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 Members".
   
   
    
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.

1. Open the desired document.
2. Click Approve or Reject for pending documents.
3. When rejecting, you can add a comment explaining the reason; it will be automatically logged in the document history.
4. The approver can continue to submit or resubmit documents, but cannot finalize them unless they have Post permission.
5. Actions can be applied in bulk to multiple documents at once using the bulk actions menu.
6. All actions are logged in the document history to maintain transparency and track changes.

Note: Any document in the approval workflow becomes view-only during review if the user does not have edit permission. The edit button automatically switches to View, allowing users to see all details and take approve/reject actions only.