Approval Quick Setup

This page covers the essential steps to get the Centara approval workflow running. For comprehensive documentation on all approval features, modes, and configuration options, see the Approval Workflows chapter.

Step 1: Enable the approval workflow

1. Open Purchases & Payables Setup in Business Central.
2. Locate the approval section.
3. Set Enable Centara Approval Workflow to Yes.

This is the master toggle. All other approval settings require this to be enabled.

Step 2: Choose your approval mode

Decide between the two mutually exclusive modes:

Mode	When to use	How to enable
Standard (User-based)	Fixed approver per vendor or department. Best for smaller organizations.	Leave Enable Approval User Group for Approvals set to No (default).
User Group	Any group member can approve. Best for teams and absence coverage.	Set Enable Approval User Group for Approvals to Yes.

See Approval Workflows — Two approval modes for details.

Step 3: Set default approvers

Configure the fallback approver that is used when no vendor-specific rule matches.

• Standard mode: Set the Default Approver field.
• Group mode: Set the Default Approval User Group field.

Step 4: Configure the Four-Eyes threshold (optional)

If your organization requires a second approver for documents above a certain amount:

1. Set Four Eyes Approval Threshold to the amount (LCY).
2. Set the Default Four Eyes Approver (Standard mode) or Default Four Eyes Approval User Group (Group mode).

Documents at or above the threshold require both first and second approval. See Four-Eyes Approval for full details.

Step 5: Enable line-level approval (optional)

To route individual purchase lines to different approvers:

1. Set Purchase Lines Approvals to Yes.
2. Configure approvers per vendor, item, and cost centre in Vendor Posting Setup.

See Line-Level Approval for full details.

Step 6: Configure rejection codes

1. Search for Approval Rejection Codes in Business Central.
2. Add the rejection reason codes your organization needs (for example, WRONG-AMT, NOT-ORDERED, DUPLICATE).

Rejection codes are mandatory when approvers reject a document or line.

Step 7: Set up approval users

Ensure each user who participates in approvals is configured in User Setup:

• Set the Substitute field for absence delegation.
• Enable Allow Substitute to Approve if substitutes should be able to act on behalf.
• Flag Approval Administrators by setting the Approval Administrator toggle.

See Approver Assignment for delegation, substitution, and administrator details.

Step 8: Assign the Approver Role Center

Assign the RSMSTA Approver Role Center (or the RSMSTA Simple Approver Role Center) to users who approve documents. See Approver Role Center.

Further reading

For comprehensive documentation on all approval features:

Topic	Page
Module overview and modes	Approval Workflows
Header-level approval and threshold	Four-Eyes Approval
Per-line approval routing	Line-Level Approval
Approver resolution and delegation	Approver Assignment
Role Center for approvers	Approver Role Center
Complete settings reference	Approval Setup Reference
LS Central connector	LS Central Integration