About This Document:
This document details the set up of Department, GL Account, and Project Approvals. These resources are often referred to as Segments and each example will also include a Watcher and Approver. After this setup is complete a Cart Example will be used to illustrate the order of these approvals. The Req created will then be viewed from the Requester's Dashboard to monitor the Approval Progress as Approvals are made, all the way to when the Approval Process is complete.
Prerequisites:
This procedure requires the Accounts Payable role.
Notes:
This document assumes that the Accounts Payable User already knows how to create these Segments so only the Watcher and Approver additions are explained. Projects are an optional Segment and are included in this document.
The examples provided display a basic setup for Segment Approval and Spend Limit approval from a user's Personal Approval Path. For more information regarding different features and capabilities with Segment Approvers including switching over to rely solely on Segment Approval, please visit:
Adding Watchers/Approvers for a GL Account
Adding Watchers/Approvers for a Project
Adding Watchers/Approvers for a Department
Order of Approvals When Submitting a Cart
Accounts Payable > GL Accounts > Prendio GL Accounts:
1. Edit the GL Account.
Notes:
First a user will be added as a Watcher, then another user will be added as an Approver.
A Segment can have multiple Watchers or multiple Approvers.
2. Select Add.
3. Select the Watcher from the User Setup window
4. Adjust the dollar threshold to which the Watcher will be notified.
When adding a new Segment Watcher/Approver, the dollar threshold is automatically set to the user’s Approval Limit managed in Admin > Users. This amount can be adjusted as needed.
5. Press Save.
6. Follow Steps 2 - 5 to Add another Watcher/Approver.
7. In this example a higher Notify at amount was entered because this person will be an Approver. Ensure that the Approver box is checked
Save when complete.
8. The Watcher and Approver now display for this segment.
Notes:
The steps for adding a Watcher and an Approver to a Department and a Project are the same.
You can skip to see how these changes affect a Cart creation if desired.
Accounts Payable > Projects > Prendio Projects:
9. Edit the Project.
Notes:
First a user will be added as a Watcher, then another user will be added as an Approver.
A Segment can have multiple Watchers or multiple Approvers.
11. Select the Watcher from the User Setup window
12. Adjust the dollar threshold to which the Watcher will be notified.
When adding a new Segment Watcher/Approver, the dollar threshold is automatically set to the user’s Approval Limit managed in Admin > Users. This amount can be adjusted as needed.
13. Press Save
14. Follow Steps 10 - 14 to Add another Watcher/Approver.
15. In this example a higher Notify at amount was entered because this person will be an Approver. Ensure that the Approver box is checked
Save when complete.
16. The Watcher and Approver now display for this segment.
Accounts Payable > Department > Prendio Departments (For this example, Class is an alternate name for Department):
Notes:
First a user will be added as a Watcher, then another user will be added as an Approver.
A Segment can have multiple Watchers or multiple Approvers.
18. Select Add
19. Select the Watcher from the User Setup window
20. Adjust the dollar threshold to which the Watcher will be notified.
When adding a new Segment Watcher/Approver, the dollar threshold is automatically set to the user’s Approval Limit managed in Admin > Users. This amount can be adjusted as needed.
21. Press Save
22. Follow Steps 18 - 21 to Add another Watcher/Approver
23. In this example a higher Notify at amount was entered because this person will be an Approver. Ensure that the Approver box is checked
Save when complete.
26. The Requester is Mary Leung.
27. Mary has a Spend Limit of $50,000. Her Personal Approval Path will be used for the Exceeded Spending Limit approvals in this example.
Requisition Approval:
When this cart was submitted, the Requisition Approval window displayed the Watchers and Approvers that will be notified. Watchers receive an email indicating that the requisition has been submitted; however, they do not need to approver the order. Approvers will receive an Email and a Dashboard Notification that their approval is required.
*Please note that depending on a company's setup and configurations, Segment Approvers may be listed multiple times for another Segment or as a Spend Limit Approver in a user’s Personal Approval Path. If this occurs, the Approver approves once and will not need to approve again as this will be noted as a Prior Approval.
28. The Segment Watchers are displayed.
29. The Segment Approvers are displayed.
30. The Spend Limit Approvers (Approval Limit) are displayed.
The Requester then monitored the progress of the Approvals as they occurred. This can be done from the View All link on the My Orders Bar on the Prendio Dashboard. Clicking on the link to the Req in the Req# column.
31. The Segment Watchers are the first to be notified, but no response is required. The GL Account Approver, is then notified and will need to review and approve. All other notifications are Pending.
35. Order History also displays the Requisition Approvals that took place.