Key Concepts
Glossary of core terms used throughout the Acadsys system
Understanding these concepts will help you navigate Acadsys confidently.
Document States
| State | Description |
|---|---|
| Draft | Document has been uploaded but not yet submitted for processing |
| Processing | AI/OCR extraction is running or awaiting manual correction |
| Pending Approval | Document is routed to one or more approvers |
| Approved | All required approvers have approved the document |
| Rejected | At least one approver has rejected the document; it is returned for correction |
| Rejected for Verification | Document flagged for manual review before re-submission |
| Exported | Document has been exported to an accounting system |
| Pending Removal | Document is scheduled for archival or deletion |
| Published | Document is finalised and visible in the archive |
Roles
| Role | Description |
|---|---|
| Administrator | Full system access; manages users, settings, and workflows |
| Accountant | Processes documents, manages GL entries, exports |
| Approver | Reviews and approves/rejects documents, orders, and requests |
| Viewer | Read-only access to documents that have passed through their approval step |
| Supplier | External portal user; can submit documents via the Supplier Gate |
Approval Chains
An approval chain is an ordered sequence of approvers (or approver groups) that a document must pass through before it is considered approved. Chains can be:
- Sequential — each approver acts one after another
- Parallel — all approvers in a step must act simultaneously
Thresholds define the monetary or other conditions that trigger a specific chain.
Business Cases
A business case groups related documents, orders, and requests under a single project or cost initiative. It provides a unified audit trail and budget view.
GL Entries (General Ledger)
GL entries are the double-entry accounting records generated when a document is approved and exported. Each entry has a debit account, a credit account, an amount, and a cost centre.
Organizational Units
Organizational units (OUs) form a hierarchy (e.g., company → department → team). Documents and approval rules can be scoped to specific OUs.
Cost Centres
A cost centre is an accounting dimension used to allocate expenses to a specific department or project. Cost centres are assigned during document processing.