Enhanced interface

Field descriptions: AP purchase invoice approvals

The following tables describe fields you use to configure AP purchase invoice approvals. These options are available on the Configure Accounts Payable page.

Configure Accounts Payable: AP purchase invoice approval settings

The following table describes each item on the Configure Accounts Payable page, AP purchase invoice approvals settings section:

AP purchase invoice approvals settings section field descriptions
Field	Description
Enable AP purchase invoice approval	Turns on the approval process. Create an approval policy to determine the required approvers and approval chain, and approvals based on the total AP purchase invoice amount (value approvals). Learn more about setting up approvals.
Email notifications	Enable the ability for approvers to receive email notifications when an AP purchase invoice is ready for their approval. Users then enable notifications for AP purchase invoice approvals on their Preferences page.
Approval policies and Manage	Supplier-based Approval: Approval requests are sent to the AP purchase invoice approver you specify for the supplier. AP purchase invoices without assigned AP purchase invoice approvers are automatically approved. To set up, you must assign AP purchase invoice approvers on supplier records after adding the rule. Value Approval: Approval requests are sent based on the total AP purchase invoice amount. The approval amount for AP purchase invoices is set according to the approval amounts on the Value Approval Rule page. Requests are sent directly to the level in which the total AP purchase invoice amount falls. Value Approval - Transaction Department: Approval requests will be sent to the manager of the department selected in the AP purchase invoice. To set up, you must create a Value Approval Rule Set that determines who approves an AP purchase invoice based on amount. User Level: The approval request is routed to the specific user. Select the user in the User column.
Unrestricted	Select a user who can terminate the rest of the approval cycle by approving or declining the AP purchase invoice. Assign a user who has no lower-level approval responsibilities.

AP purchase invoice approval policy page

AP purchase invoice approval policy page field descriptions
Field	Description
Rule type	Use the rule type column to create a sequence of approvals. For example, you might want an AP purchase invoice to be approved first based on the department for the transaction and the amount. Then, you might want it approved by a specific user. The rule types are: Supplier-based Approval: Approval requests are sent to the AP purchase invoice approver selected on the supplier record. After adding this rule and saving your changes, you need to update supplier records to select approvers. Value Approval: Approval requests are sent based on the total AP purchase invoice amount. This value approval rule determines the levels of approval and approval amounts at each level. Approval requests are sent directly to the level in which the AP purchase invoice amount falls. Value Approval, Transaction Department: Approval requests are sent based on the department selected in the transaction and the total AP purchase invoice amount. The value approval rule for the department or the default value approval rule if the department does not have its own specific value approval rule, which are defined by the selected rule set, determine the number of approvers and their approval amount limits. Only one department can be selected per transaction for this rule type to function correctly. User Level: The approval request is routed to a specific user. Select the user from the dropdown list in the User column. For a user to appear in the list, the following must be true: The user has any user type other than CRM The user has Approve AP purchase invoices: List permissions in Accounts Payable The user is not restricted to any entities, departments, or territories
Rule set	If you selected Value Approval - Transaction Department as a rule type, you must set up a rule set. A rule set enables you to define a collection of value approval rules for the Value Approval: Transaction Department rule type. A value approval rule defines the approvers you want and their approval amounts. A rule set contains: Default value approval rules: The default value approval rules for any department that doesn’t have its own specific value approval rule. For example, you might not want to set up a rule for every department if your company has many departments. Instead, set up a default rule that will be used across all departments. Department-specific value approval rules: While one default value approval rule might work for the majority of your departments, other departments might need their own rules with different approvers and/or approval amounts. Use department-specific value approval rules for any departments that need their own specific rules. Example Learn more about value approval rule sets and value approval rules.
Manage rule	This column is applicable when Value Approval is selected as the rule type. You can select Edit to add or edit the value approval rule used to route the approval requests. The approval rule for this rule type defines the number of levels of approval needed and the approval amounts for each level. The approvers for a specific level are those users who have permission for AP purchase invoice Approvals and appropriate approval amount levels. Learn more about the value approval rule for permission-based approvals.

Value approval rule set page

Value approval rule set page field descriptions
Field	Description
Rule set name	The name of the rule set.
Rule type	This is a read-only field. Department dimension-based means that these value approval rules are based on transaction departments.

Default for departments without specific rules

Default for departments without specific rules field descriptions
Field	Description
Approver	Select a user who will receive a approval request for the range of values on each line. For each approver, specify approvable amounts by the Value from and Value to fields. For a user to appear in the list, the following must be true: The user has any user type other than CRM The user has Approve AP purchase invoices: List permissions in Accounts Payable The user is not restricted to any entities, departments, or territories Learn more about assigning permissions. The amounts that can be approved by each approver is the limit specified by Value from and Value to. For example, you might define the following three approvers: Approver 1: Department Manager, £500 to £1,000 Approver 2: Mark Johnson, £1,000.01 to £5,000 Approver 3: Lucy Ruiz, £5,000.01 to no-maximum-limit Depending on the total amount of the AP purchase invoice, here's how the approval routing would work: £100 total AP purchase invoice amount: Not routed because it's automatically posted. £2,500 total AP purchase invoice amount: Routed to Approver 2, Mark Johnson. £15,000 total AP purchase invoice amount: Routed to Approver 3, Lucy Ruiz.
Value from	The minimum amount that can be approved. Anything below the minimum amount will automatically post and skip any approvals.
Value to	The maximum amount that can be approved for a particular level. For the last approver, leave Value to empty, which ensures any transaction amount over the last approver's minimum amount is always approved.

Default-specific rules

Default for departments without specific rules field descriptions
Field	Description
Department ID and Department name	The ID and name of the department with its own value approval rule.
Description	The optional note that was entered for the department's value approval rule when the rule was added or edited.
Trash can icon	Select this icon to delete the value approval rule for the department.

Value approval rule page

Page for department-based value approval rules

Department-based value approval field descriptions
Field	Description
Department ID	The department for the value approval rule.
Description	An optional note about the value approval rule.
Approver	Select a user who will receive approval requests for the range of values on each line. If the total AP purchase invoice amount is greater than the approver's Value to amount, the approver will still need to approve the AP purchase invoice before it can continue up the approval chain. For a user to appear in the list, the following must be true: The user has any user type other than CRM The user has Approve AP purchase invoices: List permissions in Accounts Payable The user is not restricted to any entities, departments, or territories
Value from	The minimum amount that can be approved. If there are no approval levels below this one, then anything below the minimum amount will post automatically.
Value to	The maximum amount that the Approver can approve. Transaction Department approvals work differently from Permission-based approvals. If there are multiple approval levels, the AP purchase invoice must proceed through each level of approvals through to the level with a Value to that either exceeds the AP purchase invoice amount or is open-ended. For the last approver, leave Value to empty, which ensures any transaction amount over the last approver's minimum amount is always approved.

Page for permission-based value approval rule

Permission-based value approval field descriptions

Field	Description
Description	An optional note about the value approval rule.
Level	Specify how many levels of approval you want, the amounts that require approval, and the number of required approvers. Sage Intacct supports a maximum of 6 approval levels. Value approval requests are sent directly to the approvers for the level in which the transaction amount falls. Example: Assume that your value approval rule is defined with the following three levels: Level 1: £500 - £1,000 Level 2: £1,000.01 - £5,000 Level 3: £5,000.01 - no-maximum-limit If the total AP purchase invoice amount is: £2,500: the approval requests would be sent directly to all users with level 2 permissions. Any user with level 2 permissions can approve. £10,000: because there’s no maximum for level 3, any user with level 3 approval permissions will receive approval requests. £400: the AP purchase invoice will automatically post and won't require approval because it's below what is defined for level 1.
Value from	The minimum amount that can be approved. Anything below the minimum amount will automatically post and skip any approvals.
Value to	The maximum amount that can be approved. For the last approver, leave Value to empty, which ensures any transaction amount over the last approver's minimum amount is always approved.
Minimum approvers	Specify the required number of approvers for the level. AP purchase invoices can be approved by anyone with permission for that level of approval.