Approval workflow

The approval journey of a document: an administrator defines the approval template, the sales representative submits for approval a document that the template catches, and the approver approves the document or rejects it with a reason; a rejected document is corrected and resubmitted. The same flow applies to purchase orders, purchase requisitions, journal entries and engineering change requests; only the status of the document after approval differs. Concepts and all fields: Approvals.

Scenario

The demo company wants sales quotations with a discount of 10% or more to go through management approval. The sales representative prepares a quotation for M-0019 Lara Kıyı Otelcilik ve Turizm A.Ş. for 200 units of MAM-0008 Sıvı Deterjan 5 LT at a unit price of 239 TRY with a 12% discount (customer reference LKO-2026-118, grand total 50.476,80 TRY). The template catches the quotation, the manager rejects the first submission asking for the delivery date to be confirmed, and the quotation is resubmitted. Document: ST-2026-000005.

Approval Template ──► Sales Quotation ──Submit for Approval──► Awaiting Approval ──Reject──► Draft ──Submit for Approval──► Awaiting Approval ──Approve──► Sent
 (active, 10%)         (Draft, 12%)                             (round 1)           (reason)  (correct)                       (round 2)                    (to customer)

1. Define the approval template

Yönetim › Onay Süreci › Onay Şablonları › Yeni Şablon (Administration › Approval Process › Approval Templates › New Template)

Field	Value
Belge Türü (Document Type)	Satış Teklifi (Sales Quotation)
Şablon Adı (Template Name)	Satış teklifi — iskonto %10 ve üzeri (Sales quotation — discount 10% or more)
Hangi belgeler (Which documents)	Yalnız iskontosu belirli bir oranı aşan belgeler (Only documents whose discount exceeds a given rate), İskonto eşiği (%) (Discount threshold (%)) 10
Stage 1	Name "Yönetim onayı" (Management approval), Bir rol (A role) › Yönetici (Manager), 1 approval required, 1 rejection rejects

After you save, the Satış Teklifi (Sales Quotation) card shows "1 etkin şablon — onaydan geçer" (1 active template — goes through approval). Because no amount condition was added, only the discount is decisive, whatever the quotation amount. In a real installation the stage is usually set up with the Satış Müdürü (Sales Manager) role and escalated to a higher role if it goes unanswered (Cevapsız kalırsa — If unanswered — in the dialog).

Approval Templates — coverage cards and template table

1. 1New Template
2. 2Document type card — does the type go through approval
3. 3Condition — amount range / discount threshold
4. 4Stages are asked in order
5. 5Active / Inactive

Detailed steps: Create an approval template.

2. Prepare the quotation

Satış › Teklif Yönetimi › Satış Teklifi Oluştur (Sales › Quotation Management › Create Sales Quotation) — customer, item, quantity, and 12 in the line's İskonto % (Discount %) field. Teklifi Oluştur (Create Quotation) saves the quotation as Taslak (Draft) (Create a quotation).

On the draft's details, the send button is named Onaya Gönder (Submit for Approval) and the reason is shown below it: "Bu teklif onay şablonuna takılıyor (tutar ya da iskonto). Onaya Gönder teklifi kilitler; son onayda kendiliğinden gönderildi olur." (This quotation is caught by an approval template (amount or discount). Onaya Gönder locks the quotation; on final approval it becomes sent automatically.) The template matches because the highest effective discount on the lines, 12%, is ≥ 10%.

Draft quotation matching a template — Send for Approval

1. 1Send for Approval instead of Send
2. 2Why it needs approval

3. Submit for approval

Onaya Gönder (Submit for Approval) › dialog "Teklif onaya gönderilsin mi?" (Submit quotation for approval?) › Onaya Gönder.

Send quotation for approval confirmation

1. 1Quotation locks, approval round opens

• The quotation becomes Onay Bekliyor (Awaiting Approval) and is locked: it cannot be edited, cannot be converted to an order and is not considered sent to the customer. The only action is İptal Et (Cancel) (the open round is closed).
• Round 1 opens; the template's stage is copied into the round. Approvers with the Yönetici (Manager) role receive the notification "Onayınız bekleniyor" (Your approval is awaited) ("ST-2026-000005 numaralı satış teklifi 1. onay aşamasında sizi bekliyor." — Sales quotation ST-2026-000005 is waiting for you at approval stage 1.).
• The document enters the approvers' Onayımı Bekleyenler (My Pending Approvals) list. It does not appear in the submitter's own list.

4. The approver decides — rejection

The approver opens the document from the notification or from Yönetim › Onay Süreci › Onayımı Bekleyenler (Administration › Approval Process › My Pending Approvals). The top of the document reads "Teklif onay bekliyor — sırada 1. aşama: Yönetici." (Quotation awaiting approval — next: stage 1: Manager.)

In this scenario the approver wants the delivery date confirmed: Reddet (Reject) › Red gerekçesi (Rejection reason) "Teslim tarihini müşteriyle teyit edip yeniden gönderin." (Confirm the delivery date with the customer and resubmit.) › Reddet.

Reject confirmation — reason required

1. 1Rejection reason — sent to the submitter
2. 2Reject — document returns to draft at the threshold

• Because the stage has reached its rejection threshold (1), round 1 becomes Reddedildi (Rejected).
• The quotation returns to Taslak (Draft) and can be edited again.
• The submitter is notified: "Satış teklifi reddedildi — ST-2026-000005 numaralı teklifi … reddetti: Teslim tarihini müşteriyle teyit edip yeniden gönderin." (Sales quotation rejected — … rejected quotation ST-2026-000005: Confirm the delivery date with the customer and resubmit.)

Segregation of duties

The person who submitted the quotation for approval and the quotation's sales representative cannot approve it — only Reddet (Reject) appears on the details. If they try to approve, the system says "Onaya kendiniz gönderdiğiniz ya da satış temsilcisi olduğunuz teklifi onaylayamazsınız. Kararı başka bir onaycı vermeli." (You cannot approve a quotation that you submitted for approval yourself or for which you are the sales representative. Another approver must make the decision.) Rejecting (pulling it back to draft) is allowed.

5. Correct and resubmit

The sales representative corrects the quotation (Düzenle — Edit — if needed) and clicks Onaya Gönder (Submit for Approval) again. Round 2 opens; round 1 and its reason remain as they were on the Onaylar (Approvals) card.

Quotation pending approval — current stage and rounds

1. 1Decision buttons — server decides (submitter cannot approve)
2. 2Who it is waiting for
3. 3Current round — awaiting decision
4. 4Previous round — rejection and reason kept

The card shows the rounds newest first: round 2 "Onay Bekliyor — Karar bekleniyor" (Awaiting Approval — Decision pending), round 1 "Reddedildi — Demo Kullanıcı · Reddetti · tarih" (Rejected — Demo Kullanıcı · Rejected · date) with the reason below.

6. Approval

Approval is given by another user with the Yönetici (Manager) role — in the demo environment Demo Onaylayıcı (neither the submitter nor the sales representative of the quotation). The document is in their Yönetim › Onay Süreci › Onayımı Bekleyenler (Administration › Approval Process › My Pending Approvals) list: Belge (Document) ST-2026-000005 (Satış Teklifi — Sales Quotation), Gönderen (Submitted By) Demo Kullanıcı and the submission time, Tutar (Amount) 50.476,80 TRY, Aşama (Stage) "Tek aşama" (Single stage) with "Satış teklifi — iskonto %10 ve üzeri — Yönetim onayı" below it.

Pending My Approval — the approver’s queue

1. 1Document — click to open
2. 2Submitter and date
3. 3Stage, template and stage name
4. 4How long the stage has waited

The approver clicks the document number to open the quotation; on the approver's details Onayla (Approve) and Reddet (Reject) appear together. Onayla › the "Onay verilsin mi?" (Give approval?) dialog shows the document and its amount ("ST-2026-000005 · 50.476,80 TRY") › Not (isteğe bağlı) (Note (optional)) "Teslim tarihi müşteriyle teyit edildi; %12 iskonto yıllık anlaşma kapsamında." (Delivery date confirmed with the customer; the 12% discount is covered by the annual agreement.) › Onayla.

Approve confirmation — optional note

1. 1Document and amount being approved
2. 2Note — saved with the approval
3. 3Approve — last stage moves the document on

• The stage has reached the required approvals and there is no other stage: the round becomes Onaylandı (Approved). On the Onaylar (Approvals) card, round 2 shows "Onaylandı", with "Demo Onaylayıcı · Onayladı · 02.11.2026 01:13" (Demo Onaylayıcı · Approved · 02.11.2026 01:13) and the approval note below the stage; round 1 and the rejection reason remain as they were.
• The quotation automatically becomes Gönderildi (Sent); the sending rules (item, customer, validity) are re-evaluated at that moment. The buttons on the details are now Kopyala (Copy), Siparişe Dönüştür (Convert to Order), Revize Et (Revise), Kaybedildi (Lost), İptal Et (Cancel) and Çıktı (Output); the Gönderim (Sending) field shows the approval time and the person who submitted the quotation (Demo Kullanıcı).
• The submitter is notified: "Satış teklifi onaylandı — ST-2026-000005 numaralı teklif tüm onayları aldı ve gönderildi olarak işaretlendi." (Sales quotation approved — quotation ST-2026-000005 received all approvals and was marked as sent.)

Approved quotation — Sent, round closed

1. 1Sent automatically on final approval
2. 2Can now be converted to an order
3. 3Vote: approver, decision, time
4. 4Approval note

• The quotation can now be sent to the customer with Çıktı › E-posta ile Gönder (Output › Send by Email) and, once accepted, converted to an order: Quotation to invoice.

After approval, by document type

Document	While Onay Bekliyor (Awaiting Approval)	On final approval	On rejection
Satış Teklifi (Sales Quotation)	Locked, not sent to the customer	Gönderildi (Sent)	Taslak (Draft)
Satın Alma Siparişi (Purchase Order)	Locked, no goods receipt possible	Sipariş Verildi (Ordered)	Taslak (Draft)
Satın Alma Talebi (Purchase Requisition)	Not on Purchasing's agenda	Talep Edildi (Requested)	Taslak (Draft)

FAQ / Troubleshooting

Situation	Cause and solution
The button reads Gönder (Send) and the document does not go to approval	There is no active template matching the document: the condition (discount threshold, amount range, para birimi — currency) does not match, or the template is inactive. There is no exchange-rate conversion in the amount condition.
The approver does not see the document in Onayımı Bekleyenler (My Pending Approvals)	The approver does not have the stage's role, does not have the approval permission for the document type, submitted the document themselves, or has already voted at that stage.
"Bu aşamada kararınızı zaten verdiniz — aşama diğer onaycıların oyunu bekliyor." (You have already made your decision at this stage — the stage is waiting for the other approvers' votes.)	The stage requires more than one approval; the other approvers are awaited.
"Bu teklif onay beklemiyor." (This quotation is not awaiting approval.)	In the meantime the document was approved, rejected or cancelled — refresh the page.
The approver is on leave	The approver or an administrator defines a delegate in Onay Vekaletleri (Approval Delegations): Define an approval delegation.
The approval has been waiting for days	In Uyarı ve Bildirim Yönetimi (Alert and Notification Management), turn on Onay bekleyen hatırlatması (Pending approval reminder); in the template, escalate to a higher role with Cevapsız kalırsa (If unanswered).

Step-by-step tasks

1. Create an approval templateDocument type, condition, stages.2. Create a quotationCustomer, line item, discount.3. Make an approval decisionApprove, or reject with a reason.Define an approval delegationA delegate for the duration of a leave.Create an alertPending approval reminder.