Using Approval Hierarchies

Using Approval Hierarchies

Before using approval Hierarchy, create an item in item master & give details as shown below

Save the record & run Min Max Planning Report (Navigation is Inventory Responsibility > Planning > Min-Max Planning)

Case 1: When Amount is less than 1 lakh

Create a requisition. Navigate to Purchasing Responsibility > Requisitions > Requisitions

Give details as shown below

& save the record. A Requisition Number will be generated

Click on Approve

& then on OK

Navigate to Requisition Summary & search for that requisition. Now go to  Tools > View Action History. Here you can see that the Requisition is now approved

Case 2: When amount is more than 1 lakh but less than 5 lakhs

Create a requisition & give details as shown below

Save the record. A Requisition number will be generated.

Then click on Approve & press OK

Navigate to Requisitions > Requisitions Summary

Search for the requisition

The status is in Progress. Now navigate to Tools > View Action History

It shows that it is pending with next level approver

Now we need to login from Rishi’s login

Go to Purchasing Responsibility > Notifications Summary

Click on Open

Click on Approve. Once Approved, check the status from Requisitions Summary à Search for that requisition > Tools > View Action History

Now this requisition is approved

Case 3: When amount is greater than 5 lakhs & forward method is Hierarchy

Navigate to Purchasing Responsibility > Setup > Purchasing > Document Type à Click on update in front of Purchase Requisition

Here we can see that the forward method is Hierarchy

Create a requisition for an amount which is greater than 5 lakhs

Navigate to Requisitions > Requisitions

Give details as shown below

Save the record, note down the Requisition Number & Approve it. Search for the requisition number

à Click on Tools > View Action History

We can see that even though R=the amount to be approved is more than what Rishi can approve, still it is pending with Him. Now Login from His Login & approve the requisition & check the action History

Now Login from Raj’s Login & approve the requisition

Case 4: When Amount is more than 5 Lakhs & forward method is Direct

Navigate to Setup > Purchasing > Document Types à Update Purchase Requisition

Change Forward Method as direct

& Click on Apply

Create a Requisition & Give details as shown below

Approve it & check Action History from Requisition Summary form

The requisition directly went to Raj. Now go to Raj’s Login & approve the requisition

Case 5: Creating Requisition with Security Level as Public

Create a new employee in HRMS. Navigate to People > Enter & Maintain

Save the record & create login for this user in Sys Admin

Login from this new employee & check if He is able to see the requisitions created.

Navigate to Purchasing responsibility > Requisitions > Requisitions Summary à Click on find

We can see that the user is able to see all requisitions. In order to change the security level, navigate to Setup > Purchasing > Document Types à Update Purchase Requisitions

Here change the security level to Hierarchy

& click on apply. Now search for the requisitions once again. We get a following message

But anyone in the Hierarchy can see the requisitions

Case 6: Securing Documents at Hierarchy Level

Navigate to Setup > Organization > Purchasing option. Give your Hierarchy name in Security Hierarchy column.

& save the record.

Now create a requisition from Rishi’s login & check if Ranveer can see that

Now login from Ranveer’s login & see if He can see this requisition

We can see that Ranveer is not able to see the requisition which Rishi created. But Raj will be able to see the requisition

Case 7: When Security Level is Private: Here only those can see requisitions who has either created it or has approved it

Navigate to Setup > Purchasing > Document Types à Update Purchase Requisitions

Change security Level to Private.

& click on Apply.

Now the person who is the owner or approver of a requisition can see that requisition.

First check with Raj’s login.

Here we can see only those requisitions which were either created or approved by Raj.

Now check with Rishi’s login

Here we can see only those requisitions which were in Rishi’s bucket at any point of time.

Case 8: When Security Level is purchasing. Here along with those who have either created or has approved a requisition can see along with the buyers

Navigate to Setup > Purchasing > Document Types > Update Purchase Requisition. Change security level to purchasing

Define newly created person (Randheer) as buyer. Navigate to Setup > Personal > Buyers à Click on Add Buyer

Click on save. Now Login from Randheer’s login & see if He can see the requisitions

From this we can conclude that all buyers can see all requisitions

Access Level: Access level determines as what authorities an approver has over a document which has come to Him for approvals. It has 3 values

1.)   Full: with full access, an approver can modify the requisition.

2.)   Modify only: Approver can cancel the requisition.

3.)   View only: Approver can only view a requisition but can not modify or cancel it.