P4 Software / activoHQ English

Pending approvals

Pending approvals

Overview

Pending Approvals is the two-person control for the two operations that most affect asset value: disposals and revaluations.

When the company sets an approval threshold, any disposal whose proceeds - or any revaluation whose amount - reaches that value does not execute immediately: it queues for an administrator to approve or reject. Operations below the threshold run as they always have.

The control is optional and additive: if the company sets no threshold (the default behavior), every disposal and revaluation executes immediately and this screen stays empty.

How to get there

Accounting > Pending Approvals

Direct URL: /Accounting/pending-approvals

The screen is reserved for administrators. Other users see the message Only administrators can review pending approvals.

Key concepts

Term Definition
Approval threshold The value at or above which a disposal or a revaluation needs authorization. It is configured per company.
Pending request A disposal or revaluation that reached the threshold and is waiting for a decision. The asset is not changed in the meantime.
Approve Authorizes the request and executes it there and then: only at that point is the asset disposed of or revalued.
Reject Discards the request with a required reason. The asset is left unchanged.

Setting the threshold

  1. Go to Master > Companies and open the company.
  2. In the Approval Workflow section, fill in Disposal/revaluation approval threshold.
  3. Leave the field blank (No threshold - always execute immediately) to switch the control off.
  4. Save.

The threshold is expressed in the company's currency. A disposal whose proceeds, or a revaluation whose amount, reaches or exceeds the threshold is sent for approval.

How to use it

Review the queue

The table lists every pending request for the active company, newest first:

Column Description
Type Disposal or Revaluation.
Asset The affected asset's code and name.
Amount The disposal proceeds or the revaluation amount, in the company's currency.
Requested by The user who originated the operation.
Requested at The date and time of the request, in the company's time zone.
Actions The Approve and Reject buttons.

When there is nothing to review, the screen shows No pending approvals - Disposals and revaluations that meet a company's approval threshold will appear here.

Approve a request

  1. Click Approve on the relevant row.
  2. Confirm the message Approve this request and execute it now?, which names the asset's code and name.
  3. ActivoHQ executes the operation with the request's original data (date, amounts, method, certificate and notes) and confirms with Request approved and executed.

Reject a request

  1. Click Reject. The Reject request dialog opens.
  2. Write the Reason (required): Why is this request being rejected?
  3. Click Reject. The asset is left untouched and the request leaves the queue, confirmed with Request rejected.

What the requester sees

When a disposal or a revaluation exceeds the threshold, the originating screen says the operation was sent for approval instead of confirming that it ran. The asset keeps its status until an administrator approves.

Permissions

Action Who can
See the queue Administrators only
Approve and reject Administrators only
Request a disposal or revaluation Users with access to those screens

Notes

  • The queue is per company: switching the active company shows that company's requests.
  • The amount compared against the threshold is the sale proceeds on disposals and the revaluation amount on revaluations (not the cost, and not the book value).
  • While a request is pending, the asset keeps its status, its depreciation and its availability.
  • Rejection requires a reason; it is recorded with the request for audit purposes.

Troubleshooting

Symptom Likely cause Resolution
The screen says No pending approvals. No threshold is configured, or no operation has reached it. Check the threshold under Master > Companies.
A disposal ran without going through approval. Its amount was below the threshold, or the company has no threshold configured. Adjust the threshold on the company record.
Access denied appears. The screen is administrators-only. Ask an administrator to review it.
The Reject button will not activate. The Reason field is empty. Write the reason for the rejection.

Related

Was this page helpful?

Previous Revaluations and impairment Next Physical audit (RFID)