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Only 1 person needs to approve the transaction

One Person Approval Workflow

Purpose

The Only 1 Person Needs to Approve the Transaction option allows organizations to complete an approval process when any one of the assigned approvers approves or rejects the transaction.

This feature helps speed up approval workflows by eliminating the need for all approvers to respond.

Configure One Person Approval

Step 1

Navigate to:

Purchase → Settings → Approval Settings

Step 2

Click New Approval Setting.

Step 3

Complete the required approval settings.

Related

Select the transaction type that requires approval.

Examples:

  • Purchase Request

  • Quotation

  • Purchase Order

  • Purchase Invoice

  • Payment Request

Enable One Person Approval

Enable:

Only 1 Person Needs to Approve the Transaction

Result

The transaction will require approval or rejection from only one approver.

Step 4

Select one or more approvers.

The selected approvers will participate in the approval workflow.

Step 5

Click Save.

The approval process is successfully created.

Submit Transaction for Approval

Step 1

Create a transaction that uses the configured approval workflow.

Examples

  • Purchase Request

  • Quotation

  • Purchase Order

  • Purchase Invoice

  • Payment Request

Step 2

Open the transaction details.

Step 3

Click Send Approval Request.

Result

All approvers assigned in the approval setting immediately receive:

  • Web Notifications

  • Email Notifications

requesting approval.

Approval Process

Step 1

One of the assigned approvers logs in.

Step 2

Open the approval request.

Step 3

Review the transaction details.

Step 4

If required, upload an electronic signature.

Supported Formats

  • PNG (.png)

  • JPG (.jpg)

Step 5

Enter a reason or comment if necessary.

Step 6

Select one of the following actions:

  • Approve

  • Reject

Approval Outcome

Approve

If an approver selects Approve:

  • Transaction status changes to Approved.

  • Approval workflow is completed.

  • Remaining approvers can no longer approve or reject the transaction.

Reject

If an approver selects Reject:

  • Transaction status changes to Rejected.

  • Approval workflow is completed.

  • Remaining approvers can no longer approve or reject the transaction.

Notifications

Transaction Creator Notifications

After the approval decision is made:

The transaction creator receives:

  • Web Notification

  • Email Notification

informing them of the final approval status.

Approver Notifications

When the approval request is submitted:

All assigned approvers receive:

  • Web Notification

  • Email Notification

simultaneously.

Workflow Example

Approval Configuration

Approvers:

  • Manager A

  • Manager B

  • Manager C

Option Enabled:

Only 1 Person Needs to Approve the Transaction

Scenario

  1. Transaction creator submits approval request.

  2. Manager A, Manager B, and Manager C receive notifications.

  3. Manager B approves the transaction.

  4. Transaction status changes to Approved.

  5. Manager A and Manager C can no longer take action.

  6. Transaction creator receives approval notifications.

Supported Transactions

This approval option can be used for:

  • Purchase Requests

  • Quotations

  • Purchase Orders

  • Purchase Invoices

  • Payment Requests

Synchronization

Approval workflow data is synchronized with:

  • Purchase Requests

  • Quotations

  • Purchase Orders

  • Purchase Invoices

  • Payment Requests

  • Notifications

  • Electronic Signatures

  • Approval Logs

  • Audit Trails

Permissions

Permission Description
View Approval Requests Allows users to access approval requests.
Approve Transactions Allows users to approve transactions.
Reject Transactions Allows users to reject transactions.
Upload E-Signature Allows users to upload electronic signatures during approval.
Configure Approval Settings Allows users to create and manage approval workflows.

Important Notes

  • The Only 1 Person Needs to Approve the Transaction option applies only when multiple approvers are configured.

  • All approvers receive approval requests simultaneously.

  • The first approver to approve or reject determines the final outcome.

  • Once a decision is made, other approvers can no longer take action on the transaction.

  • Transaction creators automatically receive web and email notifications after approval or rejection.

  • Electronic signatures can be required as part of the approval process when configured.

  • This feature helps accelerate approval workflows while maintaining approval controls and audit records.

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