Approvals Module

The Approvals module is used to view, create, and manage approvals (also referred to as claims depending on the context).

Different configuration rules, email templates, and validation rules can be set up per client via Client / Approval Defaults.

Approvals and Claims are similar, but are used for different purposes (see below).

Approvals vs Claims

Use Approvals when:

  • Paying a supplier (vehicle maintenance, service, etc.)

  • You need VMRS codes or Job Numbers

  • Costs are entered as GST exclusive

  • You want detailed cost breakdowns (discounts, labour, parts, etc.)

  • Supplier banking/payment details should NOT be visible

Use Claims when:

  • Processing driver reimbursements or salary packaging claims

  • Costs are simple and usually entered GST inclusive

  • Payment and banking details are visible

  • You want to use Funds Check before approving payment

  • You may use autoPostClaims for failed fund retries

Approvals Screen Structure

The Approvals system is divided into tabs:

Tabs Summary

Setup

Configuration and system setup information.

Search

Search for existing approvals or create a new one.

Header

Displays contract and approval context across:

  • Approval

  • Contract

  • Maintenance

  • Vehicle

  • Events

Approval

Create and edit active approvals.

Contract (Read-only)

View contract details (not editable).

Maintenance (Read-only)

View all maintenance/approval records for the contract.

  • Used for reporting (Fuel Performance, Maintenance reports)

Vehicle (Read-only)

View vehicle details only.

Events (Read-only)

View contract events and generate reports.

Header Fields (Approval Context)

Key fields shown at the top of an approval:

  • Contract ID – Select or search contract

  • Reg Number – Vehicle registration lookup

  • Vehicle – Description only (not searchable)

  • Client – Linked client (opens client record)

  • Driver – Linked driver (hover shows contact details)

  • Type – Contract type, term, km

  • Start / End – Contract dates and kilometres

  • Last Transaction – Last odometer reading + date

  • Tyres – Allowed vs used (highlighted if exceeded)

  • Projected – Estimated end odometer

  • Division – Linked division

  • Funds Check – Pop-up showing budget vs actuals

Status Message Bar

A red message may appear showing:

  • Terminated contract date

  • Suspended contract date

  • Replacement contract

  • Or notes (first 40 characters)

Approval Search Screen

Used to find, filter, and create approvals.

Filters

  • Contract ID

  • Reg Number

  • Card Number

  • Supplier / Franchise

  • Client / Group

  • Driver (partial search supported)

  • Date range (From / To)

  • Status / Sub Status

  • Creator

Actions

  • Go → Run search

  • New → Create approval

Search Results

  • Approval ID (click to open Approval or Claim)

  • Supplier / Franchise (linked records)

  • Date created

  • Type

  • Vehicle / Reg Number

  • Card Number

  • Client / Group / Driver

  • Amount

  • Status / Sub Status

  • Last Edit details

Reports can be exported as:

  • CSV

  • Excel

Approval Header Details (Inside a Record)

Key Information Fields

  • Approval ID (auto or manual entry)

  • Supplier / Franchise details

  • Driver / Vehicle details

  • Invoice / Reference number (must be unique unless allowed)

  • Odometer + validation

  • Date + Reference Date

  • Status + Sub Status

  • Creator / Last Edit info

Line Items

Each approval can include multiple rows:

  • Job # – Groups related work

  • Class / VMRS Code – Defines service type

  • Work / Cause / Type – Classification

  • Description – Required field

  • Qty / Price / Discount %

  • Cost Price (GST excl.)

  • GST (auto or manual override)

  • Total (incl. GST)

💡 Tip: You can toggle GST inclusive/exclusive using the GST control arrows.

Footer Fields

  • Franchise Notes (included in emails)

  • Internal Notes

  • Client Limit (read-only)

  • Approval Limit (overrides contract/client limits)

Approval Status Types

  • Requested – Created externally (e.g. franchise portal)

  • Active – Editable draft

  • Posted – Finalised and exported to accounting

  • Cancelled – Cancelled before posting

  • Deleted – Removed (still stored internally)

  • History Only – Kept for records only (not financial processing)

Actions

  • New → Create approval

  • Edit / Save / Cancel → Modify records

  • Check → Validate before posting

  • Post → Finalise approval

  • Un-post → Revert to editable state

  • Attach → Add documents

  • Delete → Remove unposted approvals

  • History → Mark as non-financial record

Validations (Common Errors)

Examples:

  • Missing supplier or description

  • Invalid date format

  • Duplicate reference number

  • Odometer missing or invalid

  • Reference date out of allowed range

  • Attachment size too large

  • Approval not found or permission denied