---
title: "Approvals"
canonical: "https://wiki.soft1.eu/space/SS5EN/1236174220/Approvals"
format: markdown
---
## Configuration

### Creation of Approval scenarios

You can create approval scenarios using the related job in Parameters-> Security – Rights -> Approvals

Using "New entry" you can create a new scenario. In the scenario lines, define the stages for the execution of the approval. For each stage set the following:

- The **priority **of the documents to be approved (low, high).
- The **Users **or **User groups **that can approve the documents.
- The **prerequisite stages, **in case you have set stages that must be executed before final approval.
- **Execution condition, **if you want to approvals scenarios to be activated after certain conditions.
- **Approval : **set to "Yes" if the stage will lead to the approval of the document.

![image](media://8312f0af-63b2-4fbc-8764-d842d86a6752)

![image](media://ec88b8f2-4753-4c99-a42b-cc9989449879)

 

### Connection of document Series with Approval Scenarios

The approval scenarios you created must be connected to the document Series that must be submitted to approval.

In the document Series, the General Data and sub-module <Default> complete the corresponding field with the Approval scenario to be applied for the specific series.

In General Data and sub-module <Print> in field "Print unapproved" specify whether it shall prohibited or not to print an unapproved document. In the field you can set the following:

- No check (no check shall be performed for document printing)
- Warning (a warning message will be displayed during selection to print the document).
- Prohibition (it shall not be allowed to print an unapproved document).

![image](media://85031790-8577-4c19-8845-dcabe801be6e)

 

## Operation

Create a new entry and complete the entry data as a user with no approval rights. As soon as you press enter, indication (****) in the number and <NOT APPROVED> in the document code field shall be displayed. Not approved entries do not lead to any update to the system data, i.e. inventory transaction, pending, or accounting entry.

![image](media://560e7cca-7674-4d5d-8edd-0fbec42701ea)

 

### Approval of unapproved documents

In order to approve documents, you must run job "Approval obligations (user)" using module Parameters-> Security – Rights -> Approvals ->Approval obligations (user) (approval is executed by the user designated as an approval manager).

The job displays the documents for approval, and right-clicking on the document you can select the following: 

- **Document, **use it to display on the screen the document data and, if you wish, to approve the document by pressing post through the view.
- **Execute job,**in order to proceed to the approval of the selected documents (hold down Ctrl + left click to execute mass documents selection).

![image](media://adcf5303-fe52-46bc-b387-f1fc1dd4a336)

 

### Mass approval of unapproved documents

 

Possibility of mass documents approval is also given to appropriate users via browsers of sales documents, purchases and special transactions using the same name job which is in the menu that appears by right-clicking on selected entries on browsers as shown below.

![image](media://20bdf401-1eb6-415f-a964-87d37030ec1b)

With the confirmation and execution of the job you can view the results by clicking on the corresponding link.

![image](media://8393de5b-75cc-4527-b213-6ca3b9d5c6f4)

### Administrators Rights

System Administrators avail option **"Approval obligations (Administrator)" **where the initial screen displays a documents search browser. Only the specific user can search entries per status or per Approved by filter.

If you right click on the selected entry and select <Document> you can display the entry data that can be modified and approved at the same time.

Moreover, double clicking on an entry, system Admin has the ability to modify the approval scenario for a certain document, i.e. change priority, user, etc.

![image](media://08588680-9892-4953-98ca-549dbf10d1ee)

![image](media://4c6141bc-0e46-4357-8ef1-7fec9d44049b)

### Credit controls and approvals

Approvals may be applied stand-alone or in combination with credit controls. In the latter case you must connect the Scenario either to the Control policy view, or to document types.

The isolated application of an approval scenario, applies the assumption approved or not approved, depending on the document series and the operator. The combination of approvals and credit controls provides an additional non-approval ability, in case certain rules and assumptions are not met.  

![image](media://73536698-964d-438c-a8ae-5d721f44202f)

![image](media://7311f868-ecec-44cf-9a7f-e3c1bcb08348)