This section includes the fields and descriptions for the Approval Hierarchy Rules tab.
Approval Type Island
| Field | Description |
|---|
| Type
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This field shows the Type of approval hierarchy: Purchase Order, Expense Sheet or Vendor Invoice. The Type cannot be changed here; to select a different Type you should use the search function.
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| Description
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In this field, you can add a description of the approval hierarchy type.
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Deadline Island
| Field | Description |
|---|
| Deadline based on preferred delivery date
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If you mark this field, and the Type is Vendor Invoice, the deadline for the approval of the Vendor Invoice will be calculated based on the preferred delivery date. If the field is not marked, and the Type is Vendor Invoice, the deadline for the approval of the Vendor Invoice will be calculated based on the submission date.
If you mark this field, and the Type is Purchase Order, the deadline for the approval of the purchase order will be calculated based on the due date. If the field is not marked, and the Type is Purchase Order, the deadline for the approval of the Purchase Order will be calculated based on the submission date.
This field has no impact on deadline calculations for Expense Sheets.
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| No. of days for approval
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In this field, you can specify a number of days available for approval to be completed. The number of days can be negative.
The number of days is used in the approval deadline calculation as follows:
- For purchase orders, if the Deadline based on due date field has been marked this is the number of days that is added to the preferred delivery date, otherwise this is the number of days added to the date submitted.
- For expense sheets this is the number of days that is added to the date submitted.
- For vendor invoices, if the Deadline based on due date field has been marked this is the number of days added to the due date, otherwise this is the number of days added to the date submitted.
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| Monthly approval day
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In this field, you can specify the number of the day later in the current month or in the next month which represents the approval deadline. If the day is after the last day in the current month, the deadline is set to the last day in the month. For example, if the approval is set for the 30th of each month, then for February it will be set to 28th February.
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| Weekly approval day
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In this field, you can specify the day of the week which represents the approval deadline. The day will be the next week day.
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User Island
See the Getting Started topic for a description of the fields in the island User.
Approval Principles Island
| Field | Description |
|---|
| Approve Header, Always
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If you mark this field, the approval hierarchy will always be based on the header of the purchase order/expense sheet/vendor invoice. This is regardless of whether there are any lines in the purchase order / expense sheet / vendor invoice. You should only select this option if the associated Approval Hierarchy uses the header based Approval Relation, that is, for a purchase order the approval relation would need to be Purchase Order Header.
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| Approve Header, If no lines
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If you mark this field, the approval hierarchy will be based on the header of the purchase order/expense sheet/vendor invoice only where there are no lines in the purchase order/expense sheet/vendor invoice.
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| Approve Line
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If you mark this field, the approval hierarchy will always be based on the lines of the purchase order/expense sheet/vendor invoice. You should only select this option if the associated Approval Hierarchy uses the line based Approval Relation, that is, for a purchase order the approval relation would need to be Purchase Order Line.
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| Approval Required
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Select this field to use approval hierarchy.
For vendors and customers, if this field is not selected, you should set the
Allow Users to Manually Set Allow Fields on <Vendors or Customers> to Yes system parameter so that users can manually change the Allow fields to
Yes.
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| Approve at Submission
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If you mark this field, wherever the setup of the approval hierarchy would allow for a user to submit and approve the same purchase order/expense sheet/vendor invoice, the purchase order/expense sheet/vendor invoice will be approved automatically when they submit.
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| Approve at Submission, Remark
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In this field, you can add a remark which will automatically populate the Approval Remarks field wherever Approve at Submission has been applied.
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| Log Changes Before First Submission
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If you mark this field, changes made to a purchase order/expense sheet/vendor invoice prior to its first submission will be logged and will be available to be viewed in the Approval Changes workspace. If this field is not marked, changes made prior to first submission will not be logged.
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