How to set up employees to have manager approval rights for supplier invoices and or POs.

Designate approval rights for supplier invoices and purchase orders.

Steps:

1. Navigate to MASTER FILES > Employees.

2. Select the Employee Code that needs manager access.

3. Ensure that APPROVAL RIGHTS are set as Defined

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4. Select the Approval Rights hyperlink

5. Select the APPROVAL RIGHTS box for the Manage Supplier Invoices TRANSACTION TYPE

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Users must check either one or both of ‘Billable’ and ‘Non-Billable’ for 'Manage Purchase Orders' or 'Manage Supplier Invoices'. prior to proceeding.

6. Users can select one of the following approval levels

Company Level – Approvals at this level means that the Manager must approve every Supplier Invoice for the company and that no Supplier Invoice in the company can receive final approval until this Manager has approved it first.

Office Level – Approvals at this level means that the Manager must approve every Supplier Invoice for one or more offices. After selecting this level – you then need to define the applicable Office(s) for this Manager – as follows:

1. Select Offices hyperlink

2. Select and move the offices

3. Select SAVE & CLOSE

Client Level – Approvals at this level means that the Manager must approve every Supplier Invoice that is assigned to Jobs for particular Client(s). For example if you wanted to define that all Supplier Invoices assigned to Jobs for the Clients this Manager is responsible for – you would select this level. After selecting this level – you then need to define the applicable Client(s) for this Manager – as follows:

1. Select the Clients hyperlink

2. Select and move the Clients that this manager must approve

3. Select and move the offices that this manager must approve

4. Select SAVE & CLOSE

7. Define whether the Manger should be notified when a Supplier Invoice is submitted for their approval by selecting the SEND MESSAGE? and the SEND EMAIL? box

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8. Setup approval values for the Manager by entering an APPROVAL LIMIT and and APPROVAL MINIMUM

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9. Select SAVE & CLOSE

Unlike the Manager Approval functions for Leave, Credit card, Expense Claims etc. (which are driven by Employee/Manager relationships) a single Supplier Invoice may require approval from more than one Manager.

For example if you set up one Manager with ‘Company Level’ approval rights, and another Manager with ‘Client Level’ approval rights for say client ‘ABC’ – if a Supplier Invoice was submitted for approval that had a cost assigned to a job for client ‘ABC’, then both of those Managers would need to approve the invoice before it is available for final approval

Managers are required to approve individual lines on Supplier Invoices – for example you may have a supplier invoice that has lines for jobs of 2 different clients – depending on the way you structure the Approval Rights – it could be that a different Manager is required to approve each line.