AutoCount Sales & Purchase Approval Control Plugin

AutoCount Sales & Purchase Approval Control Plugin — Document Approval Workflow for AutoCount

AutoCount Sales & Purchase Approval Control Plugin is an AutoCount Accounting add-on that adds a structured approval workflow to sales and purchase document entries. Set approval amount limits for specific users, require supervisor sign-off before documents can proceed, and control who can preview or print unapproved documents. The plugin covers Quotations, Sales Orders, Request for Quotations, and Purchase Orders — the key commercial documents that commit your business to pricing, delivery, and purchasing obligations. Designed for Malaysian SMEs that need internal controls over who can issue quotations and place orders, and up to what value.

Why AutoCount Sales & Purchase Approval Control Plugin?

In standard AutoCount Accounting, any user with document entry access can create and save a Quotation, Sales Order, or Purchase Order at any amount — there is no built-in approval step. A junior salesperson can issue a RM500,000 quotation without a manager reviewing the pricing. A purchasing staff member can place a RM100,000 purchase order without procurement approval. These documents carry commercial commitments — wrong pricing on a quotation becomes a contractual obligation, and an unauthorised purchase order creates a liability. The Sales & Purchase Approval Control Plugin prevents this by requiring documents above a user's approved limit to be reviewed and approved before they can be finalised, printed, or sent.

Supported Document Types

The plugin adds approval control to the following document entries:
✅ Quotation (Sales)
✅ Sales Order
✅ Request for Quotation (Purchase)
✅ Purchase Order

AutoCount Sales & Purchase Approval Control Plugin Key Features

User-Level Approval Amount Limits

Set maximum approval amounts for each user. Salesperson A can approve quotations up to RM10,000. Sales Manager B can approve up to RM100,000. General Manager C can approve any amount. When a user creates a document exceeding their approval limit, the document requires approval from a user with a higher limit before it can proceed. This creates a tiered approval hierarchy based on document value — small transactions flow quickly while large commitments require senior sign-off.

Approve & Unapprove Buttons in Document Entry

The plugin adds Approve and Unapprove buttons directly inside the document entry screen. Approvers open the pending document, review the line items, pricing, quantities, and terms, then click Approve to authorise it. If a previously approved document needs revision, the Unapprove button reverts it to pending status for re-editing. The approval action happens within the same screen where the document is created — no separate approval module to navigate to.

Approval Status Tracking

Every document displays its current approval status directly in the entry form — pending approval, approved, or unapproved. Track the approved amount, the user who last approved the document, and the approval date and time. This information is visible on the document itself — anyone opening the document can immediately see whether it has been authorised and by whom.

Control Preview & Print of Unapproved Documents

Configure whether unapproved documents can be previewed or printed. In many businesses, an unapproved quotation should not be printable — because a printed quotation can be sent to a customer, creating a commercial commitment before approval. The plugin lets administrators block document preview and printing until the document is approved. This prevents staff from circumventing the approval process by printing and sending unapproved documents.

Access Right Control

The plugin integrates with AutoCount's User Maintenance and Access Right system. Administrators define which users can approve documents, which users can only create documents pending approval, and which users can unapprove previously approved documents. Proper segregation — the person who creates the document is not necessarily the person who approves it.

Document-Level Approval Settings

Enable or disable approval control per document type. You may require approval for Purchase Orders but not for Quotations — or require approval for all four document types. Configure each document type independently based on your business's control requirements.

Who Should Buy AutoCount Sales & Purchase Approval Control Plugin?

Businesses with Sales Teams

Companies with multiple salespeople issuing quotations and sales orders to customers. The plugin ensures no salesperson can commit the company to pricing or delivery terms beyond their authorised limit without manager approval. Prevents unauthorised discounts, below-margin pricing, and overcommitment on sales orders.

Businesses with Procurement Teams

Companies where purchasing staff raise purchase orders for suppliers. The plugin ensures purchase orders above a set threshold require procurement manager or director approval before they are issued. Prevents unauthorised spending, unnecessary purchases, and procurement outside approved budgets.

Companies with Multi-Level Management

Organisations with tiered management structures — executives, managers, directors — where different levels have different spending and commitment authority. The user-level approval limits mirror your company's authority matrix. Junior staff handle small transactions independently. Large commitments escalate to the appropriate management level.

Businesses Required to Demonstrate Internal Controls

Companies undergoing external audit, applying for ISO certification, or subject to corporate governance requirements that mandate documented approval procedures for commercial commitments. The plugin provides a system-enforced approval trail — who created, who approved, when, and at what amount — that auditors can verify.

Owner-Managed SMEs Delegating Sales & Purchasing

Business owners who have hired sales and purchasing staff but want to retain approval authority over large transactions. Staff create quotations and purchase orders during the day — the owner reviews and approves high-value documents before they are sent to customers or suppliers.

Sales & Purchase Approval Control Plugin vs Payment Approval Plugin

These are two different plugins for two different stages of the business cycle. Sales & Purchase Approval Control handles commercial documents — Quotations, Sales Orders, Request for Quotations, and Purchase Orders — before any payment occurs. Payment Approval handles payment vouchers and official receipts — the actual movement of money. One controls commitments, the other controls disbursements. If you need approval before your business commits to pricing or purchasing, use Sales & Purchase Approval Control. If you need approval before money leaves the account, use Payment Approval. Many businesses need both for end-to-end financial control.

What's Included

✅ Approval Control for Quotation, Sales Order, Request for Quotation, Purchase Order
✅ User-Level Approval Amount Limits
✅ Approve & Unapprove Buttons in Document Entry
✅ Approval Status Tracking (Status, Amount, User, Date)
✅ Control Preview & Print of Unapproved Documents
✅ Access Right Control (Segregation of Duties)
✅ Document-Level Approval Settings (Enable/Disable Per Document Type)
✅ Compatible with AutoCount Accounting 2.2