This is how you specify the conditions for the selection of Approvers in a step
In the main menu, find your Organisation and go to Approval workflows under Workflows and settings:
Open the respective workflow:
Navigate to the step and open its approval matrix by clicking on the
icon
If necessary, add Approvers to this step via the button
Specify the conditions that will determine who approves what:
Field in the | Level in the document | Workflow, where applicable |
Total Amount | Header | Purchase Order, Bill, Expense, Journal Entry |
Requester | N/A | Purchase Order, Bill, Expense, Vendor, Journal Entry |
Vendor | Header, Item | Purchase Order, Bill, Expense, Journal Entry |
Product/Service | Item | Purchase Order, Bill, Expense |
Category | Category | Purchase Order, Bill, Expense, Journal Entry |
Location | Header | Purchase Order, Bill, Expense, Journal Entry |
Class | Item, Category | Purchase Order, Bill, Expense, Journal Entry |
Customer | Item, Category | Purchase Order, Bill, Expense, Journal Entry |
Employee | Item | Journal Entry |
Payee: Vendor | Header | Expense |
Payee: Customer | Header | Expense |
Payee: Employee | Header | Expense |
Payment Account | Header | Expense |
Payment Type | Header | Expense |
Payment Method | Header | Expense |
A user will be assigned as an Approver when the request fulfils the specified criteria, for example:
Lucy will be added as an Approver if the total amount is over or equal to 300 GBP
Joanna will approve requests with any amount that have Holly as the Requester
Requests will be routed to the Approvers based on the values specified for the different fields.
During the approval matrix setup, you can use either the "match" condition/alternative rules, or negative conditions for each Approver.
For the Total Amount you can apply the following conditions:
Under (<): no value is included in the rule
For example: Amelia approves all requests with a total amount under 1000 USD, so all requests with a total amount up to 999.99 USD will be routed to her. Requests with a total amount of or above 1000 USD will be routed to Beverly.
Over or equal (>=): the rule includes a value
As per the above example, Beverly approves all requests with a total amount of or over 1000 USD.
Between (<= N<): the rule includes a lower limit but no upper limit
For example: Daniel approves requests with a total amount between 1000 and 5000 USD; Beverly all requests with a total amount of or over 1000 USD. Any request with a total amount of 1000 USD and up to 4999.99 USD, will be routed to both Daniel and Beverly. Requests with a total amount of or over 5000 USD, will only go to Beverly.