# Skulitech ERP Online Approvals Upgrade — 31 July 2026

## Implemented workflows

### Procurement requisitions

1. Requested
2. HOD or Procurement approval
3. Principal final approval
4. Printing becomes available after final approval

### Supplier payment vouchers

1. Voucher is raised from a creditor invoice and submitted
2. Finance approval
3. Principal final approval
4. Finance releases payment after final approval
5. Printing becomes available after final approval

### Imprest

1. Pending request
2. Finance approval
3. Finance disbursement
4. Finance partial/final clearance
5. Printing becomes available after Finance approval

### Fee-payment corrections

1. Finance Clerk or Accountant raises a correction request
2. The original receipt remains unchanged while pending
3. Finance Manager/Chief Finance approves and executes, or rejects with a reason
4. The system records the reversal, replacement receipt, approver, date and comments

## Configurable mandatory approvers

System Admin or Admin can open **Settings → Approval Workflows** and assign each mandatory stage to:

- one or more permitted roles; or
- a specific active user.

A named user overrides the role list for that stage. System Admin remains an emergency override. Maker-checker controls prevent a requester/preparer from approving their own record.

Recommended users/roles:

- Head of Department
- Procurement Officer
- Finance Clerk
- Accountant
- Finance Manager
- Principal

## Student profile tabs

The full student profile now includes:

- Overview
- Fee Records
- Statement
- Transcripts
- Disciplinary
- Clearance

Students can view their own record. Authorized staff can open full student profiles and record disciplinary cases.

## cPanel upgrade procedure

1. Back up the existing website files and database.
2. Upload and extract the updated application over the existing installation.
3. Preserve the existing `config/local.php`; the release ZIP does not contain that file.
4. In phpMyAdmin, select the existing Skulitech database and import `Skulitech_ERP_Online_Approvals_Database_Upgrade_2026-07-31.sql.gz` once.
5. Sign in as System Admin and open **Settings → Approval Workflows**.
6. Confirm the approver role or named user at every mandatory stage.
7. Test with sample records before processing live transactions.
8. Remove uploaded ZIP/SQL files from the public web directory after installation.

## Important controls

- Approval comments, actor, role, date and status changes are stored in the online audit trail.
- Controlled documents cannot be printed before the configured final approval.
- Existing legacy statuses are normalized so in-progress records continue correctly.
- The database upgrade is non-destructive and does not drop existing application tables.
