With approval policies for the cost centers Invoice for goods (invoice with purchase order reference) or Invoice without order reference, you control the amount from which a group must approve the costs of an invoice for a multi-level approval process. In the approval policy, you define which groups must approve from which minimum amount. You can define up to eight groups (eight-level approval).
If you activate the approval policies, you must define values for all cost centers. If you do not define values for just one cost center, the cost center and therefore the entire invoice cannot be approved.
Let's assume that the group of clerks must approve all amounts from e.g. 0.00 euros, the group of team leaders must approve all amounts from 500.00 euros upwards and the management must approve all amounts from 1,000.00 euros and above.
In this example, for an invoice of 800 euros, the group of clerks can approve the invoice, while the group of team leaders must approve the invoice. Approval by the management is not required. However, the management can and may also approve amounts below the respective approval policy defined for them.
Things to know
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The approval policy for the lower minimum amount can be skipped by default if a group, e.g. the management, is intended for a higher amount (As of amount).
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Negative invoice amounts are offset accordingly in the line item data. If the total amount is a negative amount, the absolute invoice amount is decisive for the approval policy.
Clarify in advance with those involved which approval policies should apply to the cost centers.
You can define the approval policies for the cost centers under Settings > Capture form > Cost center managers.
Here's how
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Select the invoice category under Control: Invoice for goods or Invoice without order reference.
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Activate the Policy active checkbox to display the corresponding cost centers.
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Enter a number under Number of cost center groups. You can configure up to eight cost center groups.
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Under Responsible persons and approval amounts, define the policies for each cost center, group and amount in turn by clicking in the respective fields. The cost centers and names displayed are taken from the master data.
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Click on Save in the ribbon.
The cost center policy always refers to the amount field of the respective line in the item fields and represents the net amount of the line item.
In the As of amount fields, enter the amount from which the selected group must approve an invoice.
Synchronizing the values under "Responsible persons and approval amounts" across invoice categories
If you have entered values for one invoice category in the Responsible persons and approval amounts section, you can also apply those values to the other invoice category.
First, you must select the invoice category, and then click on Synchronize policies on the ribbon.
The policies you have defined for one invoice category (e.g., Invoice with order reference) are applied to the other invoice category (e.g., Invoice without order reference).
With Synchronize policies all values in the table under Responsible persons and approval amounts from the selected invoice category are copied to the other invoice category and, thus, overwritten.
See also