Approvals FAQ

Setting Up Approval for a Stock Transfer Based on the Receiving Warehouse

If you have multiple warehouses, each with a different warehouse keeper and direct supervisor, and you want the approval of a stock transfer to be the responsibility of the warehouse that will receive the goods (not the sending warehouse), you can achieve this by configuring the approval as follows:

Solution

• Create an approval definition for the StockTransfer entity.
• Add an approval step where the responsible person is determined based on a field within the document.
• Use the following field to identify the responsible parties:

toWarehouse.warehouseKeeper,toWarehouse.warehouseKeeper.directSupervisor

This means the approval will be from:

• The receiving warehouse keeper
• The direct supervisor of the receiving warehouse keeper

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Click to view the JSON file for direct import

{
  "approvalEntity": "StockTransfer",
  "steps": [
    {
      "stepSeq": 1,
      "name1": "موافقة أمين المخزن",
      "responsible": {
        "responsibleType": "Field",
        "fieldId": "toWarehouse.warehouseKeeper,toWarehouse.warehouseKeeper.directSupervisor"
      }
    }
  ]
}

With this setup, the system automatically routes the approval request to the relevant parties in the receiving warehouse, ensuring the approval process follows the established management hierarchy.

I Tried to Create an "Update Approval" for a Stock Transfer but the System Refused to Save

When defining an approval for a stock transfer and selecting the approval type "Update Approval" (مع التعديل), you may see the following error:

Update approval can not be used with documents, can be used with documents only  
لا يمكن استعمال "مع التعديل" مع المستندات - تستعمل مع الملفات فقط

Reason

By default, Nama ERP does not allow update approvals on documents (such as stock transfers, invoices, etc.) because modifying documents after they have been approved is considered a risk and may open the door to manipulation. It is preferable to reverse the document and issue a new one instead of editing it.

Solution

If there is a legitimate scenario that requires allowing document modification with an approval workflow, you can enable the following option in the global configuration:

value.info.allowApprovalsOnDocumentsUpdate

Additional Notes

You can control editing or deletion after approval through permissions

• To prevent editing of approved documents, enable the preventEditAfterApproval option in the permissions file or user settings.
• To prevent deletion of documents after approval, enable the preventDeleteAfterApproval option.

The System Requests Approval on a Purchase Invoice When Saving a Receipt Voucher or Additional Costs Voucher Linked to It

When you define an "Update Approval" on a purchase invoice, you may notice that the system requests a new approval on the invoice when:

• Creating a stock receipt voucher linked to that invoice.
• Creating a receipt additional costs voucher linked to that invoice.

Reason

Receipt vouchers and additional cost vouchers modify the linked purchase invoice because they:

• Update the received quantities on the invoice lines.
• Update the cost distribution on the invoice lines.
• Force the invoice to re-save other linked receipt vouchers.

Since these modifications are made automatically through a system action (not by the user), requesting approval in this case does not make logical sense.

Solution

The system marks entities that are saved via a system action by setting the systemIsCommiting field to true during these operations. To avoid triggering the approval in these cases, add the following query in the applyWhenQuery field of the approval definition:

select case when {$systemIsCommiting} = 1 then 0 else 1 end

With this setup, the approval will not be triggered when the system modifies the invoice through a receipt voucher or additional costs voucher, while it will continue to be triggered when the user edits the invoice directly.