Account Approval Table

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Records in the Account Approval table define account-based approval requirements for requisitions, purchase orders, and change orders. These records include the user IDs of the individuals authorized to approve items and the range of accounts (objects) that require approval. These records also are used in Fund Accounting for approving accounts payable, budget transfers, and budget adjustments.

Menu Path:  Purchasing > Reference Tables > Reference Tables > Account Approvals

Using Account Approval Records

Account approval is required for a requisition, purchase order, or change order line item when its distribution uses an account defined in an Account Approval record's low/high account range. The account approval is in addition to the approval group assigned to the requisition, purchase order, or change order.

In an Account Approval record, you can set up different ranges for requisitions, purchase orders, and change orders and assign one approver and two alternates for each account range.

To view a complete listing of approval requirements for a requisition, purchase order, or change order item, follow the procedure for accessing the Requisition Approval Status page, Purchase Order Approval Status page, or Change Order Approval Status page. For additional information, refer to Approval Table.

Following are procedures for adding, copying, updating, deleting, and printing Account Approval records.

Adding an Account Approval Table record

1. Select Purchasing > Reference Tables > Reference Tables > Account Approvals to display the Account Approval Table page.
2. Click Add New.
3. Enter a Code and Description to identify the record.
4. Complete the following tabs as needed: Requisition, Purchase Order, Change Order, Accounts Payable, and Budget Transfer/Adjustment.
5. Click OK

Copying an existing Account Approval record to create a new one

1. Select Purchasing > Reference Tables > Reference Tables > Account Approvals to display the Account Approval Table page.
2. Click Copy on the Action Bar.
3. In the Copy Selection window, select:
   Requisitions - to copy approval information from Requisitions.
   Purchase Orders - to copy approval information from Purchase Orders.
4. In the Copy Confirmation dialog, click Yes to allow the copy function to overwrite existing approval information. The changes will not affect existing Change Orders.
5. To cancel the copy process, click No.

Updating an Account Approval record

1. Select Purchasing > Reference Tables > Reference Tables > Account Approvals to display the Account Approval Table page.
2. In the Search Criteria section, enter criteria identifying the records to list, and then click Find. To run an advanced search, use the Advanced button.
3. Select the record you want, and then click OK.
4. Change field values as needed.
5. Click OK

Note

As indicated by the confirmation dialog, updates to Account Approval records do not affect existing requisitions, purchase orders, and change orders that are already associated with the approval group. The updates apply to all subsequent transactions for the approval group. We recommend verifying that all existing transactions are fully approved before making changes to Account Approval records.

Deleting an Account Approval record

1. Select Purchasing > Reference Tables > Reference Tables > Account Approvals to display the Account Approval Table page.
2. In the Search Criteria section, enter criteria identifying the records to list, and then click Find. To run an advanced search, use the Advanced button.
3. Select the record to delete.
4. Click Delete.
5. In the Confirmation dialog, click Yes.

Note

You cannot delete records that are being used in existing transactions.

Generating the Account Approval Table report

1. Display the Account Approval Table page.
2. In the Search Criteria section, enter criteria identifying the records to list, and then click Find. To run an advanced search, use the Advanced button.
3. Click Print

4. In the Type of Report window, select one of the following to specify the Account Approval Table report types to print for each record:

   Requisitions	Requisition and vendor bid information
   POs	Purchase Order information
   Change Orders	Change Order information
   Acct. Payable	Accounts Payable information
   Budget	Budget Transfer/Adjustment information
   All	All report types
   Cancel	Cancel printing

5. In the Print window, specify how to generate the report, and then click OK. The report's default file name is appracct.rpt.

Fields

When entering an Account Approval record, you identify the record in the Approval Data section, and then you define account-based approval requirements using the available tabs.

Approval Data Section

Use the following fields to identify the Account Approval record.

Tabs

Use the fields in the Requisition, Purchase Order, Change Order, Accounts Payable, and Budget Transfer/Adjustment tabs to identify approvers, alternates, and account ranges for account-based approvals. The tabs include the same fields. Your access to specific tabs depends on your security resources.