Notification and Approval Center — A Guide from Scratch

Work waiting for approval sits in ten different corners of the program: the credit limit in one place, the invoice matching difference in another, the leave request in HR. The Notification and Approval Center gathers them in a single approval inbox, finds unusual transactions (anomalies) by itself and puts them in front of you, and sends the owner a short morning summary every day. The center does not invent any new decision rule: every decision you make is exactly the same as the decision made on the related module's own screen and passes the same checks.

1. Where the window is and what it does

In the dock the window is inside the Management / HR tile, right next to the Owner Dashboard, under the name Notifications and Approvals. It has five tabs: Approval inbox (section 2), Anomalies (section 3), Morning summary (section 4), Deliveries (section 8) and Settings (section 5). The Anomalies and Morning summary tabs are visible only to users who have the permission (section 7). The top right corner shows whether the automatic notification task is on or off (section 6).

On the phone. On a screen smaller than 7 inches the window opens in the Garden interface: approval cards are decided with a single tap, and every decision goes through a three-step wizard (Summary → Decision → Result). The home screen of the Pulse interface shows the Morning summary card and the line "N decisions are waiting in the approval inbox"; both open this window. Above the Management › Approvals screen, pending approvals are also counted in cards by type; clicking a card opens the approval inbox filtered to that type.

2. Approval inbox

The approval inbox shows requests waiting for a decision in different parts of the program in a single list. The sources it gathers:

Credit limit approval — a sales document over the limit; once approved, the pending document is saved.
Below-price sale — the request the price engine opens for a sale below the floor price.
Invoice matching difference — when a purchase invoice does not agree with the order and goods receipt (purchasing 3-way match).
Contract approval and contract overrun — approval of a framework contract, or a call-off that exceeds the contract quantity.
Salesperson commission, discount approval, sales and purchase amount approvals — requests created by the approval rules.
Purchase request, leave request (HR), corporate approval signature and engineering change (ECN).

The decision card

Every request is a card: a title (the type of request), the document link, who asked, how long it has been waiting and the 2-3 critical figures needed to decide (for example "Exposure including this document" on a credit limit approval). Clicking the document link opens the document or the related screen. Under the card are the Approve, Reject and Put on hold buttons.

The decision is the module's own decision

A decision made in the approval inbox goes to the related module's own endpoint with your session. That is why the result is the same as a decision made on that module's screen: on a credit limit approval the pending document is saved and its number is reported ("Approved, document saved"); an invoice matching decision is written to the matching record; on a leave request HR's four-eyes and leave balance rules apply unchanged; on a corporate approval the signature is added (a corporate approval has no reject, only Sign). If the module's own check refuses the decision, its error message is shown as it is.

When a justification is required

Invoice matching difference: a justification of at least 5 characters for both approve and reject (the same rule as the purchasing screen).
Corporate approval: the signature statement must be at least 3 characters.
Engineering change (ECN): at least 3 characters when rejecting.
For the other types the note is optional; if written, it is kept in the decision trail.

Put on hold and bulk decision

Put on hold postpones the decision for 24 hours: the request drops out of your list for 24 hours and then comes back. Putting on hold writes nothing to the related module; it is recorded only in the approval center's own trail. For a bulk decision, tick the boxes on the left of the cards: 1–50 records can be selected at a time, and bulk approval works only for requests of the same type. For a type that requires a justification, the bulk justification box must be filled in. The result states how many records were processed and how many failed.

Cards you cannot decide on

Normally the list shows only the requests you are authorized to decide on. When the Also show the ones I cannot decide on and those on hold box is ticked, the other requests appear too; they read "You are not authorized to decide" and their buttons are disabled. This way you can see with whom a job is waiting and, if needed, send that person a message.

Swiping on the phone. In the Garden interface, swiping a card right approves it and swiping left rejects it. A decision that requires a justification cannot be made by swiping; the card opens the Summary → Decision → Result wizard, and the justification is written there.

3. Anomalies — unusual transactions

The program looks for nine kinds of unusual transactions by itself. Each kind has a rule and one or two thresholds; the thresholds are changed in the Anomaly thresholds table on the Settings tab (section 5). The values in brackets are the defaults of a new company.

Type	Rule
Unusual discount	The line discount exceeds the larger of the account's and the item's past average by the threshold points (15 points) and is at least the second threshold (20%).
Below-price sale	The below-price sale approval records opened by the price engine; the threshold is the minimum amount.
Return spike	The weekly return rate exceeds the average of the previous 12 weeks by k standard deviations (avg + k·σ, k = 2); also accounts with heavy returns (return/sales ratio above 20%).
Document deletion	The number (3) or amount (50,000) of documents deleted in a day exceeds the threshold; also a document deleted and rewritten with a lower amount.
Expense spike	This month's amount on an expense card exceeds the average of the previous 6 months × the multiple threshold (1.5 times; minimum monthly amount 1,000).
Single-supplier dependency	A single supplier's share of the period's purchases exceeds the threshold (60%; at least 5 purchase invoices in the period).
Document entered at night or at the weekend	An invoice recorded during night hours (22:00–06:00) or at the weekend.
Same IBAN on different accounts	The same IBAN is registered on at least two different account cards.
Consecutive cancellations	The same user deleted documents one after another within a short time (at least 3 documents in a 60-minute window).

Severity and status

Every detection has a severity: Low, Medium or High. A detection that clearly exceeds the threshold (for most types, double) counts as high. A detection arrives as New and becomes Seen once opened. The reviewer closes it in one of two ways: Explain (the transaction is real but there is a reason) or False alarm (the rule was wrong here). Both require a note of at least 3 characters, and the note stays on the record. By default the list shows Open (new + seen) records.

False alarm learning

The program learns from false alarms: every False alarm mark on a type relaxes that type's threshold by 10%; the relaxation goes up to at most double the threshold (10 marks). That way a rule that is often wrong quiets down by itself. If you change the threshold manually in Settings, the learning counter is reset; the counter can also be reset with the reset link in the table.

Real-time detection and manual scan

Three light rules — unusual discount, below-price sale and document deletion — run in real time while a document is being written (they carry the "real-time" badge in the table); a detection lands in the list as soon as the document is saved. All rules also scan the previous day every morning (section 6). An administrator can scan any date range (at most 92 days) with Scan manually…; if Dry run is ticked, the program writes nothing and only counts how many detections it would find. Scanning the same transaction twice does not create a duplicate record.

Relation to the anomaly reports. The "document deleted and rewritten" and "account with heavy returns" detections are read from the same source as the Anomalies reports in the Reports window; both places show the same document. The report is for looking back; this tab is for passing a detection to a person and closing it.

4. Morning summary

The morning summary is a short message the owner receives every morning. The figures are not recalculated: they come from the same source as the Owner Dashboard boxes and the related reports. The lines:

Yesterday's sales (excl. VAT) and cash and bank — from the Owner Dashboard boxes.
Yesterday's collections — cash collections and incoming transfer receipts.
Receivables and payables due today (with the number of invoices).
Overdue sales orders — from the order backlog aging report.
Critical stock — items below the minimum level in the min-max report.
Late work orders — open orders that are past their due date.
Pending approvals — the count in the approval inbox; Yesterday's anomalies — detections found yesterday.

If a line's source cannot be read, the line says "no data"; the program never prints missing data as 0. In the window, clicking a summary line opens the screen or report the figure comes from. The tab has three buttons: Preview (show today's summary without sending it), Send to me now (receive the summary as a message right away) and, for administrators only, Send to all subscribers. A second summary is never sent to the same person on the same day; the delivery history says "Already sent". The Morning summary card on the Pulse home screen shows the same summary; See the full summary opens this tab.

5. Settings and subscriptions

The Settings tab asks "Which notifications do you want to receive, and through which channel?" with a table: the rows are the notification types (Morning summary, Anomaly alerts, New approval request, Reminder for approvals waiting 24 hours), the columns are the channels:

In-app — the message lands in HNR's Messages box; it is always available.
WhatsApp — works only if the messaging service is connected; the phone number must be entered with the country code. If the service is not connected, the delivery is skipped and the delivery history states the reason ("WhatsApp not connected").
Email — not available yet; the column is visible but cannot be selected.

Approval notifications (new request and the 24-hour reminder) are on by default for the approver; anyone who does not want them can turn them off. The morning summary and anomaly alerts are optional: users subscribe themselves (if they have the permission, section 7). For the morning summary a time (if left empty, the server default, 08:00) and the days (Mon–Sun) are also chosen. For anomaly alerts, each rule's Notification severity decides from which severity upward a message is sent; lighter detections stay only in the list.

The Anomaly thresholds table is also on this tab: for each type, on/off, threshold, second threshold, period (days), notification severity and the false alarm counter. Only an administrator or a user with the anomaly threshold permission can change the table.

6. The automatic task

The task that sends notifications by itself is OFF by default. It is turned on when an administrator writes BILDIRIM_GOREV=1 in the server settings and restarts the server. While it is off, only manual sending (Send to me now) and the real-time anomaly detection that runs while documents are written work. When it is on, the task does the following:

Approval notifications every 10 minutes: when a new request arrives, a message goes to the approver; for a request older than 24 hours a reminder goes once a day. The person who opened a request does not get a notification about their own request.
Anomaly scan: every morning after ANOMALI_SAAT (default 7) it scans the previous day, writes new detections and notifies subscribers.
Morning summary: sent at the subscriber's own time, or at PATRON_OZETI_SAAT (default 8) if no time was chosen.

Every delivery has a unique key; even if the task runs twice, the same notification is not sent a second time. The morning summary needs a session to read the Owner Dashboard figures: if BILDIRIM_OZET_KULLANICI is not defined in the server settings, the task cannot prepare the summary itself; in that case the summary is prepared and sent with the subscriber's own session when they open the app.

7. Permissions

Approval inbox — everyone sees their own inbox; it has no separate permission. Each source applies its own authority: a person who cannot decide on a request sees no decision buttons on that card.
Morning summary — the Owner Dashboard permission: administrator, or both the General reports and Graphical reports permissions.
Anomaly list — administrator, or the Anomaly list, explanation and false alarm permission (Settings › Users › Notifications and anomalies). Manual scanning is for administrators only.
Anomaly thresholds — administrator, or the Anomaly threshold rules permission.

8. Delivery history

The Deliveries tab lists every notification sent to you: time, type, channel, recipient, status (Sent, Skipped, Error or Already sent) and, if skipped, the reason. When you open the message, the read time is recorded; when you click the link in the message, the clicked time is recorded. That way you can tell whether a warning was really seen. An administrator can see everyone's deliveries with the All users box.

Related guides: Owner Dashboard · Mobile — Pulse · Reports.