Accounts Payable Approval

Based on the profile and reference table setup, the Fund Accounting System supports approval processing for accounts payable distribution line items.

Fund Accounting Profile

The Fund Accounting Profile's settings determine the following for accounts payable approval:

• Whether the approval processing for purchase order payments applies to all purchase order payments, overpayments only, or not at all.
• Whether the approval applies to non-purchase order payments.
• Whether the approval rules are assigned based on site-defined codes or key organization codes from the Organization Chart.
• Whether the default Approval Table codes are used for payables generated through the payroll interface and CommunityPlus Utility Billing System.

If you use AP approval, then the system makes an *Approval* field available when you add online, batch, and standard payables. The field's title is defined in the Fund Accounting Profile.

The *Approval* field allows you to select a code from the Approval table to determine the number of approval levels that apply to the payable, the personnel authorized to perform approval processing, and the dollar amount ranges that require approval for each payable distribution line item.

Approval Table

If you use an approval process for payables, you will assign approval rules to each new record you enter by selecting a code from the Approval table.

The Approval Table record determines the following parameters for each of the payable's distribution line items:

• Number of approval levels that apply.
• Minimum-to-maximum amount range for each approval level.
• Number of approval levels that are required.
• Valid approvers at each level, based on their application user names.

When you save a payable through online entry or post either a batch record or payable template, the system checks whether each line item needs approval. The line items not requiring approval are posted to Fund Accounting. All other line items are saved to batch files where they await approval processing by the appropriate personnel.

Account Approval Table

In addition to the settings from the Approval table, your site may also use account-based approval defined in the Account Approval table. Account Approval records apply expenditure account ranges to each payable distribution line item. Approval is required for each Account Approval record with an account range that applies. Account Approval records also determine valid approvers for a specific range of account numbers.