Approval Hierarchies Tab

This section includes the fields and descriptions for the Approval Hierarchies tab.

Approval Hierarchy Island

Field	Description
Approval Hierarchy No.	In this field, you can enter the number of the current approval hierarchy.
Description	In this field, you can enter a description of the current approval hierarchy.
Approval Type	In this field, you can specify whether the current approval hierarchy is to be used in connection with purchase orders, expense sheets, general journals, or vendor invoices. Each approval hierarchy can only be used in connection with one of these registrations.
Approval Relation	This field shows the relation used in connection with the type of registration.
Level Prioritized	In this field, you can specify whether the approval of purchase orders, general journals, expense sheets and vendor invoices, which are approved through the current hierarchy, is to be carried out in a certain order. If you do not mark this field, the employees who are to approve purchase orders, general journals, expense sheets, and vendor invoices through the current hierarchy can carry out approval in an arbitrary order. If you mark the field, the level number on each line in the sub-tab determines the order in which approval must be carried out. As mentioned in the section “Introduction to Approval Hierarchies,” an approval line is created for each line in the approval hierarchy whose selection criterion specification is matched by the vendor invoice, purchase order or expense sheet in question. This is done at submission of a vendor invoice, an expense sheet or a purchase order. For each approval line created, Maconomy transfers the number of the holder of approval and the level number from the hierarchy line that gave rise to each individual approval line. When a hierarchy is level prioritized, the approval lines with the lowest level must be approved before you can approve lines on the next level and so on. An example of the use of this functionality is that the supervisor of the person submitting an expense sheet must approve the expense sheet before it can be approved by the department manager. Level zero is the lowest possible level, and must therefore be approved first followed by level 1, 2, and so on. It is possible to have several lines carrying the same level number, and when several approval lines are created with identical level numbers for the same purchase order/expense sheet/vendor invoice, the lines in question can be approved in any order when all other approval lines with a lower level number have been approved. When a purchase order, journal, expense sheet, or vendor invoice is approved in one of the Purchase Orders, General Journals, Expense Sheets, Vendor Invoices, Invoice Allocation, or Reallocate Invoices workspaces, it corresponds to the employee who makes the approval, approves an approval line concerning the purchase order/expense sheet/vendor invoice in question and on which the employee himself is specified as holder of approval or substitute. Therefore approval in these workspaces is only allowed in the order dictated by the level order of priority.
Super Approver	In this field, you can enter the number of the employee who should be the super approver on the current approval hierarchy. The super approver can approve any approval line created on the basis of the current hierarchy. Note that the super approver can change the approval status of all approval lines created on the basis of the current approval hierarchy. If the super approver is changed, the new super approver cannot only change the approval status of approval lines created after the change, but also all previously created approval lines.
May be approved by supervisor	If you mark this field, you allow the approval line created on the basis of the current approval hierarchy to be not only approved by the employee or substitute responsible for approval of the line but also to be approved by the supervisor of the holder of approval. However, the supervisor of a specified substitute, if any, does not gain the right to approve on behalf of the substitute, if this field is marked.
Automatic approval if no approvers specified	Select this check box for an approval hierarchy with no specified approvers if you want Maconomy to perform automatic approval whenever that hierarchy is triggered. If this check box is not selected and an approval hierarchy with no specified approver is triggered, Maconomy displays an error message and stops the approval process.
Allow Self Approval	Select this check box to set the default setting for self-approval when new approval hierarchy lines are created. If this check box is selected, a submitter can approve their own approval line.

Message Control island

Field	Description
Show Message	Select this check box if you want Maconomy to display a custom message whenever a user selects a specific approval hierarchy.
Message	In this field, enter the text for the custom message. By default, there is a 255-character limit for this field.
Message Type	Select a message type from the drop-down list. You can choose between Error, Warning, or Remarks.

User Island

See the Getting Started topic for a description of the User island.

JavaScript must be enabled in order to use this site.Please enable JavaScript in your browser and refresh the page.

Approval Hierarchies Tab

This section includes the fields and descriptions for the Approval Hierarchies tab.

Approval Hierarchy Island

Field	Description
Approval Hierarchy No.	In this field, you can enter the number of the current approval hierarchy.
Description	In this field, you can enter a description of the current approval hierarchy.
Approval Type	In this field, you can specify whether the current approval hierarchy is to be used in connection with purchase orders, expense sheets, general journals, or vendor invoices. Each approval hierarchy can only be used in connection with one of these registrations.
Approval Relation	This field shows the relation used in connection with the type of registration.
Level Prioritized	In this field, you can specify whether the approval of purchase orders, general journals, expense sheets and vendor invoices, which are approved through the current hierarchy, is to be carried out in a certain order. If you do not mark this field, the employees who are to approve purchase orders, general journals, expense sheets, and vendor invoices through the current hierarchy can carry out approval in an arbitrary order. If you mark the field, the level number on each line in the sub-tab determines the order in which approval must be carried out. As mentioned in the section “Introduction to Approval Hierarchies,” an approval line is created for each line in the approval hierarchy whose selection criterion specification is matched by the vendor invoice, purchase order or expense sheet in question. This is done at submission of a vendor invoice, an expense sheet or a purchase order. For each approval line created, Maconomy transfers the number of the holder of approval and the level number from the hierarchy line that gave rise to each individual approval line. When a hierarchy is level prioritized, the approval lines with the lowest level must be approved before you can approve lines on the next level and so on. An example of the use of this functionality is that the supervisor of the person submitting an expense sheet must approve the expense sheet before it can be approved by the department manager. Level zero is the lowest possible level, and must therefore be approved first followed by level 1, 2, and so on. It is possible to have several lines carrying the same level number, and when several approval lines are created with identical level numbers for the same purchase order/expense sheet/vendor invoice, the lines in question can be approved in any order when all other approval lines with a lower level number have been approved. When a purchase order, journal, expense sheet, or vendor invoice is approved in one of the Purchase Orders, General Journals, Expense Sheets, Vendor Invoices, Invoice Allocation, or Reallocate Invoices workspaces, it corresponds to the employee who makes the approval, approves an approval line concerning the purchase order/expense sheet/vendor invoice in question and on which the employee himself is specified as holder of approval or substitute. Therefore approval in these workspaces is only allowed in the order dictated by the level order of priority.
Super Approver	In this field, you can enter the number of the employee who should be the super approver on the current approval hierarchy. The super approver can approve any approval line created on the basis of the current hierarchy. Note that the super approver can change the approval status of all approval lines created on the basis of the current approval hierarchy. If the super approver is changed, the new super approver cannot only change the approval status of approval lines created after the change, but also all previously created approval lines.
May be approved by supervisor	If you mark this field, you allow the approval line created on the basis of the current approval hierarchy to be not only approved by the employee or substitute responsible for approval of the line but also to be approved by the supervisor of the holder of approval. However, the supervisor of a specified substitute, if any, does not gain the right to approve on behalf of the substitute, if this field is marked.
Automatic approval if no approvers specified	Select this check box for an approval hierarchy with no specified approvers if you want Maconomy to perform automatic approval whenever that hierarchy is triggered. If this check box is not selected and an approval hierarchy with no specified approver is triggered, Maconomy displays an error message and stops the approval process.
Allow Self Approval	Select this check box to set the default setting for self-approval when new approval hierarchy lines are created. If this check box is selected, a submitter can approve their own approval line.

Message Control island

Field	Description
Show Message	Select this check box if you want Maconomy to display a custom message whenever a user selects a specific approval hierarchy.
Message	In this field, enter the text for the custom message. By default, there is a 255-character limit for this field.
Message Type	Select a message type from the drop-down list. You can choose between Error, Warning, or Remarks.

User Island

See the Getting Started topic for a description of the User island.