Purchase Business Setup (PBS) - Purchase Approval

Approvals Checking

This indicates the type of Approvals Checking applied if required. That is, what approvals are carried out on. Options are: Approvals Not in Use, Order and Invoice Approvals in Use, Order Approvals in Use, and Invoice Approvals in Use. The stage at which approvals must be carried out is specified as part of the stage definition in the Purchase Type.

If approval checking is applied, you are asked for further information regarding what happens if there are changes to the approval paths or the purchase transaction lines:

Reapprove if Path Change

This field controls what happens to the approval process when a purchase requisition, purchase order or purchase invoice line is changed, either before or after the line has been approved.

Before approval: If a purchase requisition, purchase order or invoice line is amended and meets the criteria of another detail line in the Approval Table, the original approvals set when the line was entered are deleted and the new approvals required are added.

After approval: If the change is to a fundamental part of the purchase requisition, order or invoice line details, such as item code, any value label, account code, currency code, location, buyer code, delivery address and so on, then this field is looked at by the system. Otherwise, if the change is to a non-fundamental part of the purchase requisition, order, invoice line details, such as supplier due date, supplier latest due date and so on, then the change is allowed without investigation.

If this field is looked at and is checked, the line must be re-approved, the line status is reset to Not Approved, and the original approvals are reset. If the change means that it meets the criteria of another detail line in the Approval Table, the original approvals are deleted and the new approvals are added.

If it is unchecked, the line is not allowed to be changed.

This field appears on both the Purchase Business Setup and the Purchase Type Setup. If it is set on either form, the re-approval functionality is applied. If it is to be set globally throughout the business unit, it should be set on the Purchase Business Setup. If it is not to be set globally but applied to an individual transaction type, it should be set on the Purchase Type Setup.

Note: If Reapprove if Path Change is checked and some, or all, approvers have already approved the line, these approvals are deleted. The line status is reset to Not Approved and the line must be re-approved.

Exceed Tolerance Reapprove

If this box is checked, an order or invoice line is subject to re-approval by all approvers if it has been amended and the value of the order changed. This amends the approval stamp record. If this box is not checked, the old approvals set when the line is entered are not changed.

This field appears on both the Purchase Business Setup and the Purchase Type Setup. If it is set on either form, the re-approval functionality is applied. If it is to be set globally throughout the business unit, it should be set on the Purchase Business Setup. If it is not to be set globally but applied to an individual transaction type, it should be set on the Purchase Type Setup.

The value that can be amended is set as a tolerance percentage. This is a percentage of the value label being used for approvals. That is, the value label identified on the Approval Table.

For example, the tolerance percentage is set as 5% and the Exceed Tolerance Reapprove is set on either the Purchase Business Setup or the Purchase Transaction Type. An Approval Table is set on the Purchase Transaction Type to use the Net Amount value label to determine the approval path. An order or invoice line is entered with a net amount of 100 GBP. If the line is amended and the Net Amount is between 95 GBP and 105 GBP, no re-approvals are required. If the line is amended and the Net Amount is outside the 95 GBP - 105 GBP tolerance, the line requires re-approval.

Note: If Reapprove if Path Change is set to Yes and some approvers have already approved the line, these approvals are deleted. The approval stamp record is deleted and recreated with the new approval path.

Tolerance Percentage

The percentage tolerance to be applied to the approval amount before the transaction is marked as exceeding the approval checking value. This is only used if the Exceed Tolerance Reapprove field is checked.

Operator Multi-approval

If an operator is a member of multiple DAG's, they can approve purchase requisitions, purchase orders or purchase invoice lines for each level if this box is checked.

For example, an Approval Table Detail Line contains:

• Limit: 999,999,999
• Approver 1 DAG - DAG X
• Approver 2 DAG - DAG Y
• Approver 3 DAG - DAG Z.

If an approver is a member of both DAG X and DAG Y, and the Operator Multi-approval box is checked, they can approve both approvals on behalf of DAG X and DAG Y. However, this must be performed twice, once for each approval.