> ## Documentation Index > Fetch the complete documentation index at: https://docs.hitaji360.com/llms.txt > Use this file to discover all available pages before exploring further. # Document Types Reference > A per-document map of states, transitions, approval gates, reject destinations, and shipped default approval chains across all ERP modules. This is the map of every document type the workflow engine drives — its path (states and the main transitions) and, where it has one, its approval gate and shipped default chain. Use it to see at a glance what a document does out of the box before you customise it in the [editor](/workflows/user/the-workflow-editor). Conventions used below: * **Start** = the state a document begins in; **end** = a terminal (finished) state. * **🔒 system** = a transition the system fires automatically — locked, not editable. * **⛩ gate** = the approval step; this is where an [approval policy](/workflows/user/approval-policies) attaches. Only these steps show the approver badge. *** ## Three kinds of document | Kind | What it means | Examples | | ------------------- | -------------------------------------------------------------------------------------------------------- | -------------------------------------------------------------------------------------------------------------------------------------------------- | | **Path + approval** | Has a lifecycle *and* an approval gate you configure here. These show the approver badge. | Expense, Invoice, Bill, Budget, Journal Entry, Leave Request, Reimbursement, Salary Advance, Work Advance, Purchase Requisition, Quotation | | **Path only** | Has a lifecycle but no approval gate — the path is role-gated but there's no sign-off step to configure. | Purchase Order, Payroll, Payment, Employment, Imprest, Employee Loan, CRM Lead, CRM Deal | | **Approval only** | Approvable through the approval engine but with no visual lifecycle of its own. | Employee Transfer, Deal, Discount, Goal, Project, Payroll Run, Opening Balance Batch, Year-End Close, Attendance/Shift/Compensatory-leave requests | The **eleven "Path + approval"** document types are the ones you'll spend most of your time on here. *** ## Path + approval These all follow the same core shape — **Draft → submit → PendingApproval → approve → Approved** — with post-approval stages that differ by document. The **Approve** step is the gate. ### Expense (Accounting) `Draft` → **submit** → `PendingApproval` → **approve ⛩** → `Approved` → **recordPayment** → `Paid` (end). Also **void** (Approved → Void). * **Reject** returns it to **Draft** to revise and resubmit. * **Default chain:** none — auto-approves until you add a rule. ### Invoice (Accounting) `Draft` → **submit** → `PendingApproval` → **approve ⛩** → `Approved` → **send** → `Sent` → part/full payment → `PartiallyPaid` / `Paid` (end). `markOverdue` is 🔒 system. * **Reject** → **Draft**. **Default chain:** none. ### Bill (Accounting) `Draft` → **submit** → `PendingFinance` → **approve ⛩** → `Approved` → payment → `PartiallyPaid` / `Paid` (end). *(The waiting state here is called `PendingFinance`.)* * **Reject** → **Draft**. **Default chain:** none. ### Budget (Accounting) `Draft` → **submit** → `PendingApproval` → **approve ⛩** → `Active` → **close** → `Closed` (end). * **Reject** → **Draft**. **Default chain:** none. ### Journal Entry (Accounting) `DRAFT` → **submit** → `PendingApproval` → **approve ⛩** → `POSTED` → **reverse** → `REVERSED` (end). Every transition here is 🔒 system — journals are driven by the posting engine; a direct **post** can bypass approval for straight-through entries. * **Reject** → **DRAFT**. **Default chain:** none. ### Quotation (Accounting) `Draft` → **submit** → `PendingApproval` → **approve ⛩** → `Approved` → **send** → `Sent` → accept / lose / revise / expire. All transitions 🔒 system. * **Reject** → **Draft**. **Default chain:** none. ### Leave Request (HR) `Draft` → **submit** → `PendingApproval` → **approve ⛩** → `Approved` (end). Also **cancel** (before or, for approvers, after approval). * **Reject** → **Rejected** (end). **Default chain:** none. * A rule for leave can be scoped to a **department** (see [Approval Policies](/workflows/user/approval-policies)). ### Reimbursement (Personal finance) `Draft` → **submit** → `PendingApproval` → **approve ⛩** → `Approved` → **pay** → `Paid` (end). Also **void**. * **Reject** → **Rejected**. **Default chain:** none. * Supports a **Payment** step so the final sign-off also records the pay-out. ### Salary Advance (HR / Advances) `Draft` → **submit** → `PendingApproval` → **approve ⛩🔒** → `Approved` → **Disburse** → `Disbursed` → **StartRepayment** → `Repaying` → **Complete** → `Completed`. * **Reject** → **Rejected**. The approve/reject gate is **system-driven** — only the approval engine completes it. * **Default chain (shipped):** **HR Approval → Finance Approval.** ### Work / Field Advance (HR / Advances) `Draft` → **submit** → `PendingApproval` → **approve ⛩🔒** → `Approved` → **Disburse** → `Disbursed` → **StartReconcile** → `Reconciling` → **Settle** → `Settled` (end). * **Reject** → **Rejected**. Gate is system-driven. * **Default chain (shipped):** **Manager Approval → Finance Approval → MD Approval.** ### Purchase Requisition (Procurement) `Draft` → **submit** → `PendingApproval` → **approve ⛩🔒** → `Approved` → **MarkConverted** → `Converted` (end); or `PartiallyConverted`. Cancel from PendingApproval. * **Reject** → **Rejected**. Gate is system-driven; conversion transitions are 🔒 system (fired when procurement raises the PO). * **Default chain:** none by default — add your requisition approvers. *** ## Path only (no approval gate to configure) These have a lifecycle you can view and lay out in the editor, but no approver badge — their transitions are governed purely by role. * **Purchase Order (Procurement):** `Draft` → **submit** → `Submitted` → **approve** → `Approved` → **markSent** → `Sent` → receiving → `PartiallyReceived` / `Received` (end). Reject → `Draft`. Receipt posting fires the 🔒 system receive transitions. * **Payroll:** `Draft` → **generate** → `Generated` → **review** → `UnderReview` → **approve** → `Approved` → **pay** → `Paid` (end). * **Payment:** `DRAFT` → **post** → `POSTED` → **reverse** → `VOID`. All 🔒 system. * **Employment (HR):** `Active` → **end** → `Ended`. Used when closing an employment record. * **Imprest:** a standalone imprest doctype (distinct from Work Advance): `Draft` → **submit** → `PendingApproval` → **approve** → `Approved` → **disburse** → `Disbursed` → **submitAccountability** → `AccountabilitySubmitted` → **retire** → `Retired`. * **Employee Loan (HR):** `Applied` → **approve** → `Approved` → **disburse** → `Disbursed` → **start\_repayment** → `Repaying` → **close** → `Closed`. * **CRM Lead:** `New` → contact → `Contacted` → qualify → `Qualified` → **convert** → `Converted` (or `Lost`). * **CRM Deal:** `Qualification` → advance through `Demo` → `Proposal` → `Negotiation` → `Ready to Close` → **win** → `Won` (or `Lost`). > These may gain approval gates in future; today they are lifecycle-only. *** ## Approval only Some items are approvable but don't have a visual state machine — they're routed by the approval engine directly. These include **Employee Transfer**, **Deal**, **Discount**, **Goal**, **Project**, **Payroll Run**, **Opening Balance Batch**, **Year-End Close**, and **Attendance / Shift / Compensatory-leave requests**. They won't appear as cards in the workflow catalog because there's no path to draw; their sign-off is handled where the item itself is raised. *** ## Roles you'll see on transitions The paths above reference **workflow roles** (e.g. *FinanceApprover*, *Requester*, *LeaveApprover*, *POApprover*). These are resolved from a user's actual system roles — for example a user with a finance role automatically holds the finance workflow roles, a user with an HR role holds the HR/leave roles, and the person who created a document holds its "creator/requester" role. You can pin any of these roles to specific people with a [role binding](/workflows/user/role-bindings). The separate **approver types** used inside approval rules (Role, Specific User, Submitter's Manager, Department Head, Permission) are described in [Approval Policies](/workflows/user/approval-policies). *** ## Related * [The Workflow Editor](/workflows/user/the-workflow-editor) * [Approval Policies](/workflows/user/approval-policies) * [How Approvals Work Day to Day](/workflows/user/how-approvals-work)