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Creating approval rules

Approval rules determine whether an order must be approved before it is sent to the supplier or whether an invoice must be approved before it is paid. Approval rules also control whether orders and invoices are subject to accounting checks. Approval rules specify the conditions under which approval is necessary and which users will approve the orders or invoices or perform accounting checks. You can create rule sets for specific companies or use the global rule set. See Defining approval rules and roles for detailed information about approval rules and rule sets and Rule types for information about the type of rules that you can create.

Note: To create approval rules that apply to a specific company only, you must first create a rule set for the company.

Creating or editing a rule set

1. On the User administration page, click the Approval rules link.

   The Rule sets list is displayed. Select the menu item Help to display detailed information about this page.

2. Click:
   • the New entry button to create a new rule set.
   • the icon to edit an existing entry
3. Enter or edit the name of the rule set and the name of the company that will use the rule set.
4. Click Save.

Creating or editing a rule

1. In the Rule sets list, click the name of the rule set.

   The Approval page is displayed.

2. Click the name of the rule type that you want to create or edit.

   A list of all existing rules for the selected rule type is displayed.

3. Click:
   • the New entry button to create a new rule
   • the icon to edit an existing entry

   The detail page for the rule is displayed. Select the menu item Help to display detailed information about this page.

4. Enter or edit the general settings and fill in the other fields as required.

   The list of available rules is displayed again.

Assigning approvers to a rule

1. In the list of available rules, click the icon next to the rule.

   The Approval by page is displayed. Select the menu item Help to display detailed information about this page.

2. In the Approval by section, select one of the available options.

   Note: You cannot select more than one option. To assign further approvers to the rule, you must click the icon again in the list of available rules.

3. In the Additional conditions section, select the Approval step to which you want to assign the approver.

   Approval rules are processed step by step. All approvers assigned to Step 1 must approve the item before it is presented to the approvers assigned to Step 2 for approval.

4. If necessary, select one or more of the additional conditions and click Save.

   	Activate this option if the approver should be informed of the request, but should not be able to approve or reject the request.
   	Activate this option if the approver should be able to make changes to the request. For example, if this option is activated, the approver can change the quantity, accounting data or addresses or, for freeform orders, he can change the basic contract from which the item should be ordered.
   	Activate this option to emphasize to the approver that the approval is important. The icon is displayed in the lobby and the approvals list.
   	Activate this option if the approver should check the accounting data. Accounting checks do not prevent further processing of the request. Accounting data can be checked and changed at any time.

   The selected user is added to the list of approvers for the rule in the list of available rules.

   Tip: If you do not see the user in the list, click the icon in the Details column for the rule. All assigned users are displayed in the Company column.

See also Approval rule types General settings for approval rules Creating and editing approval roles