Feature Overview
Card requests workflows allow you to set up multi-step approval processes for card orders. You can define rules based on the card amount and assign required approvers for each step.
A default workflow is provided, where approval is required from the cost center manager, but you can modify or delete it as needed.
Workflow set-up
Access Account Payable: Open the AP Module on Agicap and then enter 'card expenses'
Access the Spend Module: Open the expenses settings by clicking the bars on the top right to display the different options
Card Request Verification Workflows: Select the option to either create a new workflow or delete/modify the default/existing one.
Set Approval Rules: Assign one or more approvers to each step; then enter the card amount criteria to trigger different workflows.
Save the Workflow: Confirm your setup, and the new rules will apply to future card requests.
Approval Process
Multi-Step Approval: If a step has multiple approvers, every designated user must approve the request.
Spend Admin Restrictions: Users with Spend Admin or “Can manage all purchase requests” rights cannot override the designated approvers.
Card Creation Rights: If the final approver lacks the "Can manage cards on Swan" permission, the workflow will mark the request as approved but the card won’t be auto-created. Instead, it appears in the "Card to Create" tab for users with card creation rights.
Permissions
To manage card request workflows, you need the "Can manage all purchase requests" permission, that allows you to:
Create, modify and delete workflows
View all card requests
Approve card requests not linked to a workflow.
This permission is granted by default to users with the Administrate Spend role, but is not automatically assigned to new users.
💡 Tips
Plan Ahead: Define clear approval steps and thresholds to avoid delays in the card request process.
Review Permissions: Ensure all approvers and admins have the necessary rights, especially the "Can manage cards on Swan" permission.
❓ FAQ
How do I modify the default workflow?
You can access the Spend module on AP, select the default workflow, and edit the approvers or criteria. Once you save the changes, the new settings apply to future card requests.
Why is my card request approved, but no card is created?
If the final approver lacks the "Can manage cards on Swan" permission, the request is approved, but the card is not auto-created. The request then appears in the "Cards to Create" tab for users with the proper permission
What happens if my card request fits two workflow criteria?
When a card request qualifies for two workflows, the system applies the oldest workflow based on its creation date, regardless of subsequent changes.
How do I obtain permissions to manage all purchase requests?
Users with the Administrate Spend role are automatically granted the "Can manage all purchase requests" permission. For new users, ask your administrator to assign this permission if needed.