Intermediate - How to Configure and Use Approval Settings in Purchase Orders (PO)
1.0 What is approval setting
In general, "approval setting" refers to the configuration or process by which a request, action, or change must be reviewed and approved before it proceeds. The term is often used in business, software applications, and workflow management systems.
Depending on the context, "approval setting" can mean:
1. In a Software or IT System (e.g., Microsoft Power Automate, SAP, or ServiceNow):
Configuration that defines who must approve a task or document.
Conditions under which approvals are triggered.
Sequential or parallel approval processes.
Time limits or escalation rules if an approver does not respond.
2. In Business Processes:
Rules established to ensure compliance, quality control, or managerial oversight.
Example: An expense claim might require approval from a supervisor if it is over $500.
3. In HR or Finance Systems:
Setting up roles and thresholds for approval of leave requests, purchases, budgets, etc.
2.0 Approval setting in Xilnex
You can access the Approval Setting by following these steps:
- Click on the Menu
- Select System Configuration
- Under the General section, click on Approval Setting
This will open the approval settings for further configuration.
3.0 Example of approval setting
Here’s an example of an Approval Setting for a single Purchase Order (PO):
Document Type: Purchase Order
User Group: Admin
Total No. Of Approval: 1
Approval Type: Compulsory
Criteria: Per Single Purchase Order
Condition:
- Level = 1
- Min. Approval Value ≥ RM10,000
Description:
This setting ensures that any single purchase order meeting the criteria above must go through a multi-level approval process to ensure proper oversight and control.
(You can refer to the image below for a visual example of this configuration.)
In the Purchase Order (PO) module:
If the total amount is equal to or exceeds RM1,500,
an approval process will be triggered when the user attempts to confirm the PO.
This ensures that higher-value orders are reviewed and approved before proceeding.
This message will automatically prompt when the user clicks Confirm on the PO:
After clicking “Space”, a second notice will appear to formally request approval.
This prompt notifies the user that the PO is now pending approval and cannot proceed until it’s approved by the assigned approver.
After clicking Yes, the system will prompt you to save the PO.
Once the PO is saved, the approval validation message will appear, indicating that the PO has entered the approval process based on the configured criteria. Click “Space”, again to proceed.
Next, your Purchase Order (PO) will be in Saved status, and the Approval Status will show as Pending.
This means the PO is now waiting for the assigned approvers to review and take action.
4.0 How to check all approval lists created
You can check the approval list by going to Approval Listing under the Approval List menu.
Here, you’ll see all POs that are pending, approved, or rejected based on their status.
5.0 How to approve the PO
There are two ways to approve the Purchase Order (PO):
- From Approval List:
- Go to the Approval List,
- Double-click the PO you want to approve,
- Then proceed to approve it.
- From the PO Screen:
- Open the specific PO,
- Click on Function > Approval > Approve.
Related Articles
Intermediate - How to Configure a Calculated Field in Printing Format
Calculated Field Usage Calculated Fields are a custom field in the printing format editor that allows users to be able to customize fields to have certain values for example if user wants to be able to have a Subtotal of a sale to show with the ...Basic - How To Configure Walk-In Client Name
How to Configure Walk-In Client Name Change the Walk In Client Name in system configuration (system configuration > Sales > Walk In Client Name [All Outlets])Basic - How to check Missing Foodpanda and Grabfood Orders via Xilnex Portal
1. Login to Xilnex portal 2. Navigate to the page: Integration > Integration Log > Integration Log Headers. Alternatively, use the search function for quicker access. (Please grant permission if your account does not have access to this module) 3. ...Basic - How to set terminal to use beta version
Terminal Monitoring This terminal monitoring page helps keep an eye on terminal operations by tracking important details like the terminal name, computer name, site ID, app version, database version, current status, and when it last synced up. It ...Basic - F&B - How to configure ‘Define out of stock’
Enable & Configure function ‘Define out of stock’. This feature is applicable for the F&B POS module only. From F&B POS > Click Functions > and Click Define Out of Stock . Add Item into Define out of stock (Mandatory) Click Find Item: Select items ...
Recent Articles
E-Receipt Portal User Guide: Retrieve Sales, Enter Buyer Details, and Submit to IRBM
What is the E-Receipt Portal? The E-Receipt Portal is a web-based page provided by Xilnex that allows buyers (taxpayers) to claim a transaction and submit it to IRBM as an Individual E-Invoice for validation. Log in using the portal URL provided by ...Generate E-Invoice Submission Manually
Xilnex E-Invoicing is designed to run automatically once setup is completed. However, there are situations where you may need to manually generate an e-invoice to react promptly: Wrong setup or misconfiguration that prevented auto submission You ...Production Release (2025-01-05)
This release enhances e-Invoice compliance by enforcing Individual e-Invoice submission for high-value sales and selected classification codes. Release Date: 26 December 2025 Classic Release Classic Release Classic Version: 2.16.77200.251217.3 and ...Enforcing Individual E-Invoice for Classification Code
Under LHDN E-Invoice requirements, certain activities and transactions must be issued as Individual E-Invoices for each transaction, where consolidated E-Invoice submission is not permitted. For these activities, taxpayers are required to obtain full ...CX Builder Use Case 1: Setup Signup Get Voucher/Points/Credit
Use for loyalty app or lite applications, vouchers/points/credits will be auto generated to user after they successfully signup as members. Go to portal https://portal.xilnex.com/ Go to Customer Engagement>Customer Engagement Platform>Customer ...
Popular Articles
Basic - How to create a voucher-coupon
Voucher and coupon definition Voucher can be generated in bulk and can be used once Coupon can only be created one at a time (reusable code) and can be use multiple times Pre-voucher / coupon setup There are 2 things need to be prepared before we can ...Understanding DuitNow QR Payment in ClassicPOS
Introduction This document introduces the DuitNow QR payment feature available in the Xilnex Retail POS, enabling merchants to accept payments conveniently through Malaysia's national QR payment standard. The integration of DuitNowQR simplifies the ...Basic - How to change custom cost to another branch that don’t have custom cost
Change custom cost to another branch that don’t have custom cost 1. Get the item list from the location with custom cost (Item Code, Name, Custom Cost) 2. Make sure the Show Location Price are selected 3. Export the item list in Excel 4. The file ...Intermediate - How to Bill & Post to Sales from Transfer Note
1.0 Purpose A bill is required from transfer note when an inventory transfer involves financial transactions, cost allocation, or compliance with tax and accounting regulations. It is used when stock is moved between outlets that operate as separate ...Basic - How to enable E-Receipt Portal and QR Code Setup on Printing format in Xilnex
Enable E-Receipt Portal Enable the E-receipt functionality Once Enabled, you will be getting the E-Receipt portal link Continue under Theme & Styling, enabled for the E-Invoice (LHDN) You can customize the look and feel of the E-Receipt portal ...