.
Purchase Orders
Purchase Orders
Auto - Contact is blank: Ensures a user selects a Contact on the Purchase Order.
Auto - Due Date is blank: Ensures a user enters a Due Date on the Purchase Order.
Auto - Branch is blank: Ensures a user selects a Branch on the Purchase Order.
Auto - Account is blank: Ensures a user selects an Account on the Purchase Order.
Auto - SQL: Custom checklist created with SQL.
Auto - SQL (Override): Custom checklist created with SQL including an Override for specified users.
Manual - Limit: Add Limits for values (e.g. Supervisor approval is required for Purchase Orders with a value between R0 - R10,000, and management approval is required for Purchase Orders with a value above R10,000).
Manual - Manual: Manual approval for specified users.
Supplier Invoices
Supplier Invoices
Auto - Contact is blank: Ensures a user selects a Contact on the Supplier Invoice.
Auto - Due Date is blank: Ensures a user enters a Due Date on the Supplier Invoice.
Auto - Duplicate Invoice No.: Warns a user if a duplicate Supplier Invoice No. is found. This warning avoids duplicate Supplier Invoices created in error).
Auto - Branch is blank: Ensures a user selects a Branch on the Supplier Invoice.
Auto - Account is blank: Ensures a user selects an Account on the Supplier Invoice.
Auto - SQL: Custom checklist created with SQL.
Auto - SQL (Override): Custom checklist created with SQL including an Override for specified users.
Manual - Limit: Add Limits for values (e.g. approval is required for Supplier Invoices with a value of R100,000 and above).
Manual - Manual: Manual approval for specified users.
Campaigns & Contracts
Campaigns & Contracts
Auto - SQL: Custom checklist created with SQL.
Auto - SQL (Override): Custom checklist created with SQL including an Override for specified users.
Auto - Branch is blank: Ensures a user selects a Branch on the Supplier Invoice.
Manual - Manual: Manual approval for specified users.
Materials Movement
Materials Movement
Auto - SQL: Custom checklist created with SQL.
Auto - SQL (Override): Custom checklist created with SQL including an Override for specified users.
Auto - Branch is blank: Ensures a user selects a Branch on the Supplier Invoice.
Manual - Manual: Manual approval for specified users.
Related Topics
Related Topics
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