# Approval workflow

> From approval template to decision — submitting a discounted sales quotation for approval, rejecting it, resubmitting it and approving it.

URL: https://erpdocs.corexlogic.com/en/surecler/onay-akisi

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](https://erpdocs.corexlogic.com/en/ayarlar/onaylar).

> **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](https://erpdocs.corexlogic.com/en/en/img/screens/ayarlar/onay-sablonlari.png)
1. New Template
2. Document type card — does the type go through approval
3. Condition — amount range / discount threshold
4. Stages are asked in order
5. Active / Inactive

Detailed steps: [Create an approval template](https://erpdocs.corexlogic.com/en/ayarlar/islemler/onay-sablonu-olusturma).

## 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](https://erpdocs.corexlogic.com/en/satis/islemler/teklif-olusturma)).

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](https://erpdocs.corexlogic.com/en/en/img/screens/ayarlar/teklif-onaya-gonder.png)
1. Send for Approval instead of Send
2. Why 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](https://erpdocs.corexlogic.com/en/en/img/screens/ayarlar/teklif-onaya-gonder-penceresi.png)
1. Quotation 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](https://erpdocs.corexlogic.com/en/en/img/screens/ayarlar/onay-reddet.png)
1. Rejection reason — sent to the submitter
2. Reject — 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](https://erpdocs.corexlogic.com/en/en/img/screens/ayarlar/teklif-onay-bekliyor.png)
1. Decision buttons — server decides (submitter cannot approve)
2. Who it is waiting for
3. Current round — awaiting decision
4. Previous 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](https://erpdocs.corexlogic.com/en/en/img/screens/ayarlar/onay-kuyrugu.png)
1. Document — click to open
2. Submitter and date
3. Stage, template and stage name
4. How 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](https://erpdocs.corexlogic.com/en/en/img/screens/ayarlar/onay-ver.png)
1. Document and amount being approved
2. Note — saved with the approval
3. Approve — 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](https://erpdocs.corexlogic.com/en/en/img/screens/ayarlar/teklif-onaylandi.png)
1. Sent automatically on final approval
2. Can now be converted to an order
3. Vote: approver, decision, time
4. Approval 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](https://erpdocs.corexlogic.com/en/surecler/tekliften-faturaya).

## 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](https://erpdocs.corexlogic.com/en/ayarlar/islemler/onay-vekaleti-tanimlama). |
| 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 template](https://erpdocs.corexlogic.com/en/ayarlar/islemler/onay-sablonu-olusturma) — Document type, condition, stages.
  - [2. Create a quotation](https://erpdocs.corexlogic.com/en/satis/islemler/teklif-olusturma) — Customer, line item, discount.
  - [3. Make an approval decision](https://erpdocs.corexlogic.com/en/ayarlar/islemler/onay-karari-verme) — Approve, or reject with a reason.
  - [Define an approval delegation](https://erpdocs.corexlogic.com/en/ayarlar/islemler/onay-vekaleti-tanimlama) — A delegate for the duration of a leave.
  - [Create an alert](https://erpdocs.corexlogic.com/en/ayarlar/islemler/uyari-acma) — Pending approval reminder.