Approval and numbering settings

Approval settings decide who must approve issues, transfers and write-offs before they go ahead, and for which warehouses. Document numbering settings decide how movement numbers look, for example ISS-000123, for each type of movement. Set them up when you first configure the system and whenever your approval policy or numbering scheme changes.

To open them, from the side menu choose System › Settings, then open the Approvals or Document numbering tab.

Approval access

Under Approval access, each group pairs one or more approvers with the warehouses they approve for.

• Approval users — only the users selected in this group.
• Approval warehouses — only issues or transfers dispatched from these warehouses.

Approvers must be active users who are allowed to approve issues. A group must have both users and warehouses.

How to set up approval groups

1. Open the Approvals tab.
2. Click Add approval group.
3. Select the Approval users and the Approval warehouses.
4. Repeat for other groups. To delete one, click Remove approval group.
5. Click Save Inventory Settings.

Multi-level approval

Multi-level approval is optional. With no levels, one approval from the approval groups is enough.

• Level 1 always applies. Higher levels apply when the total unit cost of an issue or write-off reaches their Minimum movement value.
• Levels are approved in order, and one person may approve only one level.
• Each level has its own approval groups of users and warehouses.
• You can add up to 5 levels.

How to set up approval levels

1. In the Approvals tab, click Add approval level.
2. For levels after the first, enter the Minimum movement value.
3. Click Add approval group inside the level and select its users and warehouses.
4. To delete a level, click Remove level.
5. Click Save Inventory Settings.

Levels are sorted by their minimum value when saved.

Document numbering

Numbers run without gaps; existing numbers stay unchanged. Each movement type, such as Goods Receipt, Stock Issue, Warehouse Transfer, Inventory Adjustment, Write-off, Disposal, Customer Return, Asset assignment, Asset check-in, Sent to repair and Repair return, has these fields:

• Prefix — letters and digits only, up to 10 characters. Saved in capital letters.
• Digits — how many digits the running number has, from 1 to 10.
• Include warehouse code — adds the warehouse’s code to the number.
• Restart every year — starts numbering again from 1 each year and adds the year to the number.

Under each type, Next number looks like: shows a preview of the next number.

How to change document numbering

1. Open the Document numbering tab.
2. Edit the fields for the movement types you need.
3. Check the preview.
4. Click Save Inventory Settings, or Cancel to discard your changes.

Note

New settings apply only to movements created after saving. Numbers already given to movements do not change.

Required permission

Manage settings.