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Sun Approval System: Setting Up Approvals |
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Sun Documentation -
Purchase Order Management
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Setting Up Approvals Approvals are part of the purchasing cycle and are not used within sales or movements. Before using approvals, the system must be configured to allow approvals to operate as required by your organization. The following steps are required:
1. In Purchase Business Setup (PBS), turn Approvals On. Set this if it is to be used in: - Purchase orders only
- Purchase invoices only
- Both purchase orders and invoices
- Not used (default).
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Set the other various flags relating to approvals.
2. Ensure that Operator Groups and Data Access Groups are created as required for approvals. The Data Access Groups must follow the approval levels required, for example, Supervisor, Manager, Director, etc.
3. Use Approval Table Setup (ATS) to set up the various approval level tables. There may be one or many approval tables. Define the criteria that needs to take place for approvals to operate.
Analysis codes may be used but are not mandatory.
Approvers may all be from different DAG's, or from the same group, or any combination.
4. Assign an Approval Table to a stage on a Purchase Type Setup. Set the various flags on the Purchase Type Setup as required. Approvals can be applied on Order Entry, Order Confirmation, Invoice Entry or Invoice Confirmation stages, that is, not the Invoice Matching or GRN stages.
5. Decide how the orders and/or invoices are to be approved within the system:
- Control Desks - Set up any control desk filters required for displaying orders or invoices that need approving. There is a batch program that can approve multiple order/invoices.
- Purchase Order Entry and/or Purchase Invoice Entry - Use the action Approve or Approve Line depending on whether approvals are at a document (whole order/invoice level) or line level on the Purchase Type Setup.
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6. Set up the forms used for purchase orders or invoices. It is advisable to have the Approval Status field on the form so that users can see if the line has been approved or rejected. Only registered users can write comments.
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Purchase Order Management 
