AWRA Help Center

Approval rules are optional, and set per workspace. With no rule for a document type, approving it works exactly as before: anyone holding the approve permission decides in one step. Add a rule and one press of Approve becomes one signature — the document is only approved when the last step of its chain signs.

Creating A Rule

1. Open Settings → Procurement & Vendors → Approval Rules and click to add a rule.
2. Choose the document type: a procurement requisition, a quotation award (a whole quote or an item-level award on an RFQ), or a supplier bill.
3. Set the amount band — a minimum and, if you want one, a maximum. Leave the maximum empty for “this amount and above”.
4. Optionally pick a department. A department rule wins over a general rule for that department’s documents; other departments fall to the general rule.
5. Add the steps in order, up to eight. Each step is either a role (anyone holding it may sign) or a named person, with an optional label such as “Finance manager”.
6. Decide whether the requester is barred from signing, and save the rule as active.

When more than one rule could apply, the department rule is preferred, then the rule with the highest minimum. Amounts in another currency are converted to your base currency before the band is chosen; if no exchange rate is on file, the document is held to the strictest rule rather than slipping under every band.

Rules The Chain Enforces

• One person, one step. Someone who has signed one step of a document cannot sign another step of it.
• The requester stays out when the rule says so — whoever raised the requisition, RFQ, quote or bill.
• A change restarts the chain. If the amount, the lines or the item-level selection changes after someone has signed, those signatures are set aside and approval starts again at step one.
• Cover for absence. When an approver is away and has someone covering for them, the cover can sign that step; it is recorded as signed on their behalf.
• The same chain everywhere. The web, the approvals hub and the mobile app all ask the same rule, so no route skips a step.

Following A Document Through

A requisition, quotation, RFQ or supplier bill under a rule shows an approval panel: the rule, the amount, each step, who signed it and when, and whose turn it is. When a step is signed, the people who can sign the next one are notified. Rejecting at any step closes the chain and records who rejected it. Documents waiting for you appear in the approvals hub.

Permissions

• View settings — see the rules. Edit settings — create, change or delete them.
• The document’s own approve permission is still needed to press Approve; the rule then decides whether that press is the final signature.