Advanced PO Approval Configuration

To access PO Statuses:

1. Open the Administration Menu page.

2. Under the PURCHASING ADMINISTRATION heading, click PO Statuses.

To enable Advanced PO Approval functionality, a PO Status value must be set up for each default and flag (except for the Excluded from Reporting flag) so that the system automatically updates the PO status as the PO moves through the approval process.

Create the following status values (the names can be modified as appropriate for your installation).

• Open – Default Open Status = Yes, all other defaults and flags = No
• Waiting for Approval – Waiting for Approval Status = Yes, all other defaults and flags = No
• Approved – Approved Status = Yes, all other defaults and flags = No
• Declined – Declined Status = Yes, all other defaults and flags = No
• Alteration In Progress – Alteration In Progress Flag = Yes, all other defaults and flags = No
• Alteration Declined – Alteration Declined Status = Yes, all other defaults and flags = No
• Canceled – Canceled flag = Yes, all other defaults and flags = No
• Closed – Closed Status = Yes, all other defaults and flags = No

To access PO Types:

1. Open the Administration Menu page.

2. Under the PURCHASING ADMINISTRATION heading, click PO Types.

To enable Advanced PO Approval functionality, at least one PO Type must be set up where approval is required. You can either add a new "Approvals Required" PO type, or set the approvals required flag on any existing PO type that will require approvals.

• PO Approval Required – Set this flag to Yes.

Several settings on the Approval Configuration Options must be set for PO Approvals to work properly.

To access Approval Configuration Options:

1. Open the Administration Menu page.

2. Under the APPROVAL ADMINISTRATION heading, click Approval Configuration Options.

3. Set the PO Approval drop-down menu value to Yes.

4. If the subject or body of the approval notification emails have no content, notifications will not be sent to users. Ensure that values are defined for:

   • PO Approval Request Subject
   • PO Approval Request Body
   • PO Approval Notify Requestor Subject
   • PO Approval Notify Requestor Body

Approval Levels define a set of maximum cost levels of approval that can be granted to users.

To access Approval Levels:

1. Open the Administration Menu page.

2. Under the APPROVAL ADMINISTRATION heading, click Approval Levels.

3. In the Approval Level Type field, select Purchase Orders.

4. In the Add Approval Level field, enter the name of the approval level you want to create.

5. Click ADD.

6. In the Maximum Amount field, enter the maximum amount an approver at this level can approve.

Once the approval levels have been created, your system administrator must assign these approval levels to one or more users on the Edit User page. Assigning an approval level to a user designates that this user can approve purchase orders whose total cost amount is at or below the selected level.

While not required, the system also allows an administrator to establish proxy approvers—users that can stand-in for another approver if the original approver is unavailable, for example, on vacation. For more information, see Proxy Approvals.

In addition to setting up users' approval levels, your system administrator must also establish which users are allowed to create approval assignments for a purchase order by granting the Create PO Approvals security right on the User Security page.