Approval rules: limits, order, substitution
How to set what a rule applies to, when it applies, who approves in which step, what limit an approver has and who stands in for them.
A rule has three parts: what it applies to (an expense, an expense from a received e-invoice or an issued document), when it applies and who approves in steps. The owner or an admin sets it in Settings → Approvals.
Step by step
Choose what the rule applies to
In Applies to choose an expense, an expense from an e-invoice or an issued document.
Fill in the conditions
The amount incl. VAT from, the expense category or the kind of document, and who sends the document (an admin, a team member). An empty field is not checked.
Add the steps
In each step pick a role (the owner, every admin) or particular people, and whether one is enough or everyone must approve.
Set the limits and save
You can give a particular person a limit in euros. Save the rule with Save.
Order of the rules
Rules are tried from the oldest. The first rule that is on and whose conditions match applies; the others are not tried.
Limits
- A limit says up to what amount incl. VAT a person may approve. They can always reject.
- An amount in another currency is converted to euros at the rate on the document.
- If nobody in a step has a high enough limit, the owner decides.
Substitution and your own documents
- The owner may decide any step instead of the approver, for example while a colleague is on holiday. The history marks it.
- Nobody approves their own document. If nobody else is left in a step, the owner approves.
- Whoever approves a step and is also an approver of the next one approves it with the same click.
Changing or deleting a rule
Requests already waiting are approved as the rule stood when they were sent. A change applies to new documents.
Frequently asked questions
- Can the accountant approve?
- No. The accountant sees the requests and their history but does not decide.
- Can a team member approve?
- Yes, if you pick them among particular people in a step. By role only the owner and an admin approve.
Did not find your answer? Write to us at podpora@vporiadku.sk; we answer in Slovak, English and Ukrainian.
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