Supply Chain › Requisitions & Orders
PO Approval Rules
Which purchase orders need approval, and who signs. A rule on the buyer's reporting line follows the HRMS Organization Chart (and the position tree where a manager is not recorded), so reorganising the company re-routes approvals with nothing to change here.
Where to find it
- Module: Supply Chain
- Group: Purchasing
- Section: Requisitions & Orders
- Screen: PO Approval Rules
Address in the console: /scm/po-approval-rules
List · 16 columns · 17 fields on its form · 3 of them required · 2 actions
What the list shows
These are the columns of the list, in the order they are drawn. Any of them can be sorted on, filtered on, hidden, or exported.
| Column | Kind | Field name |
|---|---|---|
| Code | Code | code |
| Name | Text | name |
| Order | Number | priority |
| From amount | Amount | amount_threshold |
| Supplier | Text | supplier_name |
| Cost center | Code | cost_center_code |
| Approved by | Status | approver_kind |
| Approver | Text | approver_said |
| Levels | Number | levels |
| Role | Code | approver_role |
| Held by | Text | approver_role_holders |
| Person | Text | approver_employee_name |
| Business unit | Text | org_unit_name |
| Copied on approval | Text | copies_on_approval |
| Due in (h) | Number | due_in_hours |
| Active | Yes or no | is_active |
The form
What is asked for when a record is created here. Required fields are marked; a choice drawn from a configuration list is one an administrator can extend without a release.
| Field | Type | Choices | Notes |
|---|---|---|---|
| Code required | Text | ||
| Name required | Text | ||
| Order | Number | Every rule that matches applies; lower numbers collect their signatures first. | |
| Applies from amount | Number | In the company's own currency: an order is judged on its total converted at its exchange rate, so a EUR and an INR order meet the same limit. 0 means every purchase order. | |
| Only for supplier | Choice | Looked up from existing records | |
| Only for cost center | Choice | Looked up from existing records | Orders charged to this cost center, on the order or on any of its lines. Leave empty for every cost center. For two cost centers, make one rule for each. |
| Organizational unit | Choice | Looked up from existing records | The orders of this unit and every unit beneath it. The top of the company means every purchase order. Saving the rule routes the open orders it now decides again. |
| Name the approvers level by level | Yes or no | On: the rule uses its own Approval Levels — named people in order, the absent skipped, delegations followed. Off: the single approver above, repeated for as many levels as it says. | |
| Who approves required | Choice | A named person (their sign-in) — no HRMS needed, An employee (HRMS), Whoever holds a position (HRMS), Anyone holding a role, The cost center’s manager, The reporting line of whoever raised it (HRMS) | Choose one. Only the field for that choice is needed below. Everything above it — amount, supplier, cost center, unit — is optional and only narrows which orders the rule covers. "The cost center’s manager": The manager recorded on the cost center (Accounting › Controlling › Cost Centers): its HRMS manager, or else its responsible person. |
| Person | Choice | Looked up from existing records | Anyone who signs in to this company. They decide it from My approvals, whatever modules they have. |
| Position | Choice | Looked up from existing records | Whoever holds this position in HRMS when the document is sent. When somebody else takes the post, new documents go to them with nothing to change here. |
| Levels up the reporting line | Number | 1 is the buyer's manager, 2 adds their manager, up to 5. Needs, in HRMS: the person who raises the order linked to their employee record ("Signs in as" on the employee), and that employee given a manager on the Organization Chart (or a position whose parent position somebody holds). No cost center is needed. An order raised before the link was made is routed again as soon as the link or the manager is saved. | |
| Role | Choice | Looked up from existing records | For "anyone holding a role". On a reporting-line rule it is the last resort: used when neither the reporting line nor the employee below gives anybody. |
| Employee | Choice | Looked up from existing records | For "an employee". On a reporting-line rule, the approver when the buyer has no reporting line in HRMS. An employee with no sign-in yet is still the approver; the order waits for them. |
| Due within (hours) | Number | ||
| Active | Yes or no | ||
| Description | Long text |
What you can do here
Build approval ladder
Level history
The rules that apply here
Everything on this screen obeys the platform rules rather than rules of its own. The ones worth knowing before you use it:
- Narrowing a list — search, conditions, sort, totals, export and saved views.
- What may be changed — the five grounds a record may not be edited on.
- Companies and business units — what the switcher above this list is doing to it.
- Creating a record — required fields, where choices come from, and how the number is allocated.
- Importing a spreadsheet — this screen accepts one, and it runs through the same rules as typing.