Approvals
What needs approval, who can approve each kind of request, and how to approve or reject.
Every request that needs a decision, from every module, comes together in one place: Approvals in the Portal menu. The red number in the menu shows how many are waiting for you. The same requests also appear on the Workbench in the Waiting for approval panel.
What needs approval
| Request | When |
|---|---|
| Purchase order | When the PO total (including PPN) is above the company's approval limit. The default is Rp 5,000,000; an owner or admin can change it in Team & settings. POs below the limit are approved straight away. |
| Customer credit limit | Every credit limit increase, whatever the amount |
| Employee leave | Every leave request |
| Engineering change | Every R&D change before it can be released |
Who can approve
Each kind of request is decided by the matching roles:
| Request | Who can approve |
|---|---|
| Purchase order above the limit | Finance, Admin, Owner |
| Customer credit limit increase | Finance, Admin, Owner |
| Employee leave | HR, Admin, Owner |
| Engineering change (ECN) | Engineering, Admin, Owner |
Requests that are not yours to decide are still visible under Waiting for others, together with who can decide them, but without Approve/Reject buttons. A person cannot approve their own request, except the owner. Ask another colleague with the right role to decide.
HR posts and pays payroll, but cannot post manual journals, pay vendors, record customer receipts or book bank statement lines; those belong to Finance.
How to decide
In Approvals, under Waiting for you, click Approve or Reject on the request. The decision takes effect immediately:
- An approved PO is ready for its goods to be received (Receive goods); a rejected one stops.
- An approved credit limit applies from the next delivery.
- Approved leave is taken from the leave balance; rejected leave gives it back.
- An approved engineering change can be released (Release).
The latest decisions appear under Recently decided, and all of them are kept in the audit trail with who decided and when. A request that has already been decided cannot be decided again ("This request was already approved").