Approval Workflow in Wafeq

The Approval Workflow feature is now available for all organizations to provide a review step before any financial document is finalized. This feature ensures that every invoice, voucher, or financial document is carefully reviewed before being posted to the books, maintaining accuracy and compliance with accounting requirements such as ZATCA regulations.

Included Documents:

Sales Side:

• Invoices
• Credit Notes
• Cash Invoices

Purchases Side:

• Bills
• Debit Notes

Core Concept:
Approval Workflow adds a review step between Draft status and Approved/Posted status.

With this feature, you can define:

• Who can submit the document for review.
• Who can approve the document.
• Who can post the document to the books after approval.

Review Modes:

• Strict: The document cannot be edited during review.
• Flexible: The document can be edited during review, and all changes are logged in the document history.

Additional supports:

• Full history of all actions.
• Comments can be added when rejecting a document.
  
  
   

How to Enable Approval Workflow

1. Click on your organization name at the top right to open the dropdown menu, then select "Manage & Invite Users".
   
   
    
2. Click "Approval Workflow" from "Roles" tab.
   
   
    
3. Select the modules where you want to enable approval workflow and click "Enable" next to each:
   • Sales: Apply to invoices, credit notes, and cash invoices.

   • Purchases: Apply to bills and debit notes.

     
     
      

4.Selecting Review Mode
Choose between:

• Strict: Document cannot be edited during review.
• Flexible: Document can be edited during review, and every change is recorded.

Click "Switch to Flexible" or select strict mode as needed.




 

Setting Roles for Approval

1. Click "Add New Role" or edit an existing role by clicking the three dots next to its name, then click "Edit".
   
   
    
2. Only custom roles you created can be edited; built-in system roles are view-only and cannot be assigned approval permissions.
3. Enable approval permissions for the documents you want this role to approve.
   
   
    
4. Save the changes and assign the role to users from the Users tab.