As an authorizer you can create several approval templates that specify the various approval procedures for the company, to which users the approval procedures apply, and to which transactions.

For example, approval procedures can be defined with different terms for different originators. An approval procedure can be triggered for the credit limit for some originators of invoices, and an approval procedure for the gross profit and the credit limit for other originators.

For example, a template can be defined so that all purchase orders created by a certain originator that have a value greater than EUR 1,000.00 must be run through the approval procedure.

1) Choose: Administration > Approval Procedures > Approval Templates.

2) Enter a unique name and description for the approval template (see Approval Templates – Setup Window).

Since you may have several approval procedures for the same topic, descriptions are useful.

3) Select the Active checkbox.

Note: A template can be inactive:

  • In situations where a conflict may arise with other procedures.
  • When it is no longer required.

4) On the Originator tab, enter the users who require approval of their documents and their department.

Multiple users can be assigned to an approval procedure.

5) On the Documents tab, select the documents to be processed using this approval procedure.

6) On the Stages tab, select one or more approval stages, or define a new stage. Change the sequence of the stages as necessary.

On the Terms tab:

7) To always trigger the approval procedure, select the Always radio button, or

  • To define specific conditions for the approval procedure, select the When the Following Applies radio button.
  • Two tables are displayed:
    • The upper table contains predefined conditions that you can select.
      • The Choose column lets you apply one or more tests using the predefined variables.
      • The Term column contains the list of predefined variables.
      • The Ratio column contains a list of predefined mathematical operators to compare to the selected variable.
      • In the Value column, enter the threshold amount. If the term is compared to this amount using the selected ratio and the comparison holds true, then the approval procedure is triggered.

The lower table contains saved queries that you can execute.

If the result of a saved query is True, then the approval procedure is triggered.

Note: An approval procedure can be contingent upon both multiple predefined variable comparisons and multiple saved queries. A total for the number of selected conditions is displayed at the bottom of the window.

8) To save the template, choose the Add button.