Raising and tracking approval requests
Step-by-step user procedure for creating, validating route previews, attaching evidence, submitting, and tracking approval requests.
This guide is for all SmartERP users submitting expenditure, procurement, or administrative requests.
Procedure: Submitting an Approval Request#
Step 1: Open New Request#
- Navigate to Approvals -> New Request.
- Locate the relevant approval category card in the Kanban view and click New Request.
Step 2: Complete Request Form#
| Field Name | Requirement | Operational Guidance |
|---|---|---|
| Request Title | Mandatory | Provide a concise, clear description (e.g., Purchase of 5 Dell Latitude Laptops for Engineering). |
| Amount | Mandatory (for financial types) | Gross monetary value in Ethiopian Birr (ETB). |
| Contact / Partner | Recommended | Select the vendor, supplier, contractor, or customer involved. |
| Reference / Document | Optional | Proforma invoice number, contract reference, or project milestone ID. |
| Attachments | Mandatory (if policy requires) | Upload vendor quotations, technical specifications, or justification memos. |
Step 3: Review Approval Route Preview#
Before clicking Submit, review the dynamic Approval Route tab at the bottom of the form:
- SmartERP computes the exact hierarchical route based on your department, manager, and the requested amount.
- Example:
Stage 1: Direct Manager Review — Lidiya Tadesse (Pending)
Stage 2: Finance Clearance — Gashu Worku (Pending when >= 50,000 ETB) - If a warning appears stating "Resolves to no eligible approver", contact HR to ensure your employee profile has an assigned manager.
Step 4: Submit & Lock#
Click Submit:
- The request receives an official sequence number (
PR/2026/00142). - The status moves from
Draft->Under Approval. - Stage 1 approvers immediately receive email notifications and SmartERP inbox activities.
- Form Freeze: All business fields (amount, contact, attachments) are locked.
Last updated: 2026-10-16