Introduction

Advanced Approval Purchase Extension caters for various workflows related to G/L and Job Budget Approval, PO Approval for multiple approvers depending on approval rules, sending notifications to the purchaser when a note is added to a document e.g., purchase order and vendor bank changes approval.

G/L Budget Approval Workflow

This is an approval workflow set by G/L Account. A setting on G/L Account card needs to be updated to define what is the budget approval method e.g., YTD budget, current period budget, entire year budget or none.

This is flexible by dimension; dimensions being checked for the account depending on the g/l budget dimension settings & then further also what dimensions are on the g/l budget entries present for that account.

The approval is routed to the workflow user group assigned in workflow response.

Job Approval Workflow

Approval workflow can be set ‘Per Job’ or ‘Per Job Task’. Setting on which one to use is defined on the Advanced approval setup card.

Commitment (Total Cost) amount column was added on job cards per task to show approved purchase order line amount for the same job task number.

Approval for job is routed to project manager.

PO Approval Workflow

Approval rules can be set on the Header or on the Line. Approval rule codes conditions are based on any combination of fields (e.g., dimension, line type etc.) and can be setup via advanced approval setup page.

Approval rule codes on the lines or header will be assigned automatically upon data-entry.

Approvals are routed to workflow user group assigned to approval rule and works based on $value or regular workflow user group logic.

Invoice Variance Approval Workflow

Invoice Tolerances can be setup via advanced approval setup page per dollar value and percentage.

For invoices posted directly from purchase order, additional tolerance checking response has been added to PO workflow to check for tolerance when releasing a PO that was previously approved.

For invoices posted using get receipt lines, there is a separate Purchase Invoice variance workflow with Invoice Type filtering = 'PO Invoice'.

AP Notification Workflow

This functionality can auto-send a notification email to the purchaser when a note is added to a document.

Vendor Bank Change Workflow

This workflow functions like credit limit field change on customer. It triggers a workflow when a field is changed on the vendor bank account e.g., bank account no.