FAF Request (Financial Approval Form)
Purpose
A FAF (Financial Approval Form) is used to obtain financial and management approval before creating or proceeding with a Purchase Order.
The primary objectives of a FAF Request are:
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Verify that sufficient budget is available.
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Obtain management approval before placing an order.
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Record the vendor and requested amount before procurement begins.
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Maintain an approval trail for purchasing decisions.
Enable Approver Selection on FAF Request Form
Purpose
This option allows users to select approvers directly when creating a FAF Request.
Step 1
Navigate to:
Purchase → Settings → Purchase Options
Step 2
Enable:
Can Select Approvers on FAF Request Form
Step 3
Click Save.
Result
The Approvers field becomes available in the FAF Request form.
Configure FAF Request Approval Workflow
Purpose
Approval workflows can be configured to automatically control the approval process for FAF Requests.
Step 1
Navigate to:
Purchase → Settings → Approval Settings
Step 2
Create a new approval workflow with:
Related = FAF Request
Step 3
Configure the approvers and approval rules.
Step 4
Click Save.
Create FAF Request
Step 1
Navigate to:
Purchase → FAF Requests
Step 2
Click New Request.
Step 3
Complete the required information.
Vendor
Select a vendor from the Vendor list.
Reference Number
Enter a reference number manually.
Amount Requested
Enter the amount requiring approval.
Generated PO Number
Enter the related Purchase Order number manually.
Department
Select a department from:
Setup → Support → Departments
Requestor
Select an employee from the selected department.
Result
The selected employee receives:
-
Web Notification
-
Email Notification
requesting review of the FAF Request.
Approvers
(Optional)
Select one or more approvers.
This field is visible only when:
Can Select Approvers on FAF Request Form
is enabled.
Step 4
Click Save.
The FAF Request is created with Draft status.
Submit FAF Request for Approval
Step 1
Open the FAF Request details.
Step 2
Click Send Approval Request.
Result
The approval workflow begins.
Approval Behavior
Scenario 1: No Approver Selected
When no approver is selected in the FAF Request form and Send Approval Request is clicked:
Case A: Approval Workflow Exists
If a FAF Request approval workflow exists in:
Purchase → Settings → Approval Settings
The FAF Request follows the predefined workflow.
Result
-
Approval requests are sent according to the configured process.
-
FAF Request status changes according to workflow progress.
Case B: No Approval Workflow Exists
If no FAF Request approval workflow exists:
Result
The system displays:
"No Matching Process Found"
The FAF Request remains in:
Draft Status
No approval request is generated.
Scenario 2: Multiple Approvers Selected
When multiple approvers are selected in the FAF Request form and no predefined approval workflow exists:
Result
Approvers approve sequentially.
Example
Approver 1 → Approver 2 → Approver 3
Each approver must complete their action before the next approver receives the request.
Scenario 3: One Person Approval Enabled
When:
-
Multiple approvers are selected in the FAF Request form.
-
The approval workflow enables:
Only 1 Person Needs to Approve the Transaction
Result
-
Approval requests are sent to all selected approvers.
-
Only one approval is required.
-
The FAF Request status changes immediately after the first approval.
Remaining approvers can no longer take action.
Scenario 4: Sequential Approval
When:
-
Multiple approvers are selected.
-
Only 1 Person Needs to Approve the Transaction is not enabled.
Result
The approval process follows sequential approval.
All approvers must complete their assigned approval step.
Approve or Reject FAF Request
Step 1
Approver receives:
-
Web Notification
-
Email Notification
Step 2
Open the approval request.
Step 3
Review the FAF Request information.
Step 4
Select:
-
Approve
-
Reject
Optional
If configured, the approver may:
-
Upload an electronic signature
-
Enter approval comments
Result
The FAF Request status updates according to the decision.
Status Flow
| Status | Description |
|---|---|
| Draft | FAF Request has been created but not submitted. |
| Pending Approval | Approval request has been submitted. |
| Approved | FAF Request has been approved. |
| Rejected | FAF Request has been rejected. |
Synchronization
FAF Request data is synchronized with:
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Vendors
-
Departments
-
Employees
-
Purchase Orders
-
Approval Workflows
-
Notifications
-
Electronic Signatures
-
Audit Logs
Permissions
| Permission | Description |
|---|---|
| View FAF Requests | Allows users to view FAF Requests. |
| Create FAF Requests | Allows users to create FAF Requests. |
| Edit FAF Requests | Allows users to modify FAF Requests. |
| Send Approval Request | Allows users to submit FAF Requests for approval. |
| Approve FAF Requests | Allows users to approve FAF Requests. |
| Reject FAF Requests | Allows users to reject FAF Requests. |
| Select Approvers | Allows users to choose approvers directly on the FAF Request form. |
Important Notes
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FAF Requests are used to verify budget availability and obtain management approval before procurement activities.
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The Approvers field is available only when Can Select Approvers on FAF Request Form is enabled.
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If no approver is selected, the system uses the predefined approval workflow if available.
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If no matching approval workflow exists, the FAF Request remains in Draft status.
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Multiple approvers can approve sequentially or through the Only 1 Person Needs to Approve the Transaction option.
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Approval notifications are delivered through both web and email notifications.
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All approval actions are recorded for auditing and compliance purposes.