User Management & Access ControlCore Module

Approval Matrices

1. Overview & Purpose

What are Approval Matrices?

Approval Matrices establishes governance for critical operational documents. It grants specific users authorization to request, approve, receive, ship, reject, post, cancel, or reopen enterprise transactions.

Menu Location:Approval > User Approval Permission

2. When to Use Approval Matrices

Warehouse Gate Logistics Sign-Off (Ship & Receive)

Warehouse dock supervisors need explicit authority to dispatch outgoing inter-branch stock transfers and sign physical receiving confirmations for inbound vendor deliveries.

Recommended Action:Enable canShip and canReceive flags on the supervisor user approval profile, granting access to the action buttons while preventing unauthorized warehouse pickers from doing so.

Managerial Procurement & Expense Approval Gates

Store or regional managers review high-value Purchase Orders (e.g. orders over Rp 20.000.000) and inventory write-offs before suppliers are contracted.

Recommended Action:Assign canApprove and canReject capabilities to the manager account; draft documents remain locked in PENDING status until this authorized user grants sign-off.

Irreversible Accounting Ledger Posting Delegation (canPosted)

Committing finalized transactions directly into permanent financial ledgers (e.g. posting Purchase Invoices or Stock Adjustments to GL).

Recommended Action:Grant canPosted permission strictly to senior accounting officers, ensuring junior clerks can prepare drafts without prematurely affecting balance sheet accounts.

Document Reopening & Administrative Cancellation Governance

An approved procurement order needs to be recalled due to supplier price disputes, or a rejected transfer manifest needs unlocking for quantity correction.

Recommended Action:Delegate canCancel and canReopen rights exclusively to Operations Directors, maintaining tight control over modified commercial contracts.

Maker-Checker Segregation of Duties Enforcement

Ensuring inventory clerks who draft stock adjustments or requisitions cannot approve their own submissions.

Recommended Action:Keep canRequest enabled while unchecking canApprove on clerk accounts; only senior supervisors hold the authority to approve submitted documents.

3. Data Dictionary & Fields

Schema structure for the user_approval_permissions transaction governance table:

Field / Column	Input Type	Requirement	Description & Operational Guide
userId	BIGINT (FK)	Required	Reference to users table identifying the authorized decision maker.
canRequest	BOOLEAN	Required	Authority to submit draft documents into formal approval review chains.
canApprove	BOOLEAN	Required	Authority to grant affirmative approval on submitted documents.
canReceive	BOOLEAN	Required	Authority to sign off on physical goods arrival and receipt confirmations.
canShip	BOOLEAN	Required	Authority to dispatch goods and execute outbound shipping documents.
canReject	BOOLEAN	Required	Authority to deny document requests with explanatory revision notes.
canPosted	BOOLEAN	Required	Authority to commit finalized transactions directly into financial ledgers.
canCancel	BOOLEAN	Required	Authority to void or cancel active operational documents.
canReopen	BOOLEAN	Required	Authority to unlock previously closed or rejected documents for correction.
status	BOOLEAN	Required	Active governance status of the user approval permission profile.

4. Interface Preview

Approval permission registry displaying staff accounts, operational action badges (Request, Approve, Ship, Receive, Post), and assignment controls.

inventories-web

Menu Location:Route: /admin/approval/permission

Screen Preview: Approval Permissions Console Interface

Visual interface illustration and control layout for menu Route: /admin/approval/permission

1Add Approval Permission2Action Capability Badges3Ship & Receive Delegation4Status & Revocation

User Approval Permission table showcasing authorized staff, action checkboxes (Ship, Receive, Approve, Post), and audit trails.

5. Granting Approval Authority

Open Approval Permissions

Open Approval > User Approval Permission from sidebar.

Launch Assignment Form

Click Add Approval Permission button in the toolbar.

Select Designated User

Choose staff member from searchable user dropdown.

Configure Authority Checkboxes

Toggle action capabilities: canApprove, canShip, canReceive, canPosted.

Submit Approval Profile

Click Submit to bind governance capabilities to the selected account.

6. Action Capabilities

Search Approval Registry

Search approval entries by staff name or username.

Edit Action Capabilities

Click Edit on user row to expand or restrict specific operational flags.

Save Authority Updates

Confirm changes to immediately modify operational approval gates.

7. Approval Revocation

Segregation of Duties Enforcement

To maintain corporate integrity, users with canRequest should not hold canApprove rights for the same business workflows. Always audit approval logs periodically.

Revoke Approval Rights

Delete user approval permission record or toggle status to inactive.

8. Cross-Module Impact

Target Subsystem	Relational & Transactional Effect
Stock Transfers & Logistics	Controls which warehouse supervisors can click Ship Transfer and Receive Goods.
Stock Adjustments & Opname	Enforces managerial review before inventory discrepancy write-offs impact balance.
Purchase & Accounting	Governs purchase order verification and general ledger journal posting validation.

Operational Best Practices

Enforce segregation of duties: staff who create requests should not hold canApprove rights.
Regularly audit canPosted permission holders to comply with corporate financial governance standards.