Requisitions Module

The Requisitions module handles internal cash and purchase requests — fuel advances, spare parts, office supplies, and similar day-to-day spending — routed through a formal approval chain before money moves.

Approval chain

Every requisition can pass through up to six steps:

Draft → Submitted → HoD Approved → Finance Approved → GM Approved → MD Approved → Received
                                                                              ↓
                                                                          Rejected

Status	Meaning
Draft	Being prepared, not yet submitted
Submitted	Sent for approval, awaiting Head of Department
HoD Approved	Head of Department signed off, awaiting Finance
Finance Approved	Finance signed off, awaiting General Manager
GM Approved	General Manager signed off, awaiting Managing Director
MD Approved	Managing Director signed off, awaiting goods/cash receipt
Received	Goods or cash received — requisition complete
Rejected	Declined at any approval step, with a reason

Who can approve which step?

Approval steps are matched to the approver's role name, not a specific person. A user can approve the Head of Department, Finance Department, or General Manager step only if their role is named exactly that — create these as custom roles in Settings → Roles if you need them. As a built-in shortcut, Tenant Admin always acts as Managing Director, and Accountant always acts as Finance Department.

Creating a requisition

1. Go to Requisitions → New Requisition
2. Fill in department, department head, requisitioner, client/company, dates, purchased from, and delivered to
3. Choose a currency (defaults to your tenant's base currency — see Currency)
4. Add line items — each with an item name, quantity, unit, description, account charged, and unit price
5. Add optional notes
6. Click Save as Draft to keep working on it, or Submit for Approval to start the approval chain

Approving or rejecting

If you're the currently pending approver, an action banner appears on the requisition's detail page:

• Approve — advances the requisition to the next step in the chain
• Reject — requires a reason; the requisition moves to Rejected

Editing a requisition

Click ✏ Edit on the detail page to edit a requisition at any status. What happens next depends on who is editing and where the requisition is in the chain:

Who is editing	What happens
Anyone, while still Draft	Plain edit — no approvals exist yet, nothing resets
The currently pending approver	The edit is saved and their approval is applied in the same action — the chain continues, earlier approvals are untouched
Anyone else, after at least one approval exists	All approvals are cleared and the status reverts to Submitted — the chain restarts from Head of Department

Every edit — regardless of which path it takes — is recorded in an Edit History panel on the detail page, showing who made the change, when, and the line items and total before the change.

Why does editing sometimes reset approvals?

If the requisitioner changes the items or amount after HoD or Finance already approved, those earlier approvals were made against the old numbers — they need to re-approve the new version. The one exception is the person whose turn it currently is: they're about to approve anyway, so editing and approving happens in one step instead of two.

Currency

Each requisition carries its own currency, independent of your tenant's default. Pick any currency configured in Currency Management — the requisition displays, prints, and totals entirely in that currency.

Printing

Click 🖨️ Print on the detail page for a print-ready version showing the approval chain, line items, and totals.

Permissions

Permission	What it allows
requisition.view	View all requisitions and their details
requisition.create	Create new requisitions and save as Draft or submit for approval
requisition.edit	Edit a requisition at any status — see Editing a requisition for what happens to approvals
requisition.approve	Approve or reject at whichever step matches the user's role

Assign these in Settings → Access → Roles.

Related

• Currency Management → — configure exchange rates
• Permissions Reference → — full permission matrix