Approval Workflow Management (AWS)

The Approval Workflow System (AWS) in PrismERP is designed to manage and control the flow of document approvals across various business processes. It enables organizations to define structured, rule-based workflows for documents such as Purchase Requisitions (PR), Payment Vouchers (PV), Sales Orders (SO), and Delivery Notes.

When a document is created, AWMS automatically routes it through a predefined approval chain based on the document type, branch, department, and module. Each stage in the workflow—such as Checked By, Recommended By, and Approved By —can include one or more approvers, governed by flexible approval rules:

• Any (X): Approval by any one assigned user is sufficient

• Sequence: Approvers must act in a specified order

• X with Mandatory: Requires approval from designated mandatory users

Approvers are notified in real time via the ERP system and mobile app through Firebase Cloud Messaging (FCM). All actions are tracked in an audit trail to ensure transparency and compliance.

AWMS provides full administrative control for configuring workflows, assigning approvers, and managing exceptions such as rejections or stuck approvals. By integrating approval logic directly into business operations, the system supports consistent, accountable, and efficient decision-making within the PrismERP platform.

Table of Contents

Explore comprehensive guides for every aspect of the Approval Workflow System:

1. Key Features

2. Workflow Overview

3. Approval Hierarchy and Event Setup

4. Approval Rules Explained

5. Committee-Based Approvals

6. Approval Notifications (Web)

7. Rejection & Return Handling

8. Approval History & Audit Trail

9. Administrative Controls

10. Approval Notifications (Mobile)

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Last Updated: October 2025
Version: 3.0
Document Owner: PrismERP Product Team