Value approval rules—AP supplier invoices in Accounts Payable

If your AP supplier invoice approval policy uses Value Approval or Value Approval, Transaction Department as a rule type, create value approval rules. These rules define which AP supplier invoice amounts require approval and by whom. Define value approval rules on the Value Approval Rule page.

About value approval rules

A value approval rule defines the approvers and their approval amounts. For transaction department-based value approvals, while one 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.

Value approval rules work a bit differently, depending on the value approval rule type:

• Department-based value approvals (Value Approval, Transaction Department)

  These rule types use one or more value approval rules that are defined in a rule set. For each rule set, define a default value approval rule that applies to any department without its own specific value approval rule. Then, you can define a value approval rule for each department that needs a different set of approvers and/or different approval amounts. Approval requests progress through each approval level in turn, up to the level of the total AP supplier invoice amount.

  Planning to create a policy that combines supplier-based approval and department approval? Learn the specifics of how supplier-based approval and department approval work together.
• Permission-based value approvals (Value Approval)

  These rule types have only one value approval rule. Within that rule, select the number of levels of approval you need and the amounts for each level. The approvers for a specific level are users who have permission to approval AP supplier invoices at that level. Approval requests are sent directly to the approvers for the level in which the total AP supplier invoice amount falls.

Transaction department-based value approval rules

To add or edit a value approval rule for a rule set, start from the Value Approval Rule Set page. To find this page:

1. On the Accounts Payable AP supplier invoice approval policy page, find a line item where Value Approval, Transaction Department is selected for one of the rule types.
2. Select the Rule set dropdown list, select the rule set to work with and select View. To create a new rule set, select Add.

Add a default value approval rule for departments without a specific rule

You must first create a default value approval rule for departments without specific value approval rules before you can create a value approval rule for a specific department.

Add a value approval rule for a specific department or as a default

To add a rule set and the default value approval rule for departments without specific rules:

1. On the Value approval rule set page, enter a Rule set name.
2. Specify the default value approval rule that will be applied to any department that does not have own specific value approval rule.
   • Select an Approver. For a user to appear in the list, the following must be true:The user has any user type other than CRMThe user has Approve AP supplier invoices: List permissions in Accounts PayableThe user is not restricted to any entities, departments, or territories
   • Enter Value from and Value to to specify the minimum and maximum approval amounts for the approver. For the first approver, you can specify a non-zero value for the minimum amount. For the last approver, leave the maximum amount empty.
3. Select Save.

   The AP supplier invoice approval policy page appears.

After you've saved the default value approval rule, you can add value approval rules for specific departments.

To add a value approval rule for a specific department:

1. Select the View icon next to the name of the rule set you just added.

   The Value approval rule set page appears.

2. Select Edit.

   The Value approval rule set page refreshes.

3. In the Department-specific rules section, select Add.

   The Value Approval Rule page appears.

4. Select a Department ID.
5. Add any optional Description.
6. For each approver you want to add:
   • Select an Approver. For a user to appear in the list, the user must have permission to Approve AP supplier invoices in Accounts Payable.
   • Enter Value from and Value to to specify the minimum and maximum approval amounts for the approver. For the first approver, you can specify a non-zero value for the minimum amount. For the last approver, leave the maximum amount empty.
7. Select Save.

   The Value approval rule set page appears. A row for the department now appears in the table of department-specific rules.

8. Repeat steps 3 to 7 for each value approval rule that you want to add for a specific department.
9. Select Save.

   The AP supplier invoice approval policy page appears.

Edit a value approval rule for a specific department

1. In the Department-specific rules section on the Value Approval Rule Set page, if you don't see a Add at the top of the table, select Edit.

   The page refreshes and the Add sign appears.

2. In the table in the Department-specific rules section, find the department you want and select the pencil icon. The Value Approval Rule page appears.
3. Add, modify, or delete the approvers and approval amounts as needed.
4. Select Save.

Delete a value approval rule for a specific department

Delete the value approval rule for a specific department from the Value approval rule set page and not from the Value approval rule page.

Permission-based value approvals

You add or edit the value approval rule for permission-based value approvals starting from the Accounts Payable AP supplier invoice approval policy page.

Add the value approval rule

If you selected Value Approval as a rule type in your approval policy and have not previously set up the level approval amounts, you need to add a value approval rule.

To add an approval rule:

1. On the Accounts Payable AP supplier invoice Approval Policy page where you have specified Value Approval as a rule type, select Edit.

   The Value approval rule page appears.
   

2. Add any optional Description.
3. For each level of approval you want:
   • Enter Value from and Value to to specify the minimum and maximum approval amounts for the level. For the last level, leave Value to empty. For the first level, you can specify a non-zero value for the minimum amount.
   • Select Minimum approvers to specify the required number of approvers for the level. Transactions can be approved by anyone with permission for that level of approval.
4. Select Save.

Edit the value approval rule

If you have selected Value Approval as a rule type in your approval policy, you might want to edit or view its value approval rule.

To edit or view a value approval rule:

1. On the Accounts Payable AP supplier invoice approval policy page where you have specified Value Approval as a rule type, select Edit.

   The Value approval rule page appears.

2. Add, modify, or delete information as needed.
3. Select Save.

Delete the value approval rule

You can't delete the value approval rule for the permission-based value approvals.