User guide

How to use Approval Matrix Pro, screen by screen.

Raising a request

Open the sales order or invoice. If a matrix applies to it, a Request Approval button is there.

Press it. The request is created against the matrix with the best priority that matches, the first level becomes current, and its approvers are notified. If the matrix locks records, the order freezes at that moment.

If the button is missing, no matrix matches this record. That is not an error — it means nothing about this record requires a sign-off.

Deciding

Approvals → Requests lists what is waiting on you. Open one and you get the record it is about, the level you are being asked about, and the full history so far.

Approve or reject. Both take a comment, and on a rejection it is worth writing one — no without a reason just comes straight back as the same request.

• Approve — if the level's rule is any one approver, that completes the level. If it is every approver, it records yours and waits for the others.
• Reject — ends the request immediately. It does not drop back a level. Rejection is a decision about the request, not about one rung of it.

When the last level approves, a sales order is confirmed automatically. An invoice is not posted — approval says spend this, not book it, and posting has period and sequence consequences that belong to the accountant.

Withdrawing and resubmitting

The requester can withdraw a pending request. That unlocks the record so it can be edited, and the withdrawal stays in the history.

Then raise it again. The new request starts from the first level: the previous approvals were given for a different version of the record, and carrying them forward would mean people had approved something they never saw.

The decision history

Every decision is one row: who, when, which level, approve or reject, and the comment. It is append-only. A decision cannot be edited or deleted, an override is recorded as its own entry rather than as an amendment to an earlier one, and no upgrade rewrites it.

This is the part an auditor asks for, and a trail that can be rewritten afterwards is not a trail — it is a story.

When a deadline passes

The level is flagged overdue and the escalation contact is notified. Nothing is approved. The request stays exactly where it was, waiting on the same people, so an overdue queue is a real queue rather than a list of things that quietly went through.

Overriding

With the Approval Administrator group, and on a matrix that permits it, you can force the outcome. It takes a reason, it is recorded as its own entry, and it settles the whole request rather than advancing it a level.

Use it for the case it is for: somebody has left, the order is urgent, and the alternative is editing the matrix to get one order through — which would change the rule for everything else.