How do I add an approval process?

Set up a new approval process.

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How do I add an approval process?

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Learn how to set up an approval process (see time marker 1m39s)

Updated 17Jul2018

Step 1: Set up users who will approve items

Add anyone who will approve requisitions, purchase orders, or invoices. You do not need to add users who will enter requisitions, purchase orders, or invoices. See the help topic titled How do I add a user?

Step 2: Define the approval process

This is a brainstorming step. Use this step to determine how your organization wants to approve requisitions, purchase orders, or invoices. It may be helpful to sketch it out on a sheet of paper.

Step 3: Set up approval groups

This step is optional. Using an approval group allows you to set up a group and assign everyone in the group as an approver in the approval process.

Setting up approval groups in Accounts Payable

See the help topic titled How do I add an approval group?

Setting up department restrictions

You can set up department restrictions that limit the items that can be approved by the approvers in a department. The department restrictions are saved in System Management. When you assign GL accounts to a department, you decide which GL accounts the department can access. See the help topic titled How do I restrict account details by department?.

Note: If you change the department restrictions, you can add the department to the user rights in System Management. See the help topic titled How do I assign a department to a user?

If you choose not to use department restrictions, any user that is assigned to an approval group will be able to approve any item that is assigned to the group for any department.

Step 4: Setting up approval steps

Start by setting the approval steps an item needs to be approved. See the help topic titled How do I add an approval step?

Step 5: Setting up an approval process

Create a new approval process and add approval steps to it. To create a new approval process, see the section titled Adding an approval process. To add approval steps, see the help topic titled How do I add approval steps to an approval process?

Note: The approval steps must be set up before you can add them to an approval process.

You're done! Your approval process is set up and ready to go.

Updated 17Jul2018

Adding an approval process

1. Open Connect Accounts Payable > Organization > Approval Processes.

2. Click New (CTRL+N).

3. Enter the Approval Process.

This is the name that you'll use to find and use the approval process.

4. Select the Type.

You can create an approval process for requisitions, purchase orders, or invoices. Use the Type drop-down menu to make a selection

5. Set up the Range Minimum (optional).

The range minimum is the smallest amount required on a requisition to submit it to this approval process.

Do you want to set a minimum amount on the approval process?

Yes, I want to set a minimum amount. Click to select the checkbox titled Range Minimum and then use the Range Minimum field to enter the minimum amount.
No, I do not want to set a minimum amount. Click to deselect the checkbox titled Range Minimum.

6. Set up the Range Maximum (optional).

The range maximum is the largest amount allowed on requisition to submit it to this approval process.

Do you want to set up a maximum amount on the approval process?

Yes, I want to set a maximum amount. Click to select the checkbox titled Range Maximum and then use the Range Maximum field to enter the maximum amount allowed.
No, I do not want to set a maximum amount. Click to deselect the checkbox titled Range Maximum.

7. Set up the Departments.

Use the field titled Departments to assign departments to the approval process. Only departments listed here can select and assign the approval process to a requisition.

8. If you're setting up an approval process for requisitions, set up the Create Purchase Order When Approval Is Completed checkbox.

This option will be available in the future.

9. Set up the checkbox titled Update Requisition Approval Types.

When you make changes to an approval process, you can use this option to update the changes to the approval process properties to all of the requisitions that have been assigned to the approval process. Using this option will not delete any approvals.

10. Assign Approval Types to the Approval Process.

Use the options on the Approval Types tab to select the approval steps that will use this approval process. When you select the approval process, the only approval steps that will be displayed in the drop-down list are the approval steps that have been linked to the approval process here.

11. Click Save (CTRL+S).

The approval process is saved.

Published 01May2018