¶ Purpose
The Transaction Approval screen allows authorized users to approve or reject transactions that are enabled for Approval Flow as per Transaction Approval Settings. This screen acts as the operational approval workspace where approvers review transactions pending approval and take appropriate action based on their approval limits and roles.
¶ Prerequisites
The following transactions must be completed.
- Access rights must be assigned to the responsible user for the transaction.
- The Transaction Approval Setting transaction must be completed.
- At least one transaction listed in the Transaction Type field on the Transaction Approval screen must be completed.
¶ Transaction Approval
The Transaction Approval screen allows the user to approve a particular transaction.
Navigation: Main – Menu ⇢ Transactions ⇢ Finance ⇢ Finance Entries ⇢ Finance ⇢ Select Financial Year ⇢ Show List ⇢ Approvals ⇢ Transaction Approval
- The user can search for a particular transaction based on the Transaction Number, Trans Type, From, To, Profit Centre and Ledger. Click Refresh.
- The Transaction Approval screen displays details such as the Approval Date, Transaction Number, Transaction Date, Bill No., Cheque/ Reference No., Account Name, Description, Dr, Cr and General Description.
- The user must select the appropriate Approval checkbox for the transaction.
- The user can select the Select All checkbox, to select all listed transactions.
- Click the Approve link, the following message will appear.
- Click Yes, to approve the transaction.
¶ Preview Transaction Details
The Preview option allows the user to view and print the listed transaction details before saving transaction if required.
- The user can search for a particular transaction based on the Transaction Number, Trans Type, From, To, Profit Centre and Ledger. Click Refresh.
- Click Preview, the following screen will appear.
- Click Print, to print documents.
- The user can view details in Excel, HTML, Open Office, PDF and Notepad format.
- Click Email, the following screen will appear.
- The user must enter the Subject.
- The user can upload multiple attachments if required.
- The user can delete the uploaded attachments if required.
- The user must select one of the options from Employees, Customers, Sales Rep, Suppliers, Subcontractors or Others.
- Once the user selects the appropriate option, the corresponding Email IDs will appear in the Email Address section.
- The Add Your Message Here section allows the user to add messages.
- Click Send, to send emails.
- Click Add, to add the new email address.
- Click Delete, to remove the selected mail IDs.
- Click Settings, the following screen will appear.
- The user must enter details of the Your Existing Mail Server Name, Port (Existing), Change the above Mail Server Name To and Port (New).
- Click Change.
¶ Functional Use Cases
| Sl. No. | Use Case | Business Scenario | Functional Outcome in ERP |
|---|---|---|---|
| 1 | View Pending Transactions | Approvers need visibility of transactions awaiting approval. | ERP displays all transactions pending approval. |
| 2 | Approve Transaction | Transactions meet approval criteria. | ERP marks transaction as approved and allows further processing. |
| 3 | Reject Transaction | Transactions do not meet criteria. | ERP marks transaction as rejected and prevents further processing. |
| 4 | Apply Approval Limits | Approvers have defined approval limits. | ERP restricts approval based on user authorization limits. |
| 5 | Multi-Level Approval | Transactions require multiple approvals. | ERP routes transaction through sequential approval levels. |
| 6 | Role-Based Approval Access | Different users have different approval roles. | ERP allows access based on user role and permissions. |
| 7 | View Transaction Details | Approvers must review transaction before action. | ERP provides detailed transaction view for decision-making. |
| 8 | Track Approval Status | Status tracking is required for control. | ERP shows real-time approval status (Pending, Approved, Rejected). |
| 9 | Maintain Approval History | Audit trail is required. | ERP logs all approval/rejection actions with user and timestamp. |
¶ Use Case Scenario
- Click here for a detailed use case scenario.
¶ Transaction Checklist
| Steps | Checklist Item | Details / Purpose (Before Starting Transaction) |
|---|---|---|
| 1 | Confirm Approver Role | User must be mapped as approver. |
| 2 | Check Transaction Type | Only approval‑enabled transactions appear. |
| 3 | Verify Approval Limit | Ensure the transaction amount is within the limit. |
| 4 | Review Accounting Period | Period should be valid and open. |
| 5 | Verify Transaction Completeness | All mandatory data must be available. |
| 6 | Review Supporting Narration | Required for informed approval. |
| 7 | Understand Escalation Rules | Know next‑level approval flow. |
| 8 | Compliance Awareness | Approval action is audit‑tracked. |