Purpose:- The configurations in the Approval tab display the types of approvals used in TruePOS such as Purchase and Sales approvals and explain the functionalities of each configuration.”

Steps to access Approval Business Configurations:-

1. Navigate to Tools -> Configuration -> Business Configuration

2. Under the Business Configurations, click on the Approval tab and all the configurations under this tab will be listed.

1.Sales Order Approval:

To Enable the Sales Order approval Configuration

Go to Tools->Configuration->Business Configuration->"Enable Sales Order Approval" and Click on Save button.

1.Create a sales order on the sales order page by selecting Sales >> Sales Order.

2. Go to the Sales order approval screen after creating your sales order. You'll receive a list of each order placed by the user.

3. Using the search icon, you can enter the "Sales order NO","Customer" or "Salesman" to get the specific order information. We will receive information on the amount, salesperson, status, and approval number.

4. Click on "Approve" to get the additional details.

5.The owner may now see all the details of the sales order that was made, order information. Additionally, notify with the customer name, Address, amount, Sales order no, status, item details, and bill type.

6. Click the Approve option, and then type your comment. and select "Approve" it.

Q1.Where we can view the sales order status?

Ans:Go to Reports -> Sales -> Orders and quotations -> Sale order summary report. You can check the status of the sale order under the status Column name.

Q2. Why the sales order is not showing to convert as bill?

Ans:A sales order will be displayed only if it has been approved by the admin. If it is still in pending status, it will not appear in the Sales Bill when you try to convert it into a sales bill using Load SO function key.

2.Authentication Required to Change the Discount:

Purpose: The “Authentication Required to Change the Discount” is used when an employee tries to apply or change a discount that is higher than the discount mapped to them.In such cases, the reporting manager or another employee who has a higher discount limit can provide approval by entering their credentials in the pop up "Authentication required" where it asks to enter the username and password. Once login details provided, the respective employee can proceed and save the bill.

Prerequisite:

From the Dashboard, navigate to Tools → Configuration → Business Configuration, and enable “Validate Discount based on Salesman Access Rights to be Password Based Approval.”

Example: If a user is created with the allowed item discount % as '5', in sales bill he will be allowed to give maximum of 5% discount to each item, if he tries to give 6% system will prompt and it will not allow.

Go to Tools -> Configuration -> Security configuration-->Select Employee Master.

Select Edit to edit the user details.

Enter the maximum item discount % value in 'Allowed Item Disc %' (Eg: 5) and click on Save.

Go to sales -> sales bill, Press 'Enter' and select the 'Item' from the LOV.

Enter the 'disc%' to a maximum value given for that particular user(Eg:1,2,3,4 or 5)

If the user/employee is trying to enter the disc% of '6' system will prompt 'Authentication pop up'.

where approval manager /another employee who has a higher discount limit has to enter their login details and  then only it will allow to save the bill.

Click on Save button , enter the values in tender pop and select ok to save the bill.

Q1. What is the purpose of the “Authentication Required to Change the Discount” configuration?

Q2. When will authentication be triggered?

Q3. Who can approve the discount change?

Q4. How is the approval given?

Q5. What happens after approval?

Q6. What happens if approval is not provided?

Q7. What are the benefits of this configuration?

Q8. Can a user edit the bill and change the discount beyond their limit?

Q9. Where can we view the allowed item discount for an employee?

Alternatively, navigate to Reports → Master → Employee Master Reports, where you can verify the value under the Discount Allowed column.

Alternatively, navigate to Reports → Sales → Sales → Daily Sales Bill No-wise Report, where the discount value can be viewed under the Item Discount column.

Q10. Can we give the discount in amount in sales bill ?

3.Purchase Order Approval:

The purpose of Purchase Order (PO) approval in a POS (Point of Sale) system is to ensure controlled, accurate, and authorized purchasing within a retail or business environment.Purchase Order Approval feature allows you to review and approve purchase orders from your suppliers directly within WhatsNow.

1.Go to Tools → Configuration → Business Configuration, and enable Purchase Order Approval Configuration.



2.During user/employee creation, map the Approval Manager for each user in the Employee Master under Security Configuration.Note: If the user already exists, you can modify and update the approval manager as needed.

3.In truepos, go to purchase-->purchase order and make one entry.

4.The created Purchase Order will appear under Pending Approvals for the Approval Manager in the WhatsNow App.

1.Once you're logged into WhatsNow, navigate to the options and look for the "Approvals" menu option and tap on it.

2.Within the Approvals menu, locate and tap on the "Purchase Order Approval" option.

After tapping on the "Purchase Order Approval" option, you will be taken to the Pending Approvals screen. Here, you will see a list of pending purchase order approvals that require your attention. You also have a "Refresh" button for loading new raised approvals if any.

2.You can use the filter option to narrow down the list based on a specific date range. Tap on the "Filter" button to access the filtering options. Select the desired date range. You can also sort the approvals based on the date in ascending or descending order.

3. The list will now update to show only the purchase order approvals within the selected date range in your desired order.

5.The Approval Manager selects the PO and chooses to approve or reject it.

1.To review the details of a specific purchase order approval, tap on it from the list on the Pending Approvals screen.

2.The approval details screen will display the relevant information, such as purchase order number, supplier details, item quantities, and other relevant data.

3.Based on your opinion, you can either "APPROVE" or "REJECT" the purchase order.

6.Once the approval is given, the user can load the respective purchase order in the purchase invoice screen using the Load PO function key and save the invoice.

Q1. Where we can view the purchase order status?

Q2.Why the purchase order is not showing to convert as purchase invoice?

Ans:A purchase order will be displayed only if it has been approved by the admin. If it is still in pending status, it will not appear in the purchase invoice when you try to convert it into a purchase invoice using Load PO function key.