Approval Workflow

FlexotiumPOS requires that supplier invoices be reviewed and approved before they are posted to inventory and the accounts payable ledger. This ensures financial controls are in place regardless of how the invoice was captured.

Who can approve

Approval requires the Manager or Owner role. Cashiers can submit invoices for approval but cannot approve their own submissions.

By default, a single approval is sufficient. For invoices over a configurable value threshold (default £1,000), two-level approval can be enabled — a Manager approves first, then an Owner confirms.

Approval steps

1. Review the invoice

When an invoice is submitted, it appears in the Review Queue and the approver receives a notification (in-app, email, or WhatsApp depending on their notification settings).

The approver opens the invoice and checks:

• Supplier matches the expected supplier
• Invoice number is not a duplicate
• Line items and quantities match the delivery note / GRN
• Totals and tax amounts are correct
• Due date is reasonable

2. Approve or reject

To approve: Click Approve Invoice. Optionally add a note. The invoice moves to Approved status and stock levels update via a GRN movement.

To reject: Click Reject. A reason is mandatory. The invoice is returned to Draft status with the rejection reason visible to the submitter.

3. Re-submission after rejection

The submitter receives a notification of the rejection with the reason. They correct the invoice (edit fields or re-run OCR if needed) and click Resubmit. The updated invoice re-enters the approval queue.

Approval audit trail

Every approval action is recorded with: user, timestamp, action (approve/reject/re-submit), and any notes. The full history is visible on the invoice detail page under the Audit Log tab.