Approval policies

Bitta Commission routes plan versions, statements, settlements and accounting postings through approval policies, so that a second person confirms every material decision. This page shows you how to create a single-approver policy or a policy with several stages, how to change or retire an active policy, how approvers decide requests, and how notifications and deadline escalation are set up.

Before you start

• Creating and changing policies requires the Bitta Commission Setup Administrator permission set. Approvers need the Bitta Commission Approver permission set. See Permission sets.
• The approver must be an enabled Business Central user. The requester can never approve their own document.
• A policy with one stage is part of the core. More than one stage and automatic delegation belong to the Advanced approvals module; without it they are refused with BAA-FEATURE-OFF.

Which documents need a policy

A policy covers one Document type: Plan, Statement, Settlement or Accounting posting. Submitting a plan version or a statement needs exactly one effective policy for that document type on the work date. Otherwise submission stops with BAA-WFL-POLICY ("Exactly one effective approval policy and complete stages are required"). Effective policies for the same document type cannot overlap. See Commission plans and Earnings statements.

Create a single-approver policy

1. Search for Commission Approval Policies and open it.

2. Choose Actions, then Create single-approver policy. On Create Commission Approval Policy, enter the Policy code, Description, Document type, Effective from, Effective through (blank for no end date) and the Approver user. Delegation policy and Delegate after set automatic delegation.

3. Choose OK. The policy is created and activated with one named approver and no self approval.

Choose Approval stages to review the stages of a policy: the approver type, approver, Minimum Approvals, Prohibit Self Approval, dates, Delegation After and Escalation After.

Build a policy with several stages

1. Choose Actions, then New policy draft. On New Commission Approval Policy Draft, enter the Policy code (an existing code gets its next version), Description, Document type, dates, the Response SLA (for example 3D, counted in working days of the company base calendar) and Escalate to user (blank escalates to the approver's User Setup approver).

2. Choose OK. The Commission Approval Policy card opens with the draft; its status is DRAFT.
3. Choose Add stage, fill in Add Commission Approval Stage and choose OK. Repeat for each stage. Remove stage removes the selected stage; later stages move up one position.

4. Choose Validate, then Activate. An active version and its stages can no longer change.

Stage field	What it does
Stage type	Specific user, Approval queue, Manager of requester, Commission role, Workflow user group, Approval administrators or Hierarchy level.
Minimum approvals	How many different approvers must approve before the request moves on. A stage with one named user needs exactly one.
Threshold amount	The amount from which the stage applies: the statement settled amount, the settlement payable amount or the accounting debit amount. Zero means always. Plan versions carry no amount.
Escalate after	The response deadline of the stage. Blank uses the policy response SLA.
Delegate after	How long an assignment may wait before it is delegated automatically.

Stages are reached in ascending order. A request below a stage threshold skips the stage, and the skip is recorded. Validate refuses a draft without stages (BAA-WFL-POLICY-STAGES), without a stage that always applies, or with dates that overlap another active policy for the document type (BAA-WFL-POLICY-OVERLAP).

Change or retire an active policy

An active version never changes. To change it, choose New version in the list or on the card. The stages are copied into a new draft version with the dates you choose. Adjust the stages, choose Validate and Activate. If the new version overlaps the active version of the same policy, it is activated as its replacement: the earlier version ends on the day before the new version starts. A replacement that does not start after the version it replaces is refused with BAA-WFL-POLICY-REPLACE.

To end a version without a replacement, choose Retire policy. On Retire Commission Approval Policy, enter the Last effective date and a Reason, choose OK and confirm. From the next day the version routes no new requests; requests already submitted under it finish under it. The end date must be on or after the first effective date and no earlier than yesterday, and it cannot be moved later afterwards (BAA-WFL-POLICY-RETIRE). The End of use section of the card shows whether a version was RETIRED or SUPERSEDED.

Delete draft removes a draft and its stages. If the policy changed after you opened it, the change is refused with BAA-WFL-POLICY-STALE; refresh the page and try again.

Decide approvals

Search for My Commission Approvals. It lists your assignments with Document type, Document, Awaiting your decision, Stage No., Required Approvals, Normalized Amount, Deadline At and Queue Code.

1. Select one or more open assignments and choose Approve selected or Reject selected, or choose Review document to open the document.
2. Enter one Decision Reason Code. Each request is decided and committed separately.
3. Bulk Approval Results shows each request as approved, rejected, skipped or failed, with the reason in Outcome Detail.

Filter by team, Filter by period and Clear team and period filter focus the list. Work queue opens the single-decision work queue with delegation.

Segregation of duties is enforced on every decision:

• The requester cannot approve their own request in any stage (BAA-WFL-SELFAPPROVAL).
• A decision that violates segregation of duties is refused (BAA-WFL-SEGREGATION).
• If a stage cannot resolve enough eligible approvers, submission stops (BAA-WFL-ROUTING).
• If the request version or document evidence changes, the request is stale (BAA-WFL-STALE).

Notifications and deadlines

Search for Commission Workflow Setup.

Field	What it does
Bulk Approval Amount Limit	The largest request amount that may be decided in bulk. Zero means no limit.
Notify Default Recipients	The natural recipient receives an in-product notification when no rule exists for an event.
Email Notifications Enabled	Email rules hand messages to the Email Outbox. Requires a registered email account; failures are logged and never block the transaction.
Escalate Overdue Approvals	The deadline job escalates overdue approval assignments to the policy escalation owner. Shown when the Advanced approvals module is on.

Choose Notification rules to open Commission Notification Rules. Each rule routes one Event, such as Approval Requested or Approval Rejected, to a Recipient Type (Context Owner, User or Role) through a Channel (In-Product or Email). Notification log shows the outcome of each notification.

Choose Create deadline job to create the hourly job queue entry "Bitta Commission workflow deadlines (approval and dispute SLA)". It is created on hold; activate it in Job Queue Entries. Evaluate deadlines now runs the escalation immediately. See Job queue monitoring and Commission reports.

What's next

Feed commission from posted sales: Capture posted sales.