Creating the responsibility matrix

Use the Cross Dimensional Responsibility Matrix to assign approvers for requisitions, manual journal entries, purchase orders, payable expense invoices, and standing and service contracts. The setup for this feature is in the Finance Enterprise Group. Approvals are created by finance dimensions. Approvers are employees, financial teams, or HR positions.

Use this procedure to create a responsibility matrix. You can create more than one cross-dimensional responsibility matrix.

  1. Sign in as administrator and select Finance Enterprise Groups.
  2. Select the Responsibility Matrix tab.
  3. Click Create.

    The Responsibility Matrix Approval page is displayed.

  4. Specify this information:
    Approval Order
    Specify the order in which the records are processed. You can change the approval order in the approval level pane.
    • When defining the approval order, 1 is the lowest level of approval. Gaps in the order of approval are not processed. For example, 1, 2, 3, 4 is correct. 1, 3, 4 is incorrect.
    • Only the dimensions with a value in the approval order field are applicable.
    • Only the most recent approval order can be deleted. You must ensure that values that are associated with the approval order in the matrix combination are deleted before removing it.
    Document Type
    Specify codes to determine the records to read and where the transaction approval is sent. This field is available at the approval level and the matrix level.

    The document type is at the Responsibility Matrix approval and approval levels. When the document type is specified at the Responsibility Matrix approval level, the approval level record is updated. Use the document type at the Responsibility Matrix Approval to find the required approval level for transactions.

    Use document type so that various people can approve certain types of documents. This list shows the document type codes to use:

    Document type code Description
    GL Journal entries and recurring journal entries
    AP Payables expense invoices that are aggregated at the payables invoice distributions
    RQ Requisition header approvals using the requesting location issue account
    PO Purchase order aggregation at the purchase order line distributions
    CM Service and Standing contracts aggregated at the contract line distributions

    Any document types from the Responsibility Matrix Resource are automatically added to Responsibility Matrix Approval.

  5. Click Save.
  6. On the Responsibility Matrix Approval pane, click Create.
  7. Select only one approver type: Approver, Approval Team, or Approver Position.

    Approval Team or Approver Position: The work unit goes to all of the people in that team or position.

    Approval Teams are set up in Finance Teams.

    Approval Positions are selected from positions in Human Resources.

    Approval Amount is the starting amount that an approver can approve.

    Escalation settings can be used to escalate if no action has been taken in XX hours.

    For each approval level there can be multiple document types selected. When the document types are selected, the documents are updated at the Responsibility Matrix Approval.

  8. Specify a threshold amount
  9. In the Escalation Settings section, specify the conditions that automatically escalate the approval process if no action is taken in XX hours.
  10. Select a check box:
    • Manual Journal. Use this value to define an approval route for specified system codes.
    • Requisition
    • Purchase Order
    • Payable Invoice
    • Contract Management
  11. If you change the approval order, for example an approval order that violates the rules, use the Change Approval Order action to rebuild the approval order.

    An alert is displayed on records if the order is in violation of the rules after an approval order change.