Maintaining Invoice Authorized Approvers

Objective

After completing this lesson, you will be able to manage invoice authorized approvers and limits

Invoice Authorized Approvers Overview

Authorized Approvers are users who have the standard Invoice Approver role plus additional permissions that allow them to approve payment requests or invoices under specific conditions. They may be assigned either a Limit or Exception Level. Review the terms below to learn more.

Limit Approval
The approver can approve an expense report when the total amount is equal to or below their assigned limit.
Exception Approval
The approver can approve reports that contain exceptions within a defined minimum and maximum exception level.

An Authorized Approver may have one or both permissions, and workflows can include any combination of standard approvers and authorized approvers to meet a company’s approval requirements.

Workflow configuration screen with tabs, a checkbox to include all groups, a search field, action buttons for new, modify, and remove, and a collapsible Global group list with empty approver table columns.

Configure Invoice Authorized Approvers

Review the following steps to learn how to configure authorized approvers.

Steps

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

    Workflows screen showing navigation tabs, the Authorized Approvers tab highlighted, the Authorized Approver List sub‑tab selected, a filter field, action buttons, and a Global group entry with empty approver table columns.

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

    Workflows screen showing navigation tabs, the Authorized Approver List section open, a search and filter field, New and Modify buttons highlighted, and the Global group expanded to display nested organizational groups including IT and item 1001.

  3. Search for the Approver, enter the approval limit, and then select Save.

    New Authorized Approver dialog showing Global group, an approver email entered, an optional exception checkbox, and an approval limit section with currency set to US Dollar and amount set to 10000, with Save and Cancel buttons.

Result

The approver’s approval limit is saved to the selected hierarchy item.

Summary

  • Authorized Approvers have added permissions to approve invoices based on limits or exception levels.
  • Limit Approval allows approval of expenses at or below the approver’s assigned amount.
  • Exception Approval allows approval of reports with exceptions within defined levels.
  • You can assign one or both approval types to meet company workflow needs.
  • Configure authorized approvers by selecting a hierarchy level, adding the approver, and entering the approval limit.

Reference

TopicLink
Authorized ApproversSAP Help Portal

Learning

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