Approver decisions and SLA management

This guide is for Team Leads, Department Managers, Finance Officers, and Executives acting as authorized approvers.

The Approver Operational Console#

When an approval request routes to you:

1. Navigate to Approvals -> My Approvals.
2. The list displays all items requiring your decision, tagged with urgency and SLA badges:
   • Due Soon: Less than 24 working hours remaining on SLA.
   • SLA Overdue: Elapsed time has exceeded the stage threshold.
3. Click on the request to inspect the details, cost center allocation, and attached proformas.

Decision Actions & Rules#

                    +---------------------------+
                    | Request Under Approval    |
                    +---------------------------+
                                  |
         +------------------------+------------------------+
         |                        |                        |
         v                        v                        v
  [ APPROVE ]               [ REFUSE ]          [ REQUEST CHANGES ]
         |                        |                        |
Checks Authority Cap        Mandatory Reason         Sent back to User;
Advances to Next Stage    Halts Transaction Chain    Resubmit restarts route

Action 1: Approve#

Click Approve:

• The system verifies your Authority Limit. If the request amount exceeds your ceiling, the system blocks the action: Error: Your approval authority limit is ETB 100,000.00. This request requires ETB 240,000.00.
• Self-Approval Check: Requesters cannot approve their own requests unless explicitly permitted by policy.
• When the stage condition is satisfied (All, Any, or Quorum), the request advances to the next stage or marks as Approved.

Action 2: Refuse#

1. Click Refuse.
2. A mandatory dialog requires entering the Refusal Reason (e.g., "Budget line exhausted for Q4 hardware procurement").
3. The request transitions to Refused, halting any downstream PO creation or bill payment.

Action 3: Request Changes#

1. Click Request Changes.
2. Input the required clarification (e.g., "Attach 3 competitive vendor quotations per corporate sourcing policy").
3. The request returns to the requester in Changes Requested state.