This article explains how to decide in which order and to whom expense groups go for approval. A user with Expense Module Permission Management does this. For the general use of the approval process screen see Approval process.
Before you start
You have Expense Module Permission Management (otherwise the screen does not open).
Employees have a department and a line manager. An expense's approval chain is built from the expense owner's department.
Step by step
In the left menu go to Configuration > Expenses > Approval process. The screen title shows Approval Process with the module name (Expense); the card says "Manage department-based approval processes for expense requests."
Click Add. The wizard opens.
In the Departments step select the departments the process applies to (Select All Departments for all of them).
In 1. Approval Level choose the approver:
For a specific person, use the branch, department and position filters and Select Personnel.
Or turn on the Manager switch: the line manager of the requesting employee is responsible at this level.
If needed, add 2. Approval Level and 3. Approval Level the same way. At most three levels can be defined; "Manager" can be chosen at one level only.
Save.
Result
Expense groups sent for approval from now on by employees of the selected departments go to the approvers in order, starting from level 1; each approval moves the group to the next level, and after the last level the group becomes Awaiting payment. When an employee resends a group from revision, approval again starts from level 1.
A level is skipped automatically if the expense owner is the approver of that level, or if they have no manager at a "Manager" level.
Expenses of a department without an approval process become Awaiting payment directly when sent for approval.
When you change the process, expenses waiting for approval are re-evaluated against the new process.
Common issues
Symptom: Approval Process is missing from the menu or the screen shows 403.
Cause: You do not have Expense Module Permission Management.
Solution: Get the permission from Manage Permissions.
Symptom: "There are requests for the approval process you want to delete. Answer the requests first."
Cause: Expenses are waiting for approval in this process.
Solution: Answer the waiting expenses first.
Symptom: An expense became Awaiting payment without reaching any manager.
Cause: The employee's department has no process, or every level was skipped.
Solution: Define an approval process for the department.