> ## Documentation Index
> Fetch the complete documentation index at: https://help.kwentra.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Store Usage — Up to Four Approvals

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

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

<video autoPlay muted playsInline controls className="w-full rounded-md" src="https://mintcdn.com/kwentra/N1LakZT_M8GrA-Fa/images/back-office/inventory/store-usage-multi-level-approval-workflow/approval-levels-walkthrough.mp4?fit=max&auto=format&n=N1LakZT_M8GrA-Fa&q=85&s=464cc2d651122ca7d797a2776b8e0f62" data-path="images/back-office/inventory/store-usage-multi-level-approval-workflow/approval-levels-walkthrough.mp4" />

### **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.

### **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.

### **How It Works**

| **Where:** Back Office → Inventory → Store Usage, and Back Office → Settings → Inventory → Approval Levels |
| - |

Before, a store usage needed one approval. You can now ask for up to three approvals, in order. [Store transfers](/back-office/inventory/store-transfers-multi-level-approval-workflow) already work this way.

#### **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.

| **Note:** The default is **1** approval. If you change nothing, store usage works as before. |
| - |

#### **Approver Permissions**

Each level has its own permission and group:

| Level | Permission | Group |
| - | - | - |
| 1 | Can approve stock usage | Store Usage Approval Level 1 |
| 2 | Can approve stock usage - level 2 | Store Usage Approval Level 2 |
| 3 | Can approve stock usage - level 3 | Store Usage Approval Level 3 |

* 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](/back-office/inventory/transfer-items-between-stores#submit-or-unsubmit-store-requests) that has draft usages.

#### **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.

| **Note:** A usage with only some of its approvals stays **Pending**. A linked store settlement waits for it. With 2 or 3 levels, this can take longer. |
| - |

#### **The Approvals Table**

The usage screen shows an **Approvals** table. It has one row for each required level:

| Level | Status | Approved By | Date |
| - | - | - | - |
| 1 | Approved | u1 | 2026-09-08 11:04 |
| 2 | Approved | u2 | 2026-09-08 12:20 |
| 3 | Pending | | |

You see the table while the usage is **Pending**. After that, you see it only if at least one approval was recorded.

#### **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.

#### **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.

#### **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.

#### **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.

## ***Update: October 6, 2026***

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

#### **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.

#### **The Level 4 Permission**

| Level | Permission | Group |
| - | - | - |
| 4 | Can approve stock usage - level 4 | Store Usage Approval Level 4 |

* 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.

#### **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.

| **Note:** Purchase orders and purchase requests keep their own approval levels. This change does not apply to them. |
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