How can I set up an approval matrix? (QuickBooks Online)

How can I set up an approval matrix? (QuickBooks Online)

This is how you define the conditions for the selection of Approvers in a step:

  • In the main menu, select your Organisation and go to Approval Workflows under Workflows And Settings:



  • Select the 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
    approval matrix    		 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:
  1. 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.



  2. 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.

  3. 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.




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