Approval flow

The approval flow holds a document until the right people sign it off. You define when approval is required, who must act, and then work through items on Pending Approvals.

Leave and late-punch approvals in HRM are a separate process — see HRM overview.

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How it works

Document saved  →  matching rule found  →  pending  →  approve or reject

1. Someone saves a document (for example a new customer)
2. AdoxERP looks for an active Approval Rule for that document type
3. If a rule matches, the document waits — it cannot be used as if it were already approved
4. Approvers open User Management > Pending Approvals, review the chain, and Approve or Reject
5. A rejection at any level ends the whole request. Editing and saving again starts a new approval

If no rule matches, the document is not held for approval.

On Approval Rules, the info icon opens the same walkthrough inside the product.

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What to set up

Screen	Where	Purpose
Approval Rules	General Settings > Master > Approval Rules	When approval is required, the chain, and bypass
Approver Authority	General Settings > Master > Approver Authority	Rank, branch/location scope, and optional delegate
Pending Approvals	User Management > Pending Approvals	Approve or reject waiting documents

You also need users and roles so approvers can sign in.

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Creating an approval rule

1. Go to General Settings > Master > Approval Rules
2. Click add
3. Choose Document type — the list currently includes Customer. Other types appear when they are enabled for your company
4. Enter a Rule name (for example “New customer — Riyadh”)
5. Leave Active ticked
6. Optionally add Conditions — all of them must match. Leave empty to require approval on every save of that type
7. Choose Chain type, Scope, and Approval levels
8. Optionally set Authority bypass, SLA hours, and Escalation role
9. Click Create Rule

When more than one rule could apply, the more specific Scope wins: a location rule over a branch rule, a branch rule over a company-wide rule.

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Rule types supported

An approval rule combines the pieces below. Every field on the Add Approval Rule form is listed here.

Document types

What the rule applies to. Only types enabled for your company appear in the dropdown.

Document type	Available in dropdown	Typical use
Customer	Yes	New or edited customers before they can be used on sales
Supplier	When enabled	New suppliers
Quotation, Sale Order, Delivery Note, Sale Return, Sale	When enabled	Sales documents above a value
Purchase Order, GRN, Purchase Return, Purchase	When enabled	Purchase documents
Stock Transfer, Stock Adjustment, Stock Request	When enabled	Inventory movements
Journal Entry, Payment Voucher, Receipt Voucher	When enabled	Accounting entries

Condition operators

Each condition is: Field + Operator + Value. All conditions on one rule must match (AND logic). Leave conditions empty to trigger on every save of that document type.

Operator	Meaning	Example value
Equals	Field equals value	60
Not equals	Field does not equal value	0
Greater than or equal to	Field ≥ value	100000
Greater than	Field > value	50000
Less than or equal to	Field ≤ value	90
Less than	Field < value	100000
In list	Field is one of the listed values	Comma-separated, e.g. 30,60,90
Not in list	Field is not in the list	Comma-separated

Condition fields by document type

The Field picker suggests values based on document type. You can also type a custom field name if your administrator has set one up.

Customer and Supplier

Field	Use when
Credit Limit	High credit needs extra sign-off
Credit Days	Long payment terms need review

Sales, purchase, and stock documents (when those types are enabled)

Field	Use when
Grand Total	Document total crosses a threshold
Taxable Total	Taxable amount crosses a threshold
Tax Total	VAT amount is high
Discount Total	Large discount needs approval
Additional Expense Total	Landed-cost add-ons are significant
Cost Total	Cost value needs review

Chain types

Chain type	When to use	Behaviour
Sequential	Strict sign-off order	Level 2 opens only after Level 1 is approved
Parallel	Several checks at once	All levels are open; each level still uses its own mode (any one / all required)
Hybrid	Mix of both	Example: two peers at Level 1 (parallel), then one mandatory CFO at Level 2 (sequential)

Level modes (per level)

Mode	When to use
Single approver	One role or user must act
Parallel — any one	Several people can approve; the first approval completes the level
Parallel — all required	Every listed approver must approve before the level completes

Each approver is Role (anyone with that role) or User (one named person).

Role-specific gate — tick on a level when it is an independent compliance check (not a seniority step). With Forward only bypass, senior managers can skip normal levels but not a role-specific gate. Only Full bypass can close those levels early.

Scope

Scope	Meaning
Branches and locations empty	Rule applies company-wide
Branches selected	Only documents in those branches
Locations selected	Only documents at those locations (within selected branches)

If you have more than one branch, pick branches first; then narrow to locations inside them.

Authority bypass modes

Set on the rule. Rank is configured separately under Approver Authority.

Mode	Meaning
None — strict chain	Nobody skips a level
Forward only	High rank can approve early and skip levels ahead — except role-specific gate levels
Full	High rank closes all pending levels, including role-specific gates

SLA and escalation

Field	Meaning
SLA hours	If a level stays pending longer than this, escalation runs
Escalation role	Role notified when SLA is exceeded

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Tiered approval with multiple rules

One rule cannot skip levels based on different conditions mid-chain. For tiered approval, create separate rules with different conditions and scopes:

Rule	Conditions	Levels
Standard customer — Riyadh	(empty — every customer)	Level 1: Sales Manager
High credit — Riyadh	Credit Limit ≥ 100,000	Level 1: Sales Manager → Level 2: Finance → Level 3: CFO

When a customer with credit limit 150,000 is saved in Riyadh, both rules may match on document type — the engine picks the most specific scope. If both have the same scope, split them with conditions (for example: standard rule uses Credit Limit less than 100,000; high-credit rule uses Credit Limit ≥ 100,000).

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Sample scenario

Goal: In the Riyadh branch, Main Warehouse location, any new customer with credit limit at least 100,000 and credit days at most 60 must pass a three-level hybrid chain before they are approved.

Setting	Sample value
Document type	Customer
Rule name	High credit customer — Riyadh warehouse
Conditions	Credit Limit ≥ 100,000 and Credit Days ≤ 60
Chain type	Hybrid
Scope	Branch: Riyadh · Location: Main Warehouse
Level 1	Parallel — any one · Sales Manager or Deputy Sales Manager
Level 2	Single · Finance Manager · Role-specific gate ticked
Level 3	Single · CFO
Authority bypass	Allow · Forward only
SLA	24 hours · Escalation role: Operations Manager

Before the rule: create roles (Sales Manager, Finance Manager, CFO, etc.), assign users, and add Approver Authority records so bypass ranks exist — see step 1 below.

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Step-by-step: create the sample rule (all fields)

Step 1 — Approver authority (do this first)

Create authority records so bypass and escalation roles work.

1. Go to General Settings > Master > Approver Authority
2. Add Sales Manager — Authority rank 1, Scope: Riyadh branch
3. Add Finance Manager — rank 2, same scope
4. Add CFO — rank 3, same scope (can use Full or Forward only bypass on the rule)
5. Optionally add Operations Manager — rank 2, for SLA escalation notifications

Step 2 — Open the rule form

1. Go to General Settings > Master > Approval Rules
2. Click Add (or the add action on the list page)

Step 3 — Basic information

Form field	Enter
Document type	Customer
Rule name	High credit customer — Riyadh warehouse
Active	Ticked

Step 4 — Conditions (all must match)

Click Add condition for each row.

#	Field	Operator	Value
1	Credit Limit	Greater than or equal to	100000
2	Credit Days	Less than or equal to	60

Both rows must be true when the customer is saved, or this rule does not run.

Step 5 — Chain type

Select Hybrid — Level 1 can resolve in parallel (any one of two sales roles), then Levels 2 and 3 run in order.

Step 6 — Scope

Form field	Enter
Branches	Riyadh (only shown if you have more than one branch)
Locations	Main Warehouse

Leave both empty only if the rule should apply company-wide.

Step 7 — Approval levels

Level 1

Form field	Enter
Mode	Parallel — any one
Approver 1	Type: Role · Ref: Sales Manager
Approver 2	Click add approver · Type: Role · Ref: Deputy Sales Manager
Role-specific gate	Off

Level 2

Form field	Enter
Mode	Single approver
Approver	Type: Role · Ref: Finance Manager
Role-specific gate	Ticked — compliance step; Forward only bypass cannot skip this

Level 3

Form field	Enter
Mode	Single approver
Approver	Type: Role · Ref: CFO
Role-specific gate	Off

Click Add level between steps to insert each new level.

Step 8 — Authority bypass

Form field	Enter
Allow authority bypass	Ticked
Bypass mode	Forward only

A CFO (rank 3) can approve early and close Level 1, but not Level 2 while it is marked role-specific gate.

Step 9 — SLA and escalation

Form field	Enter
SLA hours	24
Escalation role	Operations Manager

If Level 1 (or any pending level) sits more than 24 hours, the Operations Manager role is notified.

Step 10 — Save

Click Create Rule. The rule appears on the list as Active.

Step 11 — Test the flow

1. Sign in as a user who can add customers
2. Create a customer in Riyadh with Credit Limit 150,000 and Credit Days 45
3. Save — status should show Pending Approval (or equivalent on the customer screen)
4. Sign in as Sales Manager (or Deputy) → User Management > Pending Approvals → open the request → Approve
5. Sign in as Finance Manager → approve Level 2
6. Sign in as CFO → approve Level 3 → customer is fully approved

To test reject: reject at any level — the whole chain stops. Edit the customer and save again to start a new approval.

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Conditions (reference)

Each condition is Field, operator, and Value. All conditions on the rule must match.

For customers, use Credit Limit and Credit Days. For sales or purchase documents (when enabled), use Grand Total, Taxable Total, and the other transaction fields in the table above.

Example pair: Credit Limit ≥ 100,000 and Credit Days ≤ 60 — only customers meeting both enter this rule.

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Chain type (reference)

Chain type	Meaning
Sequential	Levels run in order. Level 2 waits until Level 1 is done
Parallel	Levels can be open together. Each level still has its own mode (any one, or all)
Hybrid	Mix both — for example two peers at Level 1, then a single sign-off at Level 2

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Scope (reference)

Leave branch and location empty to apply the rule across the entire business. Choose branches (and optionally locations) to limit it.

If you have only one branch, the branch picker is hidden.

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Approval levels (reference)

Add one or more levels. The document moves to the next level when the current one is complete.

Level mode	Meaning
Single approver	One configured person or role must act
Parallel — any one	Several approvers; the first to approve completes the level
Parallel — all required	Every configured approver at that level must approve

Each approver is a role (anyone with that role) or a specific user.

Tick Role-specific gate for an independent check (for example compliance) that seniority should not skip unless bypass is set to Full.

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Authority bypass (reference)

On the rule, tick Allow authority bypass and choose a mode. Rank itself is set under Approver Authority, not on the rule.

Mode	Meaning
None — strict chain	No one skips a level, even a senior manager
Forward only	A high enough rank can approve early and skip levels ahead — except levels marked Role-specific gate
Full	A high enough rank can close every pending level, including role-specific gates

Bypass is recorded (who acted, and which levels were closed). The approver’s authority record must also cover the document’s branch and location.

A Reject still ends the whole chain, whether or not bypass is allowed.

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SLA and escalation (reference)

Optional SLA hours: if a level stays pending longer than this, the Escalation role is notified.

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Approver authority (reference)

1. Go to General Settings > Master > Approver Authority
2. Click add
3. Choose By role or By specific user
4. Set Authority rank (higher number = more seniority for bypass)
5. Set Scope the same way as on a rule — empty means the whole business
6. Optionally set Delegation: Delegate to, Active from, and Active to for when someone is away
7. Click Create

While a delegation window is active, actions go to the delegate and the substitution is recorded.

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Approving and rejecting

1. Go to User Management > Pending Approvals
2. Open a row (Document) or the view action
3. Review document type, status, submitted date, and the levels stepper
4. Add an optional Comment
5. Click Approve or Reject

Status	Meaning
Pending	Waiting on the current level
Approved	Chain complete
Rejected	Stopped by a reject
Cancelled	Cancelled (including when a reject cancels other open levels)

You only see Approve / Reject when it is your turn. If someone else already acted, refresh and try again.

While a document is pending, it stays locked from further use until the chain finishes.

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Quick rule patterns

Pattern	Conditions	Chain	Levels
Every new customer	(empty)	Sequential	1 × Sales Manager
High credit only	Credit Limit ≥ threshold	Sequential	Sales → Finance → CFO
Long payment terms	Credit Days ≥ 90	Sequential	Sales → Finance
Large sale invoice (when enabled)	Grand Total ≥ 50,000	Hybrid	Parallel peers → Director
Strict compliance	Any	Sequential	Finance with role-specific gate + None bypass

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What to do next

• Users and roles
• Managing customers
• What’s in Web Admin