Maintaining Authorized Approvers

Objective

After completing this lesson, you will be able to manage authorized approvers.

Authorized Approvers Overview

An authorized approver is a user with the Expense Approver role and additional special approver permissions:

  • Limit approval: If the company wants to use limit approval, you can assign each authorized approver an amount limit. The authorized approver can then approve an expense report if the report amount is equal to or less than that assigned limit.
  • Exception approval: If the company wants to use exception approval, you can define a minimum and maximum exception level. The authorized approver can approve an expense report if the report has an exception level at or between the defined minimum and maximum levels.

An authorized approver can have limit approval, exception approval, or both. A workflow can combine one or more standard Expense approvers and one or more authorized approvers.

The image displays a Workflows page with the Authorized Approvers tab selected. The Authorized Approver List sub-tab is highlighted. A left tree shows Global with country folders, and Brazil is highlighted. A checked box reads “Include all groups below selected group.” Controls display New, Modify, Remove, and a Search field. A grid lists Group, Approver, Authorized Currency, Approval Limit, Level, and Can Approve Exceptions, with sample limits such as BRL 1,000.00, BRL 5,000.00, and $5,000.00; all rows show No under Can Approve Exceptions.

Configure Authorized Approvers

To configure authorized approvers:

Steps

  1. On the Workflows page in Expense Admin, select the Authorized Approvers tab and then the Authorized Approver List sub-tab.

    The image displays a Workflows page with the Authorized Approvers tab highlighted and the Authorized Approver List sub-tab highlighted. A checked box labeled “Include All Groups below Selected Group” sits above a left tree with a collapsed Global folder. Controls show New, Modify, and Remove, a filter field to enter part of an item name, and a Search box with clear and magnifier icons. A grid with column headers—Group, Approver, Authorized Currency, Approval Limit, Level, and Can Approve Exceptions—shows no rows.

  2. Select the appropriate level within the listed approval hierarchy and then select New.

    The image displays a Workflows page with the Authorized Approvers tab open and the Authorized Approver List sub-tab active. A left tree shows Global > Czech Republic > Human Resources, with the group “4002 (4002)” highlighted. A checkbox labeled “Include All Groups below Selected Group” is checked, and a filter field appears above the tree. On the right, controls show New, Modify, and Remove, with the New button highlighted. A grid with column headers—Group, Approver, Authorized Currency, Approval Limit, Level, and Can Approve Exceptions—awaits entries.

  3. Search for the Approver and enter the approval limit. If your company is using exception approvals, be sure to select Can approve exceptions.

    The image displays a Workflows page with the Authorized Approvers tab open. A New Authorized Approver dialog appears for the group Global–Czech Republic–Human Resources–4002. The highlighted form area includes the Approver input field, the Can approve exception checkbox, and the Approval Limit section with a Currency “Select one” dropdown and an Amount field set to 0. A Save button sits at the bottom of the dialog.

  4. Select Save.

    The image displays a Workflows page with the Authorized Approvers tab open. A New Authorized Approver dialog shows Group set to Global–Czech Republic–Human Resources–4002, Approver set to Expense Approver2, Can approve exception unchecked, and Approval Limit with Currency set to US, Dollar and Amount set to 5000. The Save button at the bottom is highlighted, with Cancel beside it.

Summary

  • Manage authorized approvers with specific approval permissions.
  • Define approval limits for each approver in the Authorized Approvers tab.
  • Implement exception approval based on defined minimum and maximum levels.
  • Combine standard and authorized approvers within a single workflow.
  • Manage approvers within the defined approval hierarchy.

Learning

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