Approval Procedures

Approval procedures are used in companies in which the standard work procedure
requires an approval from a manager or senior member in order to generate certain
documents.
A document’s approval procedure begins as you add it as a draft document in SAP
Business One. At that same moment, a request for approval is sent to the appropriate
employee (according to the definitions in SAP Business One).
The procedure ends when you receive a final approval and add the document.

Defining Approval Stages
Administration  Approval Procedures  Define Approval Stages:

Use this window to define approval stages and the users in your company who are
authorized to approve them.

Stage Name – type a name for the stage. The value in this field is unique.

Stage Description – type a description for the stage.

No. of Approvals Required– set the minimal number of approvals required in
order to complete this stage e.g. in case 2 authorizing users have been defined
for this stage, but only 1 is required in order to complete it and move on to the
next stage, this stage will be completed even if only 1 of the 2 users will approve
it.

User – select the authorizing users for this stage.

Only users linked to the selected department will be displayed. through the different approval stages till the terms under which the approval procedure would be launched. General Fields  Name – enter a name for the template. .this field displays the department linked to the user. If you wish to select only users from a certain department. Note that an approval template's name is unique. specifying the types of documents to be approved. Department . Defining Approval Templates Administration  Approval Procedures  Define Approval Templates: Use this window to define a template for each conventional approval procedure in your company. select the appropriate department from the drop down menu and click Tab in the field User in order to open a Choose From List window.  Description – type a relevant description for the template. starting from the originators of the documents.

. Active – check this box to activate the approval template. A user. Documents tab page Check the boxes of the documents which require an approval procedure. Originator tab page  User . select the appropriate department from the drop down menu and click Tab in the field User in order to open a Choose From List window. Clear this box only if you do not want the template to be active.if you wish to select only users from a certain department. A request for approval will be sent as soon as an originator user creates one of the selected documents. Only users linked to the selected department will be displayed.select the originator users to which the approval template applies.  Department . could not clear the Active box which he is defined in. defined as a producer for a certain template. The template will remain active as long as the Active box is checked.

however you can type any other remarks if required. In order to change the order of a certain stage.select the relevant stages for this approval template.  You may change the order of the stages using the arrow icons on the right.  Remarks – the description of the selected stage will be displayed as default.Stages tab page  Stage . . the stage in row #1 will be the first stage to be approved during the approval procedure. the stage in row #2 will be the second etc. Note!  The order of the stages in this tab page determines the order of their activation during the approval procedure e. click on its row number (under the column '#') and click on the appropriate arrow to move it upwards or downwards.g.

Equal etc.  Ratio – select a relevant ratio from the drop down menu e.  Term – the name of the term. Less Than.g.  When the Following Applies – click this radio button and select the required terms from the list. As soon as one term retrieves the result True. Note! It is possible to define several approval templates for the same document.g. .Terms tab page Launch Approval Procedure:  Always – all the documents created by the originating users defined in this approval template will launch a corresponding approval procedure.  Choose – check the box next to the terms you would like to use. the approval procedure is launched. You may apply more than one term per approval template.  Value – enter the appropriate value to the term selected in the Ratio column. €1000-€3000. The values for the terms In Range and Not in Range have to be entered in the format: low amount-high amount along with relevant currency symbols e.

.Terms Based On User Queries In addition to the 6 terms embedded in SAP Business One. it is possible to attach user defined queries as terms for launching an approval procedure.

In order to attach your user query to an approval template. . Select the required query and click Open. double click a row number to open the Open Saved Queries window.