Many business documents in Beelocity — purchase orders, sales orders, inventory adjustments, and payments — require sign-off before they move forward. Sign-off itself happens in one place, regardless of which kind of document is being reviewed.
Where decisions happen
Decisions waiting on you arrive in your Inbox — the notification stream under the bell in the top bar — as Needs action items. You approve, reject or delegate right from the item, with a one-click jump to the document under review. Because every kind of approval lands in the same stream, you never have to know which module’s screen to check; see Inbox for the full decision flow.
Tracking what you sent
Every document you send for sign-off gets one item in your Inbox that follows it from beginning to end — Submitted, then Approved or Rejected — naming whoever it is waiting on along the way. Instead of opening each document to check progress, filter your inbox by the My submissions kind and read them all at once.
Admins configure routing rules in Settings → Approval Workflows.
The approval history on a document
Every document that goes through sign-off carries an Approvals tab of its own, and they all draw the same one — purchase orders, sales orders, purchase requisitions, goods receipts, supplier invoices, inventory adjustments and payments. At the top it says where the request stands as a whole, with the level it has reached and the day it was sent; underneath, one line per step it has taken.
Each line names the Level it happened at, the Decision taken, the Approver it was addressed to, their Comment, when it was Decided and when it was Due. A line with no decision date is one still waiting on somebody. Six words can appear under Decision:
| It reads | Meaning |
|---|---|
| Assigned | The request landed with that person and is waiting on them. |
| Approved | They signed off, and the next level opened — or, with none left, the document was approved. |
| Rejected | They turned it down. The document went back to Draft and the request ended. |
| Delegated | They handed their turn to a colleague at the same level. |
| Escalated | Nobody answered by the due time, so the request moved on to the fallback approver by itself. |
| Cancelled | Whoever submitted the document withdrew it before it was settled. |
Nothing on this tab is ever removed. A rejected document keeps every approval taken before the rejection, and submitting it again raises a fresh request beside the old one — which is what makes the tab an audit trail rather than a status.
How Approval Routing Works
When someone submits a document for approval (a draft purchase order, a draft sales order, a draft adjustment, or a draft payment), Beelocity:
- Looks up the approval workflow that applies to that document type and your organization.
- Evaluates the workflow’s rules — for example, “purchase orders above 500,000 DA need finance director sign-off” — and builds an ordered chain of approvers.
- Creates a request and assigns the first step to the first approver in the chain.
- Sends them a notification and surfaces the decision in their inbox.
When the first approver decides, the request advances to the next step (if any), or finalizes the document. If anyone rejects, the document goes back to the originator with the rejection reason. The full chain of decisions is permanent — nothing is deleted, even after rejection.
Permissions
Your Inbox needs no special permission: every member sees their own notifications, including the items tracking what they submitted. Configuring workflows is the gated part (see Configuring Workflows).
You can only act on (approve, reject, delegate) decisions that are assigned to you. Other users’ decisions never appear in your inbox.