Financial Services
Why approvals exist
Money handling should never rest on one person. Alfasente ERP enforces maker-checker (also called four-eyes) on every sensitive financial-services action: one staff member records it, and a different owner or manager must approve it before any money moves or any ledger entry is posted.
This is enforced in the system itself, not just hidden in a screen — the action genuinely cannot take effect until it is approved.
Who makes and who checks
- Makers — record the action:
staff,accountant,manager,owner. - Checkers — approve or reject:
owner,manager. - The maker can never approve their own action. If an owner or manager records something, a different owner or manager must approve it.
What needs approval
| Action | Requires approval |
|---|---|
| Savings withdrawal (cash or mobile money) | Always |
| Savings deposit — cash or manual | Always |
| Loan disbursement (cash or mobile money) | Always |
| Loan repayment — cash or manual | Always |
| Loan write-off | Always |
| Savings deposit / repayment paid by the member on their own phone (mobile money) | No — the member confirms it themselves, and it is settled by the provider |
Money leaving the institution always needs approval, whatever the method. Money coming in by mobile money is confirmed by the member and its provider, so it flows straight through.
How it works
- A maker records the action as usual (e.g. Deposit, Withdraw, Disburse, Record repayment, Write off). They'll see a message that it has been submitted for approval — nothing has moved yet.
- It appears under Financial Services → Approvals as Pending.
- An owner or manager (not the maker) opens Approvals, reviews it, and clicks Approve — which runs the real transaction (posts the journal, moves the balance, sends the payout) — or Reject with an optional reason.
- The maker can Cancel their own pending action any time before it's decided.
The Approvals list shows who requested each action, the amount, and — once decided — who approved or rejected it, for a complete audit trail. If an approved action can't complete (for example a mobile money payout is declined), it is marked Failed with the reason, and nothing is left half-done.
Tips
- Check Approvals regularly — tellers can't complete cash work until a checker approves it.
- Keep at least two owners/managers active, so approvals never block on one person.
Last updated 2026-08-15