To Set Up Approval of Accounts Payable Documents

You set up the approval process for Accounts Payable documents by using the Accounts Payable Preferences (AP101000) form.

Before You Proceed

Before you proceed with enabling approval, make sure that needed approval maps and notification templates (if needed) have been configured as described in Managing Assignment and Approval Maps. The approval map defines the employees designated for approving AP documents and the conditions that AP documents must match to be assigned for approval; the template of the notification email will be used by the system for notifying approvers about the documents pending their approval. You need to configure both the approval map and the notification template before you start to set up the approval process on the Accounts Payable Preferences form.

To Set Up the Approval Process

  1. Open the Accounts Payable Preferences (AP101000) form.
  2. On the Approval tab of this form, click Add Row on the table toolbar.
  3. To configure a parallel approval process, do the following:
    1. In the Type column, select the document type for which you want to set up approval process. Available options are: Bill, Credit Adj., Debit Adj., Prepayment Req., Payment, Cash Purchase, and Prepayment.
    2. In the Approval Map column, select the approval map that has been configured as described in Configuring Approval Maps for Parallel Approvals.
    3. Optional: In the Pending Approval Notification column, select the email template to be used for generating emails about the documents that are pending approval.
    4. Add another row with the same document type and specify the approval map (and, optionally, notification template) for each additional approver who must approve documents of the selected type.
  4. To configure a multistage approval process, do the following:
    1. In the Type column, select the document type for which you want to set up approval process. Available options are: Bill, Credit Adj., Debit Adj., Prepayment Req., Payment, Cash Purchase, and Prepayment.
    2. In the Approval Map column, select the approval map that has been configured as described at Configuring an Approval Map for Multistage Approvals.
    3. Optional: In the Pending Approval Notification column, select the email template to be used for generating emails about the documents pending approval.
  5. In the Active column select the check box to activate approval process according to selected approval maps for specified document types.
  6. Click Save on the form toolbar.