Using Approval Assignments (Oracle Purchasing Help)


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Using Approval Assignments

Use the Assign Approval Groups window to associate approval groups with a specific job or position and a document type including: Purchase Requisition, Internal Requisition, Standard Purchase Order, Planned Purchase Order, Blanket Purchase Agreement, Contract Purchase Agreement, Scheduled Release, and Blanket Release. You can associate multiple approval groups with a single document type/job or position combination. Whenever you associate two or more approval groups with a single document type/job or position combination, Purchasing uses the most restrictive rule to evaluate authorization limits.

Attention: While individual approval groups do not require an enabling Account Range Include rule, every document type for each job/position must be associated with at least one approval group with this characteristic. Otherwise, employees in the associated job or position will be unable to approve this document type.

If no approval groups are associated with a particular document type for a given job or position, then employees assigned to this job or position will be unable to approve documents of this type.

If you want to specify the approval assignments for the Purchasing department described in the Defining Approval Authorization Rules document (See: Defining Approval Authorization Rules), you can begin with the Senior Buyer position. Assuming Senior Buyers should be able to approve all document types, you can set up the control assignments as follows:

Control Function Approval Group Start Date

Blanket Purchase Agreement Buyer Master dd-MON-yy

Blanket Release Buyer Master dd-MON-yy

Contract Purchase Agreement Buyer Master dd-MON-yy

Internal Requisition Buyer Master dd-MON-yy

Planned Purchase Order Buyer Master dd-MON-yy

Purchase Requisition Buyer Master dd-MON-yy

Scheduled Release Buyer Master dd-MON-yy

Standard Purchase Order Buyer Master dd-MON-yy

Table 1 - 3. (Page 1 of 1)

This plan allows Senior Buyers to approve all document types for all account ranges with a maximum amount limit of $50,000. The Senior Buyer position can approve all locations, items, and item categories by default.

Control Function	Approval Group	Start Date
Blanket Purchase Agreement	Buyer Master	dd-MON-yy
Blanket Release	Buyer Master	dd-MON-yy
Contract Purchase Agreement	Buyer Master	dd-MON-yy
Internal Requisition	Buyer Master	dd-MON-yy
Planned Purchase Order	Buyer Master	dd-MON-yy
Purchase Requisition	Buyer Master	dd-MON-yy
Scheduled Release	Buyer Master	dd-MON-yy
Standard Purchase Order	Buyer Master	dd-MON-yy
Table 1 - 3. (Page 1 of 1)

If Junior Buyers can approve releases (and no other document types) based on the authorization criteria you specified in the Defining Approval Authorization Rules document, set up the Control Assignments as follows for this position:

Control Function Control Group Start Date

Blanket Release Buyer Master dd-MON-yy

Blanket Release Junior Buyer dd-MON-yy

Scheduled Release Buyer Master dd-MON-yy

Scheduled Release Junior Buyer dd-MON-yy

Table 1 - 4. (Page 2 of 2)

In this case, Junior Buyers can approve up to $25,000 for each Blanket and Scheduled Release including all but one category of manufacturing items. These employees cannot approve Standard Purchase Orders, Planned Purchase Orders, Purchase Requisitions, Internal Requisitions, Blanket Purchase Agreements, or Contract Purchase Agreements regardless of document total or content. Finally, Junior Buyers are unable to approve any document type that includes MRO item categories.

Control Function	Control Group	Start Date
Blanket Release	Buyer Master	dd-MON-yy
Blanket Release	Junior Buyer	dd-MON-yy
Scheduled Release	Buyer Master	dd-MON-yy
Scheduled Release	Junior Buyer	dd-MON-yy
Table 1 - 4. (Page 2 of 2)

Attention: Note that we assigned two approval groups to each document type in this example. The Buyer Master approval group lets Junior Buyers approve releases by providing an enabling Account Range Include rule. The Junior Buyer approval group introduces the specific authorization restrictions for this position. Remember, the most restrictive rules prevail at approval time, so even though the Buyer Master Account Range Include rule allows for a $50,000 Amount Limit, the Junior Buyer Document Total rule with a $25,000 Amount Limit controls the approval ceiling.

MRO Buyers should be able to approve any document type for up to $10,000 of MRO item categories. Set up the approval assignments as follows:

Control Function Approval Group Start Date

Blanket Purchase Agreement Buyer Master dd-MON-yy

Blanket Purchase Agreement MRO Buyer dd-MON-yy

Blanket Release Buyer Master dd-MON-yy

Blanket Release MRO Buyer dd-MON-yy

Contract Purchase Agreement Buyer Master dd-MON-yy

Contract Purchase Agreement MRO Buyer dd-MON-yy

Internal Requisition Buyer Master dd-MON-yy

Internal Requisition MRO Buyer dd-MON-yy

Planned Purchase Order Buyer Master dd-MON-yy

Planned Purchase Order MRO Buyer dd-MON-yy

Purchase Requisition Buyer Master dd-MON-yy

Purchase Requisition MRO Buyer dd-MON-yy

Scheduled Release Buyer Master dd-MON-yy

Scheduled Release MRO Buyer dd-MON-yy

Standard Purchase Order Buyer Master dd-MON-yy

Standard Purchase Order MRO Buyer dd-MON-yy

Table 1 - 5. (Page 2 of 2)

Using Approval Assignments

See Also