Approve or reject a request

When someone asks for more than their role allows, such as a cashier giving a bigger discount, the request waits in Approvals for someone whose limit covers it. Decide it there, on a computer or on your phone.

Steps

1. Open Approvals

   Approvals is at the top of Kila’s menu: “Requests waiting for a decision, and everything else waiting for your review.” Waiting for a decision lists the requests, the newest first, and counts those you can decide.

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2. Read the request

   Each request shows what kind it is, such as Discount above the limit, who asked and when, what it is for, and the amount. Open takes you to the record it is about, such as the expense.

3. Tap Approve or Reject

   The buttons show only on the requests you can decide.

4. Add a note, then confirm

   The note is “Kept with the decision in the audit log.” It is optional when you approve and needed when you reject. Tap Approve or Reject in the box. Kila says Approved or Rejected and tells the person who asked.

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The person who asked does not need to ask again: a cashier’s till updates by itself, such as Discount approved by Daniel Kamau, or “It was not approved. Change it, or ask again.” All decisions lists every decision with who made it, when, and the note.

On your phone

Kila works the same on a phone: sign in, open Approvals from the menu, and each request has its own Approve and Reject buttons.

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Kila also emails each request to the people who can decide it, “Only to those who could decide it now: the right role, within their limit, at that branch, never the person who asked.” The email’s button opens the request on your phone: you sign in to Kila first, then approve or reject it there. “Each link works once, only for the approver it was sent to, and stops as soon as anyone decides.”

Good to know

A discount’s link works for 30 minutes, because a customer is waiting at the till. Most other requests’ links work for 120 minutes. The owner sets these under Settings › Approvals, in Remote approvals.

What if

A request has no buttons

The line under it says why:

Kila shows:

Above your approval limit.

Someone with a higher limit, such as the owner, decides it. Your own requests say “You raised this request. Someone else must decide it.”

Reject stays grey

Write a note first: the person who asked sees why.

The link from the email does not work

Kila shows:

This link cannot be used

This link is not valid. Open Approvals in Kila to see the request.

A link stops working once it is used, once anyone decides the request, or when its time is up. Tap Open Approvals and decide it there.

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Related

• What needs approval, and why: the kinds of request and each role’s limits.
• Set approval limits for a role: how much each role can approve.
• Cashier: asking for a discount from the till.
• Approve leave: leave requests.
• Approve and pay an expense: expenses.
• Pay a salary advance: salary advances.
• Make a purchase order: purchase orders above a limit.
• Ask for stock with a requisition: requisitions.
• Above your approval limit.: who decides a request above your limit.
• You raised this request. Someone else must decide it.: your own requests.
• This request is about you. Someone else must decide it.: requests about your own work, such as a count of your shift.

Next: see what else waits for you in Waiting for review: What needs approval, and why.