Approval workflow
In Arabic سير عمل الاعتماد
An approval workflow is a set of steps a document must pass, such as draft, submitted and approved, before it can take effect, with each step done by someone authorised.
In plain words
Approval separates the person who asks for something from the person who agrees to pay for it. A buyer can raise a purchase order, but it commits money only once someone with authority approves it. That keeps unplanned purchases, duplicate orders and favoured suppliers in check.
A simple workflow has one approval step for every document. Larger businesses add limits by amount, so a small order needs one approver and a large one two, or route by department. Whatever the shape, the document should be locked once submitted, so what was approved is what goes out.
The common mistake is approval as a formality: everyone holds the right, or approvers sign in bulk without reading. The step then exists on paper but stops nothing. Give the right to few people, and make it a permission they hold rather than a job title.
- Raised, 2026-03-02
- Draft
- Submitted, 2026-03-02
- Locked for editing
- Approved, 2026-03-03
- By a user with approval rights
- Goods can be received
- From 2026-03-03
In Axon Suite
How Axon Suite handles it
In Axon Suite a purchase order is a draft, then submitted, then approved by a user with the Approve level on purchase orders. Only a draft can be edited, and every order goes through one approval step.
Feature
Approved before the goods arrive
A purchase order starts as a draft, is submitted, and is approved by a user whose role holds approval rights on purchase orders. Until then, no goods can be received against it and no bill can draw on it.
Open: Approved before the goods arrive