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Ask for up to four approvals on a store usage before stock leaves the store.

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Business Value

  • Sets the number of store usage approvals for each property.
  • Stops stock leaving the store until the last approval is given.
  • Gives each approval level its own permission.
  • Shows who approved each level, and when.
  • Keeps hotels with one approval working as before.

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Use Cases

  • A cost controller sets store usages to two approvals for tighter cost control.
  • A chef gives the first approval, and the F&B manager gives the last one.
  • An auditor prints a usage and sees who approved each level.

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How It Works

Before, a store usage needed one approval. You can now ask for up to three approvals, in order. Store transfers already work this way.

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Set the Number of Approvals

  1. Go to Back Office → Settings → Inventory → Approval Levels.
  2. On the Store Usage row, choose 1, 2, or 3.
The setting applies to the whole property.

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Approver Permissions

Each level has its own permission and group:
  • Level 1 is the permission your approvers already have. They need no new setup.
  • All three levels can change the approved quantity. This includes setting it to zero or above the requested quantity.
  • All three levels get the confirmation message when submitting a period that has draft usages.

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The Approval Steps

The number of approvals is fixed when you submit the usage. Changing the setting later does not affect usages already submitted. For a usage that needs three approvals:
  1. Create the usage and click Submit for Approval. The status becomes Pending.
  2. The Level 1 approver clicks Approve. The usage stays Pending.
  3. The Level 2 approver clicks Approve. The usage stays Pending.
  4. The Level 3 approver clicks Approve. The usage becomes Approved, and the stock is deducted.
Keep these rules in mind:
  • Approvals go in order: Level 1, then Level 2, then Level 3.
  • Approve is greyed out when it is not your turn. The tooltip shows Awaiting level 1 approval.
  • Anyone with any approval level can click Reject at any step.
  • Reject sets the usage to Rejected and clears the approved quantities. No stock moves.
  • Usages linked to a receiving order or a POS invoice keep their current reject limits.
  • You cannot return the usage to Draft after the first approval.

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The Approvals Table

The usage screen shows an Approvals table. It has one row for each required level: You see the table while the usage is Pending. After that, you see it only if at least one approval was recorded.

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Approve Several Usages From the List

  • Each selected usage moves up one level.
  • Only usages that reach their last level become Approved. Stock is checked and deducted for these only.
  • If you cannot approve the next level of a usage, it is skipped. A message shows the usage number and the level.

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Print

  • A usage with at least one approval prints an Approvals block.
  • The block shows each level, the approver’s username, and the date.
  • It appears above the signatures row. The username counts as the signature.
  • A usage with no approvals prints as before.

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Usages That Skip Approval

Two kinds of usage do not use this flow:
  • Usages created by a POS invoice.
  • Usages created by direct receiving.
The approval setting never applies to them. They show no Approvals table on screen or in print.

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Existing Usages

  • An approved usage with a reviewer now shows a Level 1 approval with that reviewer’s name.
  • A usage that was already Pending when this update went live needs only one approval.

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Update: October 6, 2026

You can now ask for a fourth approval on a store usage.

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Choose Four Approvals

  1. Go to Back Office → Settings → Inventory → Approval Levels.
  2. On the Store Usage row, choose 4.
The default is still 1. Nothing changes for a property that does not pick 4.

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The Level 4 Permission

  • No existing group holds level 4. Give the group to your own approvers.
  • A level 4 approver has the same rights as levels 1 to 3.
  • They can change the approved quantity, set it to zero, or go above the requested quantity.

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How the Fourth Approval Works

  • Level 4 signs after level 3.
  • With 4 approvals set, the usage stays Pending until level 4 approves.
  • The level 4 approval sets the usage to Approved and deducts the stock.
  • Approve is greyed out while level 3 is still waiting. The tooltip shows Awaiting level 3 approval.
  • The Approvals table and the print get a fourth row for level 4.