Set Up Approval Workflows for Sales Documents

Overview:

Learn how to set up approval workflows for sales documents

Note: Workflows help automate reviews and approvals before documents are released or posted.

Why Set Up Approval Workflows for Sales Documents?

Approval workflows allow your business to review and approve key sales documents before they are processed. This helps enforce internal controls, prevent unauthorised pricing or discounts, ensure credit limits are respected, and maintain consistent business practices.

How to Set Up Approval Workflows for Sales Documents?

Pre-requisites

Here are the prerequisites you need to complete before setting up approval workflows for sales documents:

Set up Approval Users
Set up Workflow User Groups where required
Set up Notifications for approval users.
Set up Approval Workflows

Here are the steps to set up approval workflows for sales documents:

Search for Workflows on the top right-hand corner of the page. Select the related link and the page displays.
Select New Workflow from Template to set up a new workflow.
The Workflow Template list displays.
From the list of templates, select one of the following depending on your need:
Select OK to open the workflow editor. For this scenario, we’ll select the Sales Order Approval Workflow.
The workflow displays.
Update the following fields:
1. Code: Enter a unique name for the workflow
2. Description: Provide a short explanation
3. Category: Select a category like Sales
4. Enabled: Select the checkbox to activate the workflow after you’ve updated the workflow steps.
  
  Note: Use the Workflow Steps to set conditions, define approval rules, add email alerts, and specify what happens when a document is approved or rejected.
Select (+) Add record restriction in the first workflow line to set up approver settings.
The Workflow Reponses page displays.
Select the Approver Type in Create an approval request for the record using approver type and approver limit type row.
1. Approver Type: Salesperson/Purchaser, Approver or Workflow User Group.
2. Approver Limit Type:
  1. Approver Chain: Sends the request through each level of approval, one by one
  2. Direct Approver: Sends the request only to the assigned approver
  3. First Qualified Approver: Sends to the first with enough approval authority
  4. Specific Approver: Sends to one assigned user. There’s no hierarchy.
  Note: If you select Approver as the Approver Type, you’ll need to set the Approver Limit Type. If using Specific Approver, enter their Approver ID.
  
  Note: If you select Workflow User Group as the Approver Type, the Approver Limit Type field disappears, and you’ll need to update the Workflow User Group Code.
  
  Note: You can open and edit the Approval User Setup from the Workflow Responses page.
Select OK to save and close the settings.
Select the Enabled checkbox to activate the workflow.
You've set up a sales document approval workflow.

Note: Test the sales document workflow by submitting a document for approval. Try both the approval and rejection paths to ensure that status updates and user notifications work as expected. You can use the same steps to set up workflows for other sales documents.

Tip: Let affected users know about the new workflow and any changes to their responsibilities.

What’s next?

Find out how to approve or reject workflows as an approver.

Need more help?
We’ve got you covered. Contact support@wiise.com if you need assistance.