Approval Table

In the Purchasing System, the Approval table defines approval requirements for requisitions, purchase orders, and change orders. An Approval table record includes user IDs of the authorized approvers and dollar amount ranges for transactions requiring approvals. The table is used in both Purchasing and Fund Accounting.

Depending on the setup in your Fund Accounting Profile, approvals can be assigned by either key organization or user-defined group. If the Profile's Approvals by Organization checkbox is selected, then approvals are assigned by key organization. Otherwise, approval groups apply.

If the Profile allows accounts payable and batch transfer/adjustment approval processing, then the table can also be used to set approval levels in Fund Accounting for these transactions.

For more information on setting up Approval records, including use of the Action Bar's Copy item, refer to Approval Table: Concepts.

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

Adding an Approval Table record

1. Select Purchasing > Reference Tables > Reference Tables > Approvals to display the Approval Information page.
2. Click Add New.
3. Enter a Code and Description to identify the record.
   As indicated by the asterisk's, the Approval field's title is user-defined.
4. Complete the following tabs as needed: Requisition, Purchase Order, Change Order, Accounts Payable, and Budget Transfer/Adjustment.
5. Click OK.

Updating an existing Approval record

1. Select Purchasing > Reference Tables > Reference Tables > Approvals to display the Approval Information 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 an Approval record in the List section, and then click OK.
4. Change field values as needed.
5. Click OK.

Note

Updates to Approval Table records apply to all subsequent transactions, but do not affect existing requisitions, purchase orders, and change orders. We recommend that before making changes to records in the Approval table, you should verify that all existing transactions are fully approved.

Deleting an Approval record

1. Select Purchasing > Reference Tables > Reference Tables > Approvals to display the Approval Information 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 tied to requisitions, purchase orders, change orders, payables, or budget adjustments/transfers.

Generating the Approval Table report

1. Select Purchasing > Reference Tables > Reference Tables > Approvals to display the Approval Information 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 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 apprtype.rpt.

Fields

Approval Data Panel

Use this section to enter information identifying the Approval Table record. The *Approval Code* field’s title is defined in the Fund Accounting Profile.

Tabs

The Approval Information page includes the following tabs: Requisition, Purchase Order, Change Order, Accounts Payable, and Budget Transfer/Adjustment. All tabs allow up to five approval levels. They include the same fields, except for the Requisition tab, which has a Vendor Bid checkbox.