As an administrator, you have the power to define precisely how advance requests are approved within your organization, ensuring financial control and compliance. ITILITE provides a dedicated, flexible approval flow for advances, separate from expense reports, giving you granular control over the process.
Table of Contents
Prerequisites
To proceed, you need:
- Access to ITILITE as an Admin with permissions to manage Organization Settings and Advance configurations.
Step-by-Step Guide
Follow these steps to configure your organization's Advance Approval Flow:
- Begin by logging into your ITILITE Admin account and navigating to your dashboard. This is your central hub for managing all organizational settings.
- From the sidebar navigation menu, click on Organization Settings Option, then select the Advance Settings Tab, and finally click on Advance Approval Flow Tab/Section. This path leads you directly to the dedicated page for managing advance approval rules.
- On the Advance Approval Flow page, click the Create New Rule button to begin setting up a new approval workflow. You'll then be prompted to enter a descriptive name for your new approval rule in the Description field, helping you easily identify its purpose later.
- After providing a description, click Next Step to proceed. Here, you'll define the trigger conditions for when this specific approval rule should be applied. You can scope the rule to apply to all employees, or to specific departments, entities, or Business Units based on your employee mapping. You can also specify if the rule is a Default rule or if it applies only within a certain minimum and maximum advance amount.
- To activate the approval process for this rule, enable the Approval Required checkbox. This action will reveal options to define the specific approval sequence, allowing you to set up multiple tiers of approvers.
- With the Approval Required checkbox enabled, you can now configure the detailed approval flow. Specify the approver sequence (e.g., Approver 1, Approver 2) or, if enabled for your organization, directly enter a specific approver's email ID. Once your sequence is defined, save your rule to make it active.
Pro-Tips & Guardrails
PRO-TIP: Advance approval rules are distinct from expense report approval rules. Ensure you configure both flows independently to match your organization's specific policies for each type of financial request. Changes made to Advance Approval Flow rules will only affect future advance submissions, so existing submitted advances will continue to follow the approval path evaluated at the time of their submission.
PRO-TIP: The effectiveness of your approval rules relies on accurate employee mapping. Verify that your users are correctly mapped in Settings → General → Users to ensure that advance requests are routed to the intended approvers. If no Advance Approval Flow rule is configured, the platform may treat advances as not requiring approval and send them directly to the payment queue.
Verification & FAQs
After configuring your advance approval rules, you can verify their functionality by submitting a test advance request as an employee. The system should automatically route the request to the designated approvers according to the rules you've set, and you should see the advance's status reflect the pending approval.
A: If you have configured active approval rules for advances, but requests are skipping approval, this indicates an unexpected behavior. Please contact ITILITE Support immediately with details of your configuration and the advance request. If no rules are configured, advances may bypass approval by design.
Q: Are advance approval rules the same as expense approval rules?
A: No, advance approval rules are configured separately under Organization → Settings → Advance → Approval Flow. While they share a similar underlying rule engine, they are distinct and apply only to employee advance requests, not expense reports.
Q: What happens if I don't configure any Advance Approval Flow rules?
A: If no active Advance Approval Flow rules are configured, ITILITE may treat advance requests as not requiring approval and send them directly to the payment queue. It is crucial for administrators to consciously set up rules to ensure proper financial governance.
Q: How can I specify a particular approver by their email ID in an approval rule?
A: If the 'specific email id for approval rule' enhancement is enabled for your organization, you will see an option to directly enter an
approver_email_id when configuring the approval sequence. This allows you to route advances to a specific individual regardless of their position in a predefined approver hierarchy.Q: When do changes to Advance Approval Flow rules take effect?
A: Any modifications or new rules you implement in the Advance Approval Flow section will only apply to advance requests submitted after the changes have been saved. Existing advance requests that are already in an approval workflow will continue to follow the rules that were active at the time of their submission.
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