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Workflow approval rules determine the types of approvals that a given Shopping Cart needs to be processed. As an administrator, you enable or disable Workflow approval rules at the Buying Organization level, which also enables the same rules for child Buying Organizations. For every rule enabled, there must be an approver / approval group assigned to it. Once this is done, the Shopping Cart will be automatically routed to each assigned approver / approval group. In the case of an approval group, the Shopping Cart is routed to all members of the group.
You assign both a spending and approval limit for every user. This determines the ceiling on a user's ability to spend, and also determines the maximum they are authorized to approve.
A user's spending and approval limits can be different. For example, you can configure a user to have a $500 Spending Limit on Shopping Carts they submit, and $1000 Approval Limit when they are approving Shopping Carts.
If you set a limit on the number or type of items that can be ordered, Shopping Carts with item quantities exceeding that limit will require approval from a manager. If you restrict certain commodities, such as computers, from being ordered, Shopping Carts containing the commodity will also need manager approval.
Enabling this rule will require a cost center or general ledger (GL) account owner to approve a Shopping Cart if their cost center or GL account is specified on the Shopping Cart.
Enabling this rule will require that Shopping Carts specifying a particular supplier be routed for approval by a specified individual, such as a supplier manager or particular buyer.
Enabling this rule requires Shopping Carts with a value equal or greater than a certain configurable amount be routed for approval to a specified individual, such as a project manager or company controller.
Enabling this rule requires Shopping Carts with special requests to be routed to a specific individual within the Buying Organization, or the Buying Organization hierarchy, for approval.
The Procurement application supports customized Workflow rules implemented by your organization. If you create and install a custom rule, you will find it listed below the "out-of-the-box" rules in the Approval Template screen, and you must assign an approver or approval group per rule, as with any standardized Workflow rule.
