Overview:

My Approvals gives you an overview of all documents that are currently assigned to your user, for approval or for review. Messages do not appear in this list, but they can be viewed in Discussion notifications.

The standard procedure is that a document is assigned to you for review or approval, then you can check for unactioned documents on this screen. You can click on the arrow icon to navigate to the document itself, check details and attachments, and potentially approve it from there or reassign it to another approver.

A daily email can be sent to users with the list of all documents that need to be actioned and a link to My Approvals page. Email subject: Documents assigned for approval/review. This can be enabled/disbaled per person or for the whole company with setting: My Approval Required Email

Other approval emails generated by Workflow approvals can also be managed (enabled/disabled) by document type with its own setting. Check the Settings list and search for the keyword email to see all the options available.

Screen Guide:

Approvals List:

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• Select is used for Bulk Approval of AP Vouchers awaiting approval where no outstanding warning or error is detected.
  This feature is only practical where the business employs a process where data completion and validation typically happens prior to approval since the approver has limited visibility of details on the list.
  The Select tick-box for bulk approval is only enabled:

  • If the Select column is enabled in the ‘My Approvals’ grid; it is hidden by default.

  • The item is an AP Voucher at ‘For Approval’ action

  • The item has been successfully pre-validated as warning and error free.

  The approver may then tick the items as desired and click [Approve Selected]. A full spectrum validation is then performed for each selected item as it’s approval is actioned. The tickbox will be replaced with a or based on the result of each approval. The user can then open a failed voucher and address any issue as usual.

• Document is the type of document requiring approval or review from your user.

• The box with the arrow is an icon that when clicked navigates the user to the document to action as required. 

• Reference is the document identifier, i.e. purchase/work order number, invoice number, etc.

• Action is either ‘For Approval’ or ‘For Review’ for the document and determines your expected input.

• Doc Date is the date of the selected document.

• Due Date: the date by which the owner should provide approval or disapproval and it's also the day for making payments. This applies to AP Credit, AP Invoice, Subcontract Claim, and Voucher.

• Assigned is the date the document was assigned to the logged in user.

• Company is the Company that the assigned document is associated with. For Leave Requests, is the employee who requested the leave.

• Value is the cost or revenue of the assigned document, excluding GST in the case of Orders. For Leave requests is the quantity of hours.

Click on selected document will display its details, as on the sample of the Job Sale invoice screen shot below:

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Next Steps:

You can check this screen at any interval you wish, though it is wise to check with your accounts department to ensure cutoff dates are known.

Purchase Requisitions review/approvals are on separate screens: Requisition Review / Approval and Mobile Requisitions Approval.