2.1.3.1.8.2. Defining Approval Group ID's
GROUP ID AND GROUP DESCRIPTION
Enter a Group ID (10 characters max) and Group Description for the group. It should be noted that the Group ID is used internally by TimberScan; users will see the Group Descriptions when referencing the approval workflow groups.
USE GROUP (CHECKBOX)
Note also that the Use Group checkbox has been checked and disabled for the Data Entry and Final Review actions. These actions must be performed by user groups rather than named users. (See the section above on User Groups Maintenance.) This checkbox has been enabled for the Approve actions since approval can be done by user groups or named users.
THRESHOLD*
If an approver only wants to see invoices over a certain dollar amount, a threshold can be set so that the approver is skipped for invoices less than the specified amount. The invoice always routes to the first approver. Afterwards, TimberScan evaluates the invoice at each level. You can set a threshold amount for each approver. When the invoice amount is less than the threshold, the invoice skips all other approvers and goes to Final Review. When the invoice amount equals or is greater than the threshold amount, the approver is not skipped. After that approver approves the invoice, TimberScan looks at the next threshold to determine if it should route to or skip the next approver. If the invoice equals or is over the threshold, the invoice moves on to the next approver and so on. If the invoice is less than the threshold, the invoice goes to Final Review.
NOTE: The final approval level cannot have a threshold associated with it as this would be unnecessary.
* To illustrate further, let’s take some invoice examples and apply to the Approval Workflow shown above.
Invoice 1 for $5,000
· After being coded by data entry, the invoice will route to Doug Moffet according to the coding and approval criteria.
· Once approved by Doug, the invoice routes to the next approver - Harvey Syan.
· After Harvey approves, the threshold at Harvey's level is evaluated.
· Because the invoice amount is under the $7000 threshold, it will not forward to any other approvers. It will route directly to Final Review.
Invoice 2 for $7,500
· After being coded by data entry, the invoice will route to Doug Moffet.
· Once approved by Doug, the invoice routes to Harvey Syan.
· After Harvey approves, the threshold is evaluated. Since the invoice amount exceeds the $7000 threshold at Harvey's level, it will forward to Michael to approve.
· Michael Perkins then approves the invoice. Since he has a threshold of $10,000 at his level, only invoice amounts that are $10,000 or greater will move forward to Sally to approve. Because Sally will not receive any invoices under $10,000, the invoice routes to Final Review.
Invoice 3 for $10,000
· After being coded by data entry, the invoice will route to Doug Moffet.
· Once approved by Doug, the invoice routes to Harvey Syan.
· After Harvey approves, the threshold is evaluated. Since the invoice amount exceeds the threshold at Harvey's level, it will forward to Michael to approve.
· After Michael approves, the threshold is re-evaluated. Because the invoice amount equals the threshold amount at Michael's level, the invoice routes to Sally.
· Once Sally approves the invoice, the threshold is evaluated again. Because the threshold at Sally's level is $20,000, the invoice will skip Approve 1 and route directly to Final Review.
Invoice 4 for $20,000
· After being coded by data entry, the invoice will route to Doug Moffet.
· Once approved by Doug, the invoice routes to Harvey Syan.
· After Harvey approves, the threshold is evaluated. Since the invoice amount exceeds the threshold at Harvey's level, it will forward to Michael to approve.
· After Michael approves, the threshold is re-evaluated. Because the invoice amount exceeds the $10,000 threshold amount at Michael's level, the invoice routes to Sally.
· Once Sally approves the invoice, the threshold is evaluated again. Because the threshold at Sally's level is $20,000, the invoice routes to Approve 1.
· Once Approve 1 approves the invoice, it routes to Final Review.
Let's look at another example:
· In the picture above, after being coded by data entry, the invoice will route to Wade Steele according to the coding and approval criteria.
· After Wade approves, the threshold is evaluated.
· Tony Curtis has a threshold of $50,000, meaning he will not see any invoices under that amount.
· If the invoice amount is less than $50,000, the invoice skips Tony and routes directly to Final Review.
· If the invoice amount is $50,000 or greater, the invoice will route to Tony and, after Tony's approval, to Final Review.
When there is a single approver with a threshold, as shown below, the threshold is essentially ignored. In the example shown below, Chris will see every invoice whether it is over $10,000 or not. After Chris approves, the invoice routes to Final Review.
HARD STOP
Checking this box allows an invoice to always go to last approver/group before Final Review by ignoring a threshold. In the example below, Jim will always receive the invoice to approve even when the invoice amount is below the threshold.
USER OR GROUP
Using the dropdowns, select the appropriate groups for each action. If invoices are to be approved by named users, uncheck the appropriate Use Group checkbox and the dropdown list will populate with users who have been granted Approve permission.
INV COMPLETE
After all of the actions have been assigned, press [Save] to save the group.
