Transaction Approvals and Checklists

Overview

Checklists can be added to Transactions as an approval process. The checklist consists of one or more items that must be approved, Manually or Automatically (using SQL queries). When all the items are approved, the transaction will be set to an Approved status - ideally a read-only status. 

The Checklists work with the Procurement/Purchasing data model that allows you to link the Requestor, Manager and Head to a Transaction. Note: The Head is optional and will only be added to the Checklist if the Head is assigned to the Checklist and to the Transaction. This is useful when the persons who need to approve the transaction are not fixed.

Notes

• The checklist can only be Approved or Declined if the Transaction is in the Approval Status - this applies to the Manual and Override items.

• If a checklist item is declined, the Transaction is set to the default Declined Status.

• If all the checklist items are approved, the Transaction is set to the default Approved Status.

• A checklist item can be Reset if the Transaction is not in a Complete or Cancelled status - this can only be done by the Transaction Approval Admins.

• The Approval button on the edit form is disabled it the Transaction is in a Complete or Cancelled Status.

• Notes can be added to Manual checklist items at any time except when the Transaction is in a Complete or Cancelled Status.

• Users are only able to view Transactions which they can access.  

Setting up

Checklists are set up under Main Menu > Setup > Transactions (Depending on where it was added in the Menu setup) in the Checklists tab. 

The Checklist Header contains the following fields: 

• Administrators - One or more users can be added to the Checklist as Administrators. They will be able to Approve, Decline and Cancel all the Manual and Override Items on a Checklist, but they won't receive emailed approval requests.

• Status - Select from the linked Transaction's Header Statuses

  • Approval - The Status during which the Approval takes place - this status is also used for the automatic Approval Requests to be sent from BOS Server.

  • Approved - The Status to which the Transaction will be set when it is Approved. Ideally, it will be a read-only status and you will only be able to Output or Copy from this Status.

  • Declined - The Status to which the transaction will be set if the Approval is declined.

• Note - An internal note field that could explain how the checklist is configured, etc.

The Items contain the following fields:

• Description

• Code - Used where space is limited.

• Type - Options include:

  • Manual - The Item needs to be manually checked. 

  • Manual (Requestor/Manager/Head) - Can be used on transactions where the Procurement/Purchasing data group is enabled. (See Transaction settings)

  • Auto - 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). You can pass a NULL value to the note field if a Note is not required. A parameter: TRANSID can be used in the SQL to reference the transaction values.

  • Auto - Override - This 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 is similar to a Manual checklist item except that the approval is linked to the Transaction Total (exc). Multiple limit items can be added in ascending order and only the required approvals will be added to the Transaction.

• Limit from / Limit to - used with Limit type items.

• Users - Right-click to select which Users can approve this item. (Applicable to Type = Manual, Override, Limit)

• Dependencies - Right-click to select which other items need to be checked before this item can be approved. (Applicable to Type = Manual, Manual (Requestor), Manual (Manager), Manual (Head), Limit)

• Updated - The Date and User that last updated the Item. 

Transactions

When a checklist is linked to a Transaction, an Approve button will appear at the top of the Edit form - you can click the Approve button to approve the items that you have access to. The Approve button also has a dropdown menu with the following items:

• Decline - The Transaction Status will be set to the default Declined Status (Set in the Checklist) - Checklist Administrator rights are required. The function will only execute if the Transaction is in the Approved Status.

• Update Checklist (Auto and Override) - this will update the Auto items on the Checklist without requiring the Transaction to be in an editable status. All users can access this function, but it can only be executed on Pending or Active Transactions.

• Reset Checklist - The Checklist will be updated from Setups and the Transaction Status will be set to the default Awaiting Approval Status. Checklist Administrator rights are required.

• Email Approval Request - Changes the Status to the default Approval status and sends an email to the Users who need to approve the Checklist.

The Checklist can be viewed in the Transaction Header or by clicking the Checklist button at the top right of the Transactions window. An Approvals column exists in the Transactions list view, hidden by default. This field lists the user Roles that are required to approve the Transaction.

The Checklist uses a colour icon to display the status of each item as follows:

• Red - Indicates an Auto Item that has not yet been approved or a Manual Item that is not yet ready for Approval. The dependent items have not yet been approved.

• Yellow - The Item is ready for Approval (No outstanding dependencies). Approval is only possible if the user is linked to a Role that allows approval.

• Green - Approved - The User and the Date/Time the item was approved are listed in the grid on the right.

• Black - Declined - The User and Date/Time the item was declined are listed in the grid on the right - ideally, a Note will be added to explain why it was declined.

The second icon indicates the Item Type - M = Manual, A= Auto, O = Auto - Override

Right-click a checklist item or click the … button on the right to open the context menu which includes:

• Approve (List of Users) - This item is only enabled when the item is ready for approval and the user is linked to an authorised Role. (Users can also double-click an Item to Approve it)

• Decline (List of Users) - This item is enabled unless the item has already been declined.

• Reset - This will reset an Approved or Declined item back to the default status and is allowed if the user is an Administrator. Applicable to Manual and Override.

• Add Note - Enables users to add a time-stamped note to a Manual item. 

Approvals module 

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

This is a fixed module that needs to be added to the Menu.

User Access is controlled with the Role Setting > Approvals > Approvals - Access Allowed - Options include None, View only and Full Access.

Data Filters 

• Transaction - Default = All - List Transactions linked to a Checklist

• User - Default = Active User - When viewing Outstanding, it filters the Roles that can be approved. When viewing Approved, it filters on the Approved User

• Outstanding - Default = Checked. The Date filter is set to No Date. Displays transactions in the default Approval Status.

• Declined - Displays transactions in the default Declined Status. The Date filter is set to No Date.

Fields explained

• Status - Transaction Status

• Icon - Green, Yellow, Red - Checklist Item Status

• Icon - M, O, A - Approval Type - Manual, Override, Automatic

• Trans - Transaction Type

• No. - Transaction No.

• Date - Transaction Date

• Due Date - Transaction Due Date - The Due Date caption may vary on the Transaction interface.

• Company - Customer/Supplier

• Reference - Transaction Reference

• Description - Describes what needs to be checked.

• Users - A list of Users that have access rights to approve the item.

• Progress - Lists the entire Checklist, colour-coded according to Status. The active item is displayed in bold. (Only displayed when viewing Outstanding)

• Approval - The User and Timestamp at which the item was approved.

• Totals and Currency

The Note field is displayed as a preview in blue under each item.

Context Popup Menu (Right-click on Items to open)

• Open Transaction - drills down to the selected Transaction.

• Open Notes and Attachments

• Approve - This item is only enabled when the item is ready for approval and the user is linked to an authorised Role.

• Cancel Approval - This is allowed if the user is linked to a Role that allows the cancellation of Approvals. Applicable to Manual and Override.

• Add Note - Enables users to add a time-stamped note to a Manual item.