Approval Workflows

Quotations and Purchase Orders can require internal approval before they're sent to a customer or dispatched to a vendor.

Requires admin access to configure; the relevant document permission to approve or reject.

Quotation approval

1. Go to Settings → Accounting → Workflow → Quotation Workflow.
2. Enable approval, and choose who is authorised to approve.
3. Save.

Once enabled, a quotation submitted by a user without approval authority is held pending approval:

• An approver approves or rejects the request from their queue.
• While pending, a quotation prints with a Draft watermark, so an unapproved quote can't be mistaken for a final one if it's shared early.

Purchase Order approval

1. Go to Settings → Accounting → Workflow → Purchase Order Workflow.
2. Enable approval, and choose who is authorised to approve.
3. Save.

A submitted purchase order works the same way — held pending until an approver approves or rejects it, before it can be sent to a vendor.

Other maker/checker flows

Several other areas of YSUITE use a similar propose/approve pattern for sensitive changes — see Salary Structures and Statutory Compliance in HRMS.

Tips

• Turn on approval for whichever document type actually needs a second sign-off in your business — it's not mandatory, and adds a step every user will hit if enabled unnecessarily.
• Check for quotations sitting in "pending approval" regularly — a client-facing quote stuck waiting for a sign-off is a lost-deal risk if nobody's watching the queue.