Verification Approval

Module Guide: Verification Approval

Location

Settings > Accounting Settings > Verification Approval

Module Purpose

The Verification Approval module is a matrix used to designate who has the authority to grant approval (verification) for each transaction type that has been marked as requiring verification in the Verification Settings module. This module specifically defines the approval workflow and chain of command to maintain internal control.​

1. Main View (Approver Designation Matrix)

The main page displays a complete list of all transaction types in the system, with columns to designate up to two levels of approvers.

View Explanation

• Global Settings:

  • Approver 1 & Approver 2: Fields at the top to set default approvers globally.

  • Apply All: A button to apply the selected default approvers to all transaction types below in bulk.

• Transaction Approval Matrix:

  • Transaction Type Column: Displays all existing transaction types in the system (e.g., General Journal, AP Credit Note, Void Sales Invoices).

  • Approver 1 & Approver 2 Columns: For each transaction type, there are separate columns to designate the first-level and second-level approvers. Users can be typed in directly or selected via the Select button.

• Action Button:

  • Save: A button at the very bottom to save all the approver designation configurations that have been made.

2. Steps to Set Verification Approvers

• Set Specific Approvers (Recommended): For each transaction type row, click the Select button in the "Approver 1" column to assign the first-level verifier (e.g., ACCOUNTING MANAGER for General Journal). Repeat for "Approver 2" if a two-level approval workflow is needed.

• Set Global Approvers (Quick Option): If many transactions have the same approver, enter the approver's name in the Approver 1 field at the top, then click Apply All. This will populate that approver's name in all rows below. Do the same for Approver 2 if necessary.

• Save Configuration: After all designations are complete, click the Save button at the bottom of the page to apply all settings.

3. Integrated Workflow & Business Process

This module works directly with the Verification Settings module.

• When a transaction (of a type enabled in "Verification Settings") is created, the system checks this module to know to whom the verification request should be sent.

• The transaction enters a "Pending Verification" queue in the dashboard or task list of the user designated as Approver 1 (e.g., the Accounting Manager).

• After Approver 1 grants approval, the request is forwarded to Approver 2 (if one is designated).

• Only after all levels of approvers have given their verification can the transaction be finally posted to the general ledger.​

4. Tips & Important Notes

• This module is an implementation of the segregation of duties principle, a fundamental pillar of internal accounting controls.

• Ensure that the users designated as approvers have the appropriate level of authority and understanding to verify the transaction types they are responsible for.

• Review this matrix periodically, especially when there are personnel changes or restructuring within the accounting and finance teams.

• Access to change settings in this module should be highly restricted and granted only to a system administrator or financial controller.