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SAP approvals

Approve or reject the documents that SAP Business One holds for approval, without opening SAP. Voltix records your decision in SAP as your own SAP user.

For companies with sap business one.

When your company uses approval procedures in SAP Business One, a document that needs approval (for example a sales order with a discount above the limit, or a large purchase order) is kept as a draft in SAP until the approvers of each stage decide. With SAP approvals, the approvers do this in Voltix.

Note. SAP approvals are only for companies connected to SAP Business One. The approval procedures themselves (who asks, which stages, who approves) are still set up in SAP.

What an administrator sets up

  1. 1In SAP, set up the approval stages and procedures as usual.
  2. 2In Voltix, open Settings → Integrations, SAP Business One tab. Click Sync data, tick Approval procedures and click Start sync. This reads the SAP users, the approval stages and the procedures. Do it again whenever stages or approvers change in SAP. The SAP approvals card on the same tab also has Sync from SAP.
  3. 3In the SAP approvals card, pick each approver's SAP user next to their Voltix user and click Link. Suggest matches proposes SAP users with the same e-mail, a SAP login name equal to the part of the Voltix e-mail before the @, or the same name. Check each suggestion and click Link: nothing is linked until you do.
  4. 4Give the approvers the SAP approvals: decide permission in their permission group (Settings → Authorization, see Users and access). Administrators always have it.
Important. A SAP user can be linked to one Voltix user only. Voltix decides only as the linked SAP user, and only when SAP lists that user as an approver of the request's current stage.

Approving or rejecting

When something waits for you, your home page shows A SAP document waits for your approval under Needs you. Click it to open SAP approvals.

  1. 1Waiting for me lists the requests at your stage, with the document, the customer or vendor, who asked, the stage and the total.
  2. 2Click a request to open it. Lines shows the items, quantities, prices and totals of the draft; Approvals shows every approver and what they decided; Details shows the procedure, dates and remarks.
  3. 3Click Approve or Reject. Add a remark (a rejection needs one: SAP shows it to the person who asked) and click Approve in SAP or Reject in SAP.

When the last stage approves, the request is approved in SAP and the person who asked can create the document from the draft in SAP. A rejection closes the request.

Tip. Decided by me lists the requests you decided in the last 90 days, with your decision.

When SAP asks for your SAP password

Some SAP systems want the approver's own SAP password before they accept a decision. Voltix then asks for it in the same window. It is sent to SAP once and never kept in Voltix.

When something does not show

  • Your user is not linked to SAP yet: ask an administrator to link you (step 3 above).
  • Not an approver in any stage Voltix knows: the stages changed in SAP; ask an administrator to sync Approval procedures again.
  • It is not your turn: the request is waiting for an earlier stage, or you have already decided.