13.1 Approval System
Approval System consists of 2 parts: Approval system and Report
Approval System
This part contains six modules :
Set up approval steps
Payment request
Payment approval
Cashier’s book at beginning period
Awaiting payment
Cashier collects money
13.1.1 Set up approval steps (For administrator):
default setting for user (requester) who creates requests for payment
Example: if you want members in your group (Employee A) before sending a payment request, he/she needs to send it to the group leader first, then the setup is as follows:
Select user Employee A (optional) with highest priority
Groups with low priority level.
Group (optional)
Expense items (optional)
Profit centers (optional)
If you do not enter anything, the default is applied for everyone
13.1.2 Payment request
This screen allows requester to manage his/her requisition with the status of each form, including:
Pending – the form recently created and sent (not yet approved by any approver)
In Approval – there is at least one person currently approving this form
Approved for Payment – approval process is complete and payment can be processed
Completed – payment received and process finished
Rejected – the approver rejected the request
And requester is able to manage his/her requisition by period from date to date.
Add new
Click into Add new to fill out information of the approval request.
The screen will pop out a window. Fill out the mandatory content as follows:
Payment amount
Currency ID in VND or in foreign currency USD, EUR, …
Payment subject and payment explanation for Approver’s reference.
Approval information: Select ID of Approver, Approver name, Approver position is checked by whom, confirmed by whom, approved by whom. Each ID would let people choose a function to perform.
Optional filling:
File attachment: Click into Browse to load word file, pdf, picture file or excel file,…
Once complete filling Approval information, click Save button.
At this point, the first control table displays approval status as follows:
Payment request status
Payment approval status
Payment approval complete status
13.1.3 Payment approval
Person who in charge of payment approval would view this area to get user (approver) support in searching for a list of request forms under 3 status, including:
Approval-awaiting form (wait)
Approval-accepted form (accepted)
Approval-rejected form (rejected)
And by period from date to date
Approver simply double click on the item, a detail screen will display approval content.
This window allows Approver to make decision on payment approval, there are 3 status including:
Wait: pending (no decision made)
Accept: when a form is accepted, it will be transferred to the next approver, if the last approver accepted, the form will be in Payable status.
Reject: dismiss a request with a description, the requester needs to correct the request and send it again.
13.1.4 Awaiting payment
Awaiting payment screen allows cashier seeking payment request under 2 status including:
Payment-awaiting command
Payment-completed command
And it support to search by period including 2 date types:
Request form-sending date
Request form-settlement date
Steps:
Select the status: Awaiting Payment or Payment Completed
Select from date … to date …
Click View or export into excel file
Double click to view payment details
On this screen, cashier enters actual payment amount:
If same currency, cashier is allowed to enter amount lesser or equal
If different currency, there is not a need to check the amount
Enter the remaining information if necessary
Click into processing payment to create payment voucher
Click Print to issue printing version and print out into paper to sign.
Payment voucher shows payment date
Recipient’s name, address
Payment reason
Payment amount
This payment voucher also shows recipient signature, signed date. Approver’s signature, approval date.
Manager’s name, signature and signed date.
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