Approval Management

General Functioning #

When the Require approval checkbox is ticked in the purchase journal, all invoices are automatically sent for approval.

→ There are three possible scenarios:

Case 1: The invoice matches a supplier category #

• If the invoice involves a supplier whose category is listed in the setup table,
• Then the field Payment approval spec. Role is automatically filled in with the corresponding approver group.

Case 2: Mixed supplier (no category assigned) #

• If the supplier does not belong to any specific category,
• The user must manually select the approver group in the Payment approval spec. Role field.

Case 3: The invoice does not require approval #

• A default approver is defined in the journal for invoices that do not require approval.
• In this case, the approval fields remain empty, which is expected.
• The default approver will still find these invoices in their approval module.

Approval Flow Configuration #

Setup steps: #

• Create a supplier family in the appropriate module.

• Assign suppliers to that family via the supplier sheet.
• Create an approval role corresponding to this supplier family.

• Assign this role to the users who should be part of the approver group by checking the appropriate box in their user profile.

Once these steps are completed:

• Go to the purchase journal configuration:
  • Add a new line linking the supplier family (left) to the approval role (right).
  • Click the pencil icon to enter the number of approvers required for this group.