This article explains how the approval process works from submission to final decision. Including common Unimarket user roles involved, approval stages, and status changes. Use this overview to understand who approves what, in what order, and how requests move through the system.
Community's approval process is configured during implementation to route transactions (e.g. requisitions, invoices and/or expense claims) by either Org Unit or Account Code.
Users with the Community Administrator or Approval Administrator role, can view the current approval process.
Note: To make adjustments to the approval process structure, you must contact your Unimarket Customer Success Manager.
Procedure to View the Approval Process
Navigate: Go to the
Administrationmodule > select Approvals.Access Process Tab: Click the Process tab.
Review: The Approval Type field will display the approval process configured for each transaction.
Approvals Process Types
By Org Unit
Routing Logic: Approvals are routed based on the buyer's Org Unit selected during checkout. If a buyer belongs to multiple Org Units, they select the appropriate one.
Requisition Example: If a requisition exceeds the buyer's Self-Approval level. The approval follows the designated approval chain, linked to that Org Unit. The Approvals tab within the requisition details this specific routing.
By Account Code
Routing Logic: Approvals are routed to a specific approval chain based on the account code used in the requisition.
Requisition Example: If a requisition exceeds the buyer's Self-Approval level. The approval follows the designated approval chain, linked to the Account Code used. The Approvals tab within the requisition displays the approval routing, according to the designated approval chain.
Common Roles in the Workflow
| Role | Responsibility |
|---|---|
| Buyer | Submitter and tracks the request. |
| Approver(s) | Reviews and approves/rejects. |
| Approval Administrator or Community Administrator |
|
| Escalate Administrator |
|
What is an Approval Workflow?
An approval workflow is a defined sequence of review and decision steps that a request follows, before it is finalized. The workflow ensures:
- Proper authorization
- Policy compliance
- Auditability and traceability
Standard Approval Workflow Stages
1. Transaction Submission
- A buyer creates and submits a transactions (e.g. requisition, invoice or expense claim). Required fields must be completed for the workflow to start.
2. Validation and Routing
- The system evaluates the request details, such as:
- Amount or risk level
- Department or cost center
- Request type
Based on these rules, Unimarket utilizing the community's approval process configurations to determine:
- Which approvers are required, to take action and
- The approver sequence.
3. Approval Review
Approvers can typically:
- Review request details and attachments.
- Approve/Reject.
- Send the transactions back to submitted for update (if the setting is enabled within the community).
4. Conditional or Escalation Approvals
Some workflows include additional logic, such as:
- Extra approvals for high-value or high-risk requests
- Escalation if an approver does not respond within a defined time
Result: Transactions receive the required level of oversight based on the community's approval configurations.
5. Final Decision and Completion
- Once all required approvals are completed:
- The transaction is marked as Approved and moves to fulfillment or processing.
- If rejected at any stage:
- The request is marked as Rejected and cannot proceed through the approval workflow, unless resubmitted. (Note: For invoices, the buyer will receive an email notification regarding the rejection).
Common Issues to Be Aware Of
- Missing required fields prevent submission.
- Incorrect cost center or department may route to the wrong approver.
- Approver delegation or out-of-office settings can delay approvals.