Approval Hierarchies SEtup in Purchasing

http://www.scribd.com/doc/28329467/Approval-Hierarchies-SEtup-in-P...

[B] Default Hierarchy: ====================== The Default Hierarchy option will only appear on the Document Type form if the option "Use Approval Hierarchies" is checked on the Human Resources zone on the Financial Options form. The Default Hierarchy field has a LOV. This list is derived from the hierarchies created using the Position Hierarchy form. The Default Hierarchy is the one that will be used by the approval process unless the person who submits the document for approval changes it in the Approval Modal form. But, the hierarchy can only be changed on the Approval Modal form if the attribute "Can Change Approval Hierarchy" is checked on the Document Type form - and this attribute is only enabled if the "Use Approval Hierarchies" is checked. When choosing the action of 'Approve' for a document, if a Forward-To person is not defined and the person taking action does not have sufficient approval authority, the default hierarchy will first be searched for the employee attempting the approval. This default hierarchy is defined on the Document Types form: Responsibility: Purchasing Super User Navigation: Setup -> Purchasing -> Document Types Thus, it is imperative that the low-end users (those with little approval authority) be present in this default hierarchy so the next Forward-To approver can be found. Alternatively, the checkbox 'Can Change Approval Hierarchies' should be selected on the Document Types form. With this checkbox enabled, the user has the option to specify an alternate approval hierarchy, provided that the user belongs to one or more additional hierarchies. (The Approval Hierarchy list of values in the Document Approval window will only contain the hierarchies that this user belongs to.) If the low-end user is not part of the default hierarchy specified in the Document Types form and chooses to Approve the document, the end result will be a notification to the user stating 'No Approver Found'. A similar scenario of 'No Approver Found' will result if the 'Owner Can Approve' checkbox (on the Document Types form) is disabled and the person attempting to approve the document is not in the Default Hierarchy. When the Approve button is clicked, this setting is validated and enforced; it is at this time that the requisition and purchase order approval workflows will look to the default approval hierarchy, searching for the current approver's position in the hierarchy in order for the next approver in line to be located.

EXAMPLES: Approval Hierarchy Setup Example ================================ For the following two examples we will use the following Approval Hierarchy. The name of the hierarchy is "Buyer Approval Hierarchy" User Reports to Approval Limit

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Approval Hierarchies SEtup in Purchasing

http://www.scribd.com/doc/28329467/Approval-Hierarchies-SEtup-in-P...

-----------------------------------------------------------------------------Junior Buyer Senior Buyer 50.00 Senior Buyer Chief Buyer 100.00 Chief Buyer Unlimited The option "Use Approval Hierarchies" is checked on the Financial Options form.

Approval Example One: ===================== On the Document Type form "Forward Method" is set to "Hierarchy" and "Default Hierarchy" is set to "Buyer Approval Hierarchy" Junior Buyer raises a PO which has a total value of 150.00. The PO is then submitted for approval. As J.Buyer does not have a high enough approval limit, the PO is automatically forwarded to S.Buyer because S.Buyer is the next person in the hierarchy S.Buyer responds to the PO that appears in the notification screen. If S.Buyer selects "Approve", the PO is automatically forwarded on to C.Buyer as S.Buyer does not have a high enough approval limit. The PO appears in the notification screen for C.Buyer where it can be approved or rejected. Approval Example Two: ===================== The "Forward Method" is changed to "Direct" and the "Default Hierarchy" remains unchanged. J.Buyer raises another PO with a total value of 150.00 The PO is then submitted for approval. As neither J.Buyer or S.Buyer have a high enough approval limit, the PO is sent directly to C.Buyer for approval.

Employee/Supervisor Relationship Setup Example ============================================== Although J.Buyer reports to S.Buyer for approvals, S.Buyer is not the manager of J.Buyer. Senior Manager is the manager of J.Buyer and Group Manager is the manager of S.Manager. User Is managed by Approval Limit -----------------------------------------------------------------------------Junior Buyer Senior Manager 50.00 Senior Manager Group Manager 100.00 Group Manager Unlimited The "Use Approval Hierarchy" is now unchecked on the Financial Options form. The "Default Hierarchy" field is now disabled on the Document Type form The "Forward Method" is set to Hierarchy

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Approval Hierarchies SEtup in Purchasing

http://www.scribd.com/doc/28329467/Approval-Hierarchies-SEtup-in-P...

Employee/Supervisor Example One: ================================= Junior Buyer raises a PO which has a total value of 150.00. The PO is then submitted for approval. As J.Buyer does not have a high enough approval limit, the PO is automatically forwarded to S.Manager because S.Manager is J.Buyer's supervisor as defined on the Employee form S.Manager responds to the PO that appears in the notification screen. If S.Manager selects "Approve", the PO is automatically forwarded on to G.Manager as S.Manager does not have a high enough approval limit. The PO appears in the notification screen for G.Manager where it can be approved or rejected. Employee/Supervisor Example Two: ================================ The "Forward Method" is changed to "Direct". J.Buyer raises another PO with a total value of 150.00 The PO is then submitted for approval. As neither J.Buyer or S.Manager have a high enough approval limit, the PO is sent directly to G.Manager because G.Manager is S.Manager's supervisor as defined on the Employee form and S.Manager is J.Buyer's supervisor.

Security Hierarchy - Document Security and Access ================================================= Security Hierarchy is used to determine who can access the purchasing document. If you want to specify a Security Level of Hierarchy for any of your document Types, you must first define all positions which should access to the documents you want to restrict in this manner. (Even if you are using jobs to route documents, you must define positions before you can enable this Security Level.) The Security Hierarchy is selected from a LOV in the Control zone of the Purchasing Options form (PO -> Navigate -> Setup -> Organizations -> Purchasing Options). Here, select a Security Hierarchy, which is a position hierarchy from the Position Hierarchy window. When the Security Level is set to Hierarchy for a document in the Document Controls window, this position hierarchy governs access security for that document. (The Security Hierarchy field will only be enabled when the "Hierarchy" option is selected for the Security Level on the Document Type form.) Page 2-8 thru 2-10 of the Rel 11 Purchasing Users Guide provides more detail regarding the effects of Security Level.

Alternative Situations ====================== Multiple Employees Tied to One Position: ----------------------------------------

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