# Approval Template
Approval Templates chain multi-stage approval for transaction vouchers (Sale Invoice, Purchase Order, Production Voucher, and others). This is Settings → Multi Stage Approval — not HR WorkFlow Approval for leave and employee requests.
Overview & List View
Go to Settings → Multi Stage Approval → Approval Template.
List columns: Name, Description, Originators, Status.
Quick filters: Active (default), Suspended.
Filters: Status, Created Date.
Header: New.
List actions: View, Edit, Delete (multi).
A template attaches automatically when an originator saves a matching document. You do not assign it on the invoice form. See Multi Approval for how the chain runs on the document.
Quick Start
- Create stages first under Approval Stage.
- Click New on Approval Templates.
- Enter Name and optional Description.
- Add Originators — the employees whose documents should enter this chain.
- Select one or more Documents.
- Add Stages in the order they must run.
- Set Launch Approval to Always launch, or Based on terms and add term rows.
- Click Save.
Fields
| **Field** | **Description** |
|-----------|-----------------|
| Name * | Template name. |
| Description | Purpose and when to use it (rich text). |
| Originators * | Employees who can start this approval chain. Matching uses the Employee field on the document. |
| Select documents you will like to add * | Document types this template can attach to. |
| Stages | Ordered Approval Stages. Serial number is assigned automatically. |
| Launch Approval * | Always launch or Based on terms. |
| Terms | Condition rows used when Launch Approval is Based on terms. |
| Status | Active or Suspended. |
Launch Approval & Terms
| **Launch Approval** | **When the template attaches** |
|---------------------|--------------------------------|
| Always launch | Every matching document for those originators and document types. |
| Based on terms | Only when every term row matches the document. |
If an Always launch template and a terms-based template both match, Always launch is used. Terms on one template are combined with “and”. For “or” (Bank or high balance), create two templates.
The Terms table is hidden until Launch Approval is Based on terms.
| **Column** | **Description** |
|------------|-----------------|
| Sl Num | Automatic line number. |
| Field | Total, Payment mode, Customer Balance, Customer Group, Customer, or Variance Exceeded. |
| Operation | Equal to, Greater than, or Less than. Payment mode, Customer, and Customer Group are matched to the selected value. |
| Value | Amount, payment mode, customer, customer group, or True / False — the value field changes with Field. |
Payment mode values: Cash, Bank, Cheque, PDC, Digital Wallet.
Customer Balance is invoice Total plus the customer's current closing balance, and only for Credit sale documents (Sale Invoice, Sale Order, Sale Quotation, Pro Forma Invoice).
Worked examples — three-stage Sale Invoice, credit over a balance limit, and Bank invoices that executives cannot approve — are on Multi Approval.
Documents
| **Group** | **Documents** |
|-----------|---------------|
| Sales | Sale Quotation, Sale Order, Sale Invoice, Pro Forma Invoice, Credit Note, Sale Debit Note |
| Purchase | Purchase Quotation, Purchase Order, Purchase Invoice, Debit Note |
| Accounts | Expense, Receipt Voucher, Payment Voucher |
| Other | Inventory Adjustment, Expense Claim, Production Voucher |
Actions & Status
List actions
| **Action** | **Notes** |
|------------|-----------|
| New | Create a template. |
| View | Open the template. |
| Edit | Change originators, documents, stages, or terms. |
| Delete | Multi-select. Blocked if documents still reference the template. |
View toolbar
| **Action** | **When** |
|------------|----------|
| Edit | Always |
| Delete | Always (confirmation) |
| Clone | Always — opens New with the same details |
| Print | Always |
More menu (⋮)
| **Action** | **When** |
|------------|----------|
| Activate | Status is Suspended |
| Suspend | Status is Active |
| **Status** | **Description** |
|------------|-----------------|
| Active | Can attach to new and draft documents. |
| Suspended | Does not attach. Existing documents keep the template they already have. |
FAQ
Approval Template here vs WorkFlow Approval Template?
This screen signs off the voucher itself (Sale Invoice, Purchase Order). HRMS WorkFlow Approval Template is the step list for a WorkFlow Request — a process around a document, not approval of that document.
How do I assign a template to a Sale Invoice?
You do not pick it on the invoice. Add the sales executive as an Originator, include Sale Invoice under Documents, and set Launch Approval. When that employee saves an invoice, the template attaches if the terms match.
Can one template apply to multiple modules?
Yes — select several document types on the same template when the originators, stages, and terms are the same. Create separate templates when the path differs.
What happens when an approver is unavailable?
The document stays at Multi Level Approval until an assigned approver or a Super User acts, or the requestor cancels and sends to someone else on the stage.
Can I skip stages?
No. Stages run in the order of the Sl Num lines. A Super User can approve the current stage but cannot skip ahead.
Why does my terms template never attach?
An Always launch template for the same originators and document type is chosen first. Also check Employee on the document, Active status, and that every term matches. Customer Balance only matches Credit invoices.