Transaction Requires Approval - Sub User Management

Quick Summary

Sub users allow a business owner to give other people (staff, accountants, sales team) limited access to the app. Instead of sharing your owner credentials, you create separate logins for each team member with specific roles and permissions. The approval workflow ensures that all transactions made by staff require sign-off by the owner before becoming final.

What Is This Feature

What It Is

Sub users allow a business owner to give other people (staff, accountants, sales team) limited access to the app. Instead of sharing your owner credentials, you create separate logins for each team member with specific roles and permissions. The approval workflow ensures that all transactions made by staff require sign-off by the owner before becoming final.

Who should use this: Business owners with employees, accountants, or sales staff who need to use the app. Especially useful for businesses where financial control and oversight are important.

When To Use This Feature

When & Who

• When your business grows beyond a single user.
• When staff create invoices but only you approve/finalize them.
• When different employees handle specific tasks (e.g., invoicing, payments) and require oversight to prevent errors.
• When managing multiple sales reps and restricting access to sensitive data (e.g., financial reports).

Step-by-Step Flow

Flow — Transaction Approval Workflow

1. Enable Transaction Requires Approval in Sub User Management.

Sub-User Steps

1. Create invoice/estimate; it moves to Approval Pending.
2. Check status in Cloud Account → Approval Pending Transaction.
3. Check rejected entries in Approval Rejected Transaction.
4. Edit pending/rejected documents and tap Update to send back for approval.
5. After update, the document appears again under Approval Pending Transaction.

Owner / Main User Steps

1. Open Cloud Account → Approval Pending Transactions.
2. If a new client/product is part of the transaction, approve client/product first.
3. Approve the transaction to make it live in the main list.

Flow — Selecting Role While Creating Sub-User

1. Go to Manage Sub-User and tap Add Sub-User.
2. Under Role, open the dropdown.
3. Choose a predefined role (Partner/Manager, Sales & Billing, Purchase Manager, Payment Collector, Accountant).
4. Save and submit the sub-user.

Flow — Creating a Custom Role

1. Go to Manage Sub-User → Add Sub-User.
2. Under Role dropdown, tap + Add Custom Role.
3. Enter role name.
4. Select/unselect permissions.
5. Set access type (view/edit/delete) as needed.
6. Tap Save Role.

Flow — Handling Rejected Transactions

1. Open hamburger menu (☰) → Cloud Account.
2. Go to Approval Rejected Transaction.
3. Edit the document and tap Update (it returns to Approval Pending).
4. Or delete the rejected record if it is not needed.

Fields Explanation

Key Fields & Settings

Optional Settings

Optional Sub-Features

• Predefined Roles: Use built-in role presets like salesperson or accountant.
• Custom Role: Create your own role with granular permissions.
• Disable Sub User: Temporarily remove access without deleting account.
• Approval for New Parties/Products: Owner approval is required before such records become active.
• Switch User: Helpful when multiple users work on one device.

Logical Behaviors (Different Scenarios)

• Maximum 3 active sub users allowed.
• Feature available only for paid users.
• Sub users have limited access to settings.
• If a client is rejected, related documents are removed from approval list and must be recreated.
• Sub users can edit documents in Approval Pending, but not after approval.

Underlying Concept (Accounting / Logic / Calculation)

Concepts

Role-Based Access Control (RBAC): A security model where each user is assigned a role, and each role carries a defined set of permissions. This ensures team members only access what is relevant to their function — a salesperson can create invoices but cannot view profit reports or delete records.

Maker-Checker Principle: A financial control mechanism where one person creates (makes) a transaction and another person reviews and approves (checks) it. This reduces errors and prevents unauthorized or fraudulent transactions. The Transaction Requires Approval feature in SIM implements this principle.

Why approve new clients/products first: When a sub user creates a new client or product during a transaction, those records exist only in a pending state — they are not yet official entries in the database. The owner validates them before they become permanent records. This prevents duplicate entries, typographical errors, or unauthorized additions to the system.

Interaction With Other Features

Interaction with Other Features — Dependencies & Side Effects

• When Transaction Approval is enabled for a sub user, all their transactions require owner approval.
• Proper device syncing is required to reflect updates across users.
• Clients/products created by a sub user must be approved; otherwise, they cannot be used by the main user.
• Payment approval depends on the approval of the related invoice.
• Sub users cannot access features not enabled by the main user (e.g., Inventory, Commission, Delivery Note, Cash/Bank Transfer, Other Income).
• If restricted, sub users cannot edit rates in invoices, estimates, sales orders, or purchases.
• The main user can reset/change a sub user’s password to revoke access.

Alternate Terms

Alternate Terms

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