Awa by Devlab · approval workflow
The purchase order approval workflow in Awa
In Awa, a purchase order moves through seven statuses: draft, awaiting CFO, awaiting CEO, approved, rejected, sent and booked. The CFO approves, the CEO signs, every rejection requires a comment and nobody can approve an order they created. Every action is dated in the history. Awa is published by Devlab in Tahiti, French Polynesia.
The seven statuses
The path is always the same, from draft to booking:
- Draft: the creator is still editing the order.
- Awaiting CFO: the order has been submitted for financial approval.
- Awaiting CEO: the CFO approved it; it waits for the CEO's signature.
- Approved: the CEO signed it; the official PDF is available.
- Rejected: the CFO or the CEO rejected it, with a comment.
- Sent: the order went to the supplier; the invoice is expected.
- Booked: the invoice is attached and the order is recorded in the accounts.
Who does what
Managers create and submit their department's orders. The CFO approves them from a queue, one by one or in batches; the CEO signs them the same way. The accountant attaches the invoice and books the order. The administrator manages users, suppliers, accounting codes and departments. When a CFO creates an order, the CFO step is skipped and it goes straight to the CEO.
Segregation of duties
Nobody approves, signs or rejects an order they created. A CEO who creates an order has it signed by another signatory; an accountant does not book an order they created.
Rejections, delegation and notifications
A rejection requires a comment; the creator receives it by email, fixes the order and resubmits it. In vacation mode, the CFO signs for an absent CEO and the history records the delegation. Each step sends an email and an in-app notification.
Frequently asked questions
How do I set up a purchase approval workflow with CFO and CEO sign-off?
Awa runs it out of the box: managers submit purchase orders with the quote attached, the CFO approves and the CEO signs, one by one or in batches. Rejections require a comment, nobody approves their own order and every step is dated in the history.
Can several orders be approved at once?
Yes. The CFO approves and the CEO signs one by one or in batches, from a queue that lists orders oldest first.
Can a CFO approve an order they created?
No. When a CFO creates and submits an order, the CFO step is skipped and the order goes straight to the CEO for signature.
Awa is published by Devlab, a digital agency founded in 2014 in Tahiti. devlab.io · contact@devlab.io