Setting up Approvals Tables

Complete the Approvals Tables (ATS) form.
  1. From the main SunSystems menu, select Approvals Tables (ATS)
  2. Specify this information:
    Short Heading
    The short heading, which is used where space is limited. If this is blank it defaults to the first characters of the description.
    Description
    The full name or description of the data item or record. This is used to identify it on reports and inquiries.
    Status
    Each static data record contains a status code that determines the current processing status of the record. A status is assigned to each static reference record, for example to every account, asset, customer and supplier. It determines the current processing status of the record.
    • Open - this status is set automatically when you add a new record, for example, if you create a new account. Open items are available for input, inquiry, processing and reporting.
    • Hidden - a record with a hidden status does not appear on any inquiries but is available for input, processing and reporting.
    • Suspended/Held - a suspended record.
    • Closed/Completed - a closed record cannot be used for input or processing. For example, you cannot post transactions to a closed account or analysis code.
    You can alter the status of a record at any time. You must use the options on the Action menu to change the status.
    Value Type

    The type of value for this approval. The options are:

    • Corresponds to Base Currency - is associated with the base currency.
    • Corresponds to Reporting or 2nd Base Currency - is associated with the reporting or 2nd base currency.
    Value Label Identifier
    The value label to be applied, as defined in Value Labels (VLB). This value label must exist on the order or invoice being approved, and the purchase type this approval table is assigned to. If this value label is not on the purchase order or invoice, this approval table cannot be used.
    In Purchase Type, this value label should be marked as Holds Purchase Value. This field is checked by the system when a line or document is amended in order to determine if this value, and hence this line or document, has changed. If no value label is marked as holding the purchase value, then any amendments to lines or documents are not handled correctly. If another value label is marked as holding the purchase value, then this is acceptable as long as a change to the line or document results in a change to this value. If it does not and, for example, the quantity is changed, the approvals process will not pick up the amendment to the line or document and hence the line or document will not be reset for re-approval if required.
    You can refine the authority limit of an approval further by restricting its application in accordance with the analysis directory structure. A combination of up to three selections are allowed. If a selection from the structure is associated with an analysis dimension, then one of those dimensions can be selected.
    For example, if item analysis is selected as one of the restrictions and this is set up with a dimension to analyze items by grade, then approval can be limited to a particular range of item grades. If, however, Item itself is selected from the directory, no dimension analysis is available, and you would be able to restrict approvals to a range of specific items.
    Approval Type 1-3
    This refers to the analysis directory. You can define up to three combinations of analysis directories that are used to restrict approvals.

    You can select useable entities which refer to any of the static data codes. For example, Item Code, Product Group, Warehouse, Supplier Code and so on.

    You can also select analyzable entities which are the SunSystems entities that can be analyzed using global analysis dimension codes. For example, Item Analysis, Account Analysis, Purchase Order Line Analysis.

    Analysis Dimension 1-3
    When analyzable entity is selected as Approval Type, you must select one analysis dimension where applicable. For example, from Purchase Order Line Analysis, determine which one of several dimensions shall govern the approval.
  3. Save your changes.