Approval Workflow
Understanding the fine approval process and dual status system.
Every fine goes through a structured approval workflow before it takes effect. This page explains how the dual status system works, what happens at each stage, and what actions are available after a fine is approved.
Dual Status System
The Fines module tracks two separate statuses for each fine record:
- Workflow Status -- Tracks the approval process (where the fine is in the review pipeline)
- Payment Status -- Tracks collection (whether the fine amount has been deducted, waived, or is still outstanding)
These two statuses work together to give a complete picture of each fine's lifecycle.
Workflow Status Values
| Status | Description |
|---|---|
| PENDING | Fine has been submitted and is awaiting review by an authorized approver |
| APPROVED | Fine has been approved and is ready for collection or further action |
| REJECTED | Fine has been rejected by the approver, with a reason provided |
| CANCELLED | Fine was cancelled before the approval decision was made |
| CONVERTED_TO_LOAN | Fine has been converted to a loan for installment repayment |
Payment Status Values
Payment status only applies to fines that have been approved. Fines in other workflow states do not have a meaningful payment status.
| Status | Description |
|---|---|
| UNPAID | Fine has been approved but the amount has not yet been collected |
| PARTIAL | A partial payment has been received toward the fine amount |
| PAID | The full fine amount has been collected, typically through salary deduction |
| WAIVED | The fine amount has been forgiven and will not be collected |
How the Approval Process Works
Step 1: Fine Is Created
A finance user or manager creates a fine with all the relevant details and evidence.
- Workflow status: PENDING
- Payment status: UNPAID
The fine appears in the Fines List under the Pending tab.
Step 2: Approver Reviews the Fine
An authorized user (typically an admin, finance manager, or operations manager) reviews the fine. They examine the details, check the attached evidence, and decide whether the fine is justified.
Step 3: Approval Decision
The approver either approves or rejects the fine.
If approved:
- Workflow status: APPROVED
- Payment status: UNPAID
- The fine is now active and will be deducted in the next payroll cycle unless further action is taken
If rejected:
- Workflow status: REJECTED
- The approver must provide a rejection reason
- The fine is not charged to the employee or driver
Actions After Approval
Once a fine is approved, three further actions are available depending on the situation:
Deduct from Salary
The most common outcome. The approved fine amount is automatically deducted from the employee's or driver's salary in the next payroll run.
- Workflow status: APPROVED
- Payment status: PAID
- Displayed as: "Deducted"
Waive the Fine
If management decides to forgive the fine after it was approved (for example, due to extenuating circumstances or as a goodwill gesture), the fine can be waived.
- Workflow status: APPROVED
- Payment status: WAIVED
- Displayed as: "Waived"
Convert to Loan
If the fine amount is too large to deduct in one payroll cycle, or if the employee requests installment payments, the fine can be converted to a loan.
- Workflow status: CONVERTED_TO_LOAN
- Displayed as: "Converted"
See Converting Fines to Loans for the full process.
Display Status Mapping
The status shown in the Fines List table is a simplified "display status" that combines the workflow and payment statuses into a single, easy-to-understand label.
| Workflow Status | Payment Status | Displayed As |
|---|---|---|
| PENDING | UNPAID | Pending |
| APPROVED | UNPAID | Approved |
| APPROVED | PAID | Deducted |
| APPROVED | WAIVED | Waived |
| REJECTED | -- | Rejected |
| CANCELLED | -- | Cancelled |
| CONVERTED_TO_LOAN | -- | Converted |
The display status in the table is a simplified view. The actual system tracks workflow and payment status separately for precise record-keeping. If you need to understand the exact state of a fine, open the fine detail to see both statuses.
Fine Lifecycle Summary
The complete lifecycle of a fine follows this flow:
- Created -- Fine is submitted with evidence (Pending)
- Reviewed -- Authorized user evaluates the fine
- Decision -- Fine is approved or rejected
- Resolution -- If approved, the fine is resolved through one of three paths:
- Salary deduction (Deducted)
- Waiver (Waived)
- Loan conversion (Converted)
Once a fine is rejected, cancelled, or converted to a loan, it cannot be reopened or modified. Make sure the approval decision is final before proceeding.