Workflow Approvals for Draft GL Transactions, Bills, Invoices, Purchase Orders

Versa Cloud ERP has a workflow process built it. You can use workflow to set up approval for documents such as Purchase Order, Bills, Invoice, Draft GL Transaction.

In this article, we show you how to set up Purchase Order Approval and how to use it. The process for setting up other documents are similar.

User Management
Setup → User Management

You need to enable access for the User to the Approval functionality.

The user would need to log out and log in again to refresh the new permission set.

Workflow Approvers

Setup → WORKFLOWS → Workflow Approvers

Here you can set up the approver(Users who can approve documents). You can create as many approvers as you need.

Workflow Setup

Setup → WORKFLOWS → Workflow Setup

On this page, you can set which documents need to be approved and the number of approval stages needed.

Here you can set up approvals for:

- Bills
- Draft Transactions
- Invoices
- Purchase Orders

On this page, you choose which documents need to be approved.

To assign approver(s) for the document you need to:
- Click on the Add new workflow button
- Select Order from the list
- Select from Document Scope list (Bills, Draft Transactions, Invoices. Orders-> Purchase Orders)
- Click on the Create Workflow button
- Click on the Add Stage link (to add one or more stages of approval)
- Select Approver(s) (to select more than one Approvers, hold on ctrl)
- Click on the Add Stage button

NOTICE: Remember to enable the workflow.

When you have more than 1 stage for approval, the approver in the current stage must approve before the approvers from the next stage can approve.
Example:
there can exist one approver for stage one, and two approvers for stage two

Transaction Needing Approval
When creating the transaction(Purchase Order, Bills, Invoices, Draft GL Transaction) which need to be approved, you need to assign an appropriate approver to the document. Once, that the approver will be assigned to the transaction you will be able to submit the transaction for Approval.



How to approve the transaction?
You can approve the Purchase Order in two places.
First, from Purchase Order Level.

The second one is from My Approval Documents page.
Approvals → My Approval Documents

 Approving the document can be done without comment but for rejection, a comment is required.