Approval Workflows

Three documents in Katekile ERP go through a formal approval workflow. The current state is shown as a badge beside the document title and as a coloured chip on the list cards. The blue Actions button on the form shows only the actions you are allowed to take in the current state.

1. Quotation approval

A Customer Service Rep prepares the quotation and nominates a Sales Manager on it. Only that named Sales Manager can approve it.

Rules built into this workflow

• Send For Approval is only available to the person recorded as the quotation Owner (custom_owner, filled with the creator automatically). Re-sending from Need Improvements additionally requires the Katekile Customer Service Rep role.
• Approve, Reject, Send Back For Improvements, Lost and Cancel are only available to the user selected in Sales Manager on that quotation — another Sales Manager will not see them.
• The Sales Manager field only lists active users who hold the Katekile Sales Manager role.
• Send Back For Improvements opens a pop-up asking what needs to change; the text is saved in the Improvements field so the rep can see it.
• Cancel opens a pop-up asking for a cancel comment, saved on the quotation.
• Approve submits the quotation. Approved quotations can be turned into Sales Orders.
• When a submitted quotation is set to Lost through the standard Set as Lost button, the workflow state follows automatically.

Full walkthrough with screenshots: Quotations & Approval.

2. Customer KYC verification

New customers are created disabled and stay disabled until they are Approved. Disabled customers cannot be used on quotations, orders or invoices.

• Moving to Incomplete Data opens a pop-up for notes on what is missing; they are stored in Incomplete Data Notes on the customer.
• The workflow allows any user who can edit customers to perform these actions. In Katekile’s permission design the Finance Manager is the KYC approver.

Walkthrough: Customers & KYC Approval.

3. Supplier B-BBEE verification

Suppliers are created disabled. Only Approved suppliers are enabled — and the Purchase Order supplier picker only lists Approved suppliers.

• Not Compliant and Expired/ Discrepancy each open a pop-up requiring a note, saved in Not Compliant Notes or Discrepancy Notes.
• Compliance Hold (Administrator only) disables an approved supplier until Procurement re-sends it for verification.
• State changes email the teams involved: Finance Managers on Pending Verification, Approved and Compliance Hold; Procurement on Approved, Not Compliant, Expired/ Discrepancy and Compliance Hold; plus the supplier’s creator. The Katekile Finance approver is not emailed — they should check the supplier list for Pending Verification. See Email Notifications.
• Not Compliant has no further action in the workflow — the supplier stays blocked. Use it for suppliers Katekile will not use; use Expired/ Discrepancy for problems that can be fixed.

Walkthrough: Supplier Onboarding & B-BBEE.