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Approval flow and ERP export

Approval and export are the point where recognized data becomes a financial transaction. This layer must be strict, auditable, and recoverable.

Approval types​

Document-level approval​

Used when the whole invoice must be approved by one or more people.

Examples:

  • total amount above 1,000 EUR;
  • new supplier;
  • low OCR confidence;
  • finance director approval for high risk;
  • duplicate suspicion.

Line-level approval​

Used when invoice lines belong to different departments, projects, cost centers, or responsible users.

Example:

  • IT service line approved by IT manager;
  • transport line approved by logistics;
  • material line approved by warehouse manager.

Approval rules​

Rules can use:

  • amount threshold;
  • supplier;
  • buyer company;
  • cost center;
  • project;
  • document type;
  • currency;
  • VAT mismatch;
  • confidence score;
  • duplicate reason;
  • source channel;
  • user delegation.

Delegations​

Delegations allow another user to approve during absence. A delegation should have:

  • from user;
  • to user;
  • start date;
  • end date;
  • scope;
  • reason;
  • audit event.

ERP export lifecycle​

stateDiagram-v2
  [*] --> ReadyForExport
  ReadyForExport --> DryRun
  DryRun --> ExportQueued
  DryRun --> ExportBlocked
  ExportQueued --> Exported
  ExportQueued --> ExportFailed
  ExportFailed --> Retry
  Retry --> ExportQueued

Dry-run​

Dry-run validates export without posting to ERP. It should check:

  • required fields;
  • supplier mapping;
  • account mapping;
  • VAT logic;
  • currency;
  • dimensions;
  • line totals;
  • duplicate ERP reference;
  • API connectivity.

Mapping UI​

ERP mapping should be configurable in UI:

  • document field to ERP field;
  • line field to ERP line field;
  • fixed values;
  • lookup values;
  • conditional mappings;
  • supplier code mapping;
  • cost center and project mapping;
  • fallback behavior.

Rivile priority​

For Lithuanian accounting workflows, Rivile should be the first certified ERP path:

  • supplier lookup;
  • invoice header mapping;
  • line mapping;
  • VAT mapping;
  • dry-run;
  • error explanation;
  • retry;
  • payload audit;
  • customer-specific configuration.

Export error screen​

A useful export error screen should show:

  • failed document;
  • failed profile;
  • ERP endpoint;
  • mapped payload preview;
  • exact error;
  • suggested fix;
  • retry button;
  • mark as resolved;
  • audit history.

Batch export​

Batch export is useful only after validation. The UI should show:

  • selected count;
  • ready count;
  • blocked count;
  • dry-run summary;
  • export progress;
  • partial failures;
  • retry failed only.