Approval Process 
The approval process is used in companies in which the standard work procedure requires an approval from a manager or senior member before employees can generate certain documents, for example, purchase orders. The manager defines the stages of the approval process and the templates used, this includes which:
Employees' documents require approval.
Employees can authorize documents.
Documents are part of the approval process.
A document’s approval process begins when an employee (who is the originator of the document) adds the document as a draft in SAP Business One. A request for approval is sent via an internal message to the manager or senior member (authorizer) required to approve the document (according to the definitions in SAP Business One). These internal messages support the approval process, by informing originators and authorizers about document status and any changes.
A document's approval process ends when the originator receives final approval and adds the document as a regular document.
Process
A manager identifies the approval processes required by the company.
When a document is created that is subject to the approval process:
The originator receives a message indicating that an approval is required before the document can be saved as a regular document.
The document is saved as a draft.
NoteWhen the draft document is displayed, its status appears in the window header.
End of the note.The authorizer receives a message indicating that a draft document requires approval.
The authorizer can approve or reject the document from within the Messages/Alerts Overview window by viewing each message.
NoteIf an approval template has two stages with different authorizers and both authorizers have already approved a document, either one of the authorizers can reject the document again before the draft is saved as a regular document. The two authorizers have the same authorization level. The order in which the stages are listed in the approval template does not mean that one authorizer's decision has priority over the other's.
End of the note.
If the document is:
Approved, the originator of the document receives an appropriate message. The originator can then convert the approved draft to a regular document. This function is also available within the message, where the originator or authorizer can open the underlying document and then save it as a regular document.
Rejected, the originator of the document receives an appropriate message. In this case the draft document cannot be converted to a regular document. The draft document can be deleted or cancelled, but first the approval procedure must be cancelled.
NoteThe originator can amend a rejected document. If the amended document is still subject to an approval procedure, the application initiates the new approval procedure, and the authorizers who are required to approve the document receive a message. Otherwise, the user can convert the draft to a regular document.
End of the note.If an authorizer cancels the approval procedure during an approval stage, the originator of the document receives an appropriate message. In this case, the draft document cannot be converted to a regular document.
If an approval step was cancelled and the approval procedure is restarted at a later time, that is, the approval step is created again, the originator of the document receives an appropriate message. Remarks can be added to each message to provide additional information about the approval procedure.
Two available reports enable authorized users to monitor and process all the draft documents that are currently subject to an approval process in the system. One of these reports is intended primarily for the document originator, namely, the Approval Status Report, and the other for the authorizer, namely, the Approval Decision Report.