Set Up an Accounts Payable Invoice Approval Cycle

When you select AP invoices and click OK in the Approvals Maintenance (APPM) program, the program displays the approval types set up with the Approval Hierarchy Maintenance (APPHM) program:

Select the type for which you want to enter an approval cycle and click Select.

Field Name

Displays

Lvl

The level in the hierarchy

Approval type

One of the following:

To	Do This
Set up an approval cycle for one of the types	Highlight the line and click Select or double click the line
Set up an approval cycle for a different approval hierarchy	Click OK. See Set up an Approval Cycle.
Exit the program and return to the menu	Click Quit.

Field Name	Displays
All vendors Vendor type Vendor no	The type of approval requirement and who it applies to-
Limit amount	The dollar value that the user can approve
Aprv	The user ID of the person that must approve the invoice
Alt aprv	The user ID of an alternate who can sign off in place of the approver.

To	Do This
Add an approval requirement	Click Add.
Delete an approval requirement	Highlight the line and click Delete. See Delete.
Review or change an approval requirement	Highlight the line and click Select or double click the line.
Print approvals required	Click Print. See Print.
Select a different approval type to add or change	Click OK. See step 1.
Exit the program and return to the menu	Click Quit.

Field Name	Type / Max Length	Action / Description
All vendors Vendor type Vendor no	Conditional	Select the vendor type or vendor number to which the approval applies or click the Lookup icon to select one from a list. This field is not available if this approval type applies to all vendors.
Signoffs dependent	Optional	Select if the approver or an alternate must sign off in the sequence indicated or leave blank if they can approve concurrently or in any order. If you select, Approver 1 must approve before Approver 2, Approver 2 must approve before Approver3, and so forth.
All signoffs required	Optional	Select if all approvers or their alternates must sign off or leave blank if a single signoff is required.
Variance allowed	Conditional/Optional 5 numeric in the format 999.99	Enter the percent change to the line total that requires new approvals. For example, enter 40.00 if a 40% increase in the line total requires the approval process to be repeated.
Manager override	Optional	Select the user ID of the manager who can override all others. When this manager signs off, all levels are assumed to be approved.

Enter data in these fields to identify line limits for up to 5 users who must approve:

Field Name	Type / Max Length	Action / Description
Amount	Optional 14 numeric in the format 999999999999.99	Accept .00 if you are not setting approval limits or enter the dollar limit for the invoice that requires this approver's or the alternate's signoff. For example, an assistant manager may sign off on an invoice amount of $500.00 or less. Her manager may need to approve invoices that are over $500.00 but less than $1000.00. An officer of the company may need to approve invoices that exceed $1000.00.
Approver	Required	Select the user ID of the person who must approve. At least one primary approver is required.
Alternate	Optional	Select the user ID of an alternate who can sign off in place of the approver.

If approval criteria is customized, enter the Custom program to run or Report name. See Background for more information.
Choose the appropriate options:

To	Do This
Change a field	Move the cursor to the field and make changes. Click Apply to accept the changes or click Cancel to reject the changes.
Delete a saved record	Click Delete. See Delete.
Return to list of approvers for this type	Click OK. If this is a new approval requirement, the program prompts for the next one. Enter another or clear the field and click OK. See step 3.
Return to the list of approval types	Click Exit. If this is a new approval requirement, the program prompts for the next one. Enter another or clear the field and click OK. See step 1.
Exit the program and return to the menu	Click Quit.