Enter Purchase Requisition Authorization Rule

Explanation

Use this activity to define the criteria when the connected authorization routing template will be valid for a purchase requisition line.

When you try to release a purchase requisition line, the system checks for any purchase requisition authorization rule that fulfills the requirement. The system selects the authorization rule with the highest priority implied, i.e., 1 indicates the highest priority. For a specific site, you cannot have two purchase requisition authorization rules with the same priority number with Planned and Released status, but as soon as one has been closed a new one with the same priority can be created. A closed rule can be set again to Planned status using the right-mouse button option Changed to Planned in the header.

To ensure that the authorization routing template will be applied by the system, you can indicate that the purchase requisition line must use a specific requisitioner, supplier, etc. If you want the rule to be applicable to all requisition lines regardless of the value for a criterion, select the corresponding check box in the General tab.

The approval rule can have one of three status: Planned, Released, and Closed. The status is managed from the right-mouse button menu. The approval rule must be in Released status for being used in the workflow.

You can also specify a minimum and a maximum amount in the authorization rule. The Use Gross Amounts check box can be used to indicate whether the values specified as minimum and maximum are inclusive of tax. If the amount of the purchase requisition line is within these values, the authorization rule will be used.

The Allow Changes after Authorization check box will be used to decide whether the total amount of the authorized or partially authorized purchase requisition can be modified or not. If the check box is clear, the user is not allowed to make any changes (ex: quantity, price, conversion factor, etc.) that affect the total amount of the purchase requisition line. Other changes are still allowed.

Authorization Routing Option determines how the system includes steps (authorization lines) and validate steps in the authorization routing template to the authorization routing on the purchase requisition line or purchase order.

Include Steps Based on Limits - The system will only generate authorization steps until a step with enough authorization limits to authorize the purchase order or requisition line that has been reached
Include All Steps and Consider Limits - The system will copy all the steps in the Authorization routing template and validate the authorization limit of the last step while authorizing the purchase order or purchase requisition
Include All Steps do not Consider Limits - The system will copy all the steps in the Authorization routing template without validating the authorization limit of the last step while authorizating in the purchase order or purchase requisition

You can read more about purchase authorization and purchase requisition authorization rules in the document About Purchase Authorization.

Prerequisites

An authorization routing template must have been entered and saved.
When a specific requisitioner, supplier, purchase group, pre-posting type, project category 1, project category 2, project or buyers is to be indicated, you must have entered the corresponding basic data previously.

System Effects

A purchase requisition authorization rule will be created and ready to be released.
If the Use Gross Amounts check box is selected, the values entered in the Minimum and Maximum fields will be inclusive of tax. These values will be compared against the gross amounts in a purchase requisition.

Window

Purchase Requisition Authorization Rule

Related Window Descriptions

Procedure

In the Purchase Requisition Authorization Rule window, create a new record.
Enter the ID of the authorization rule in the Authorization Rule field.
If you are connected to several sites, indicate the proper site. You can either enter the code manually or search for it by using the List of Values.
Enter a priority number.
Click the General tab.
Enter the order code for the type of purchase requisition for which the rule should be used. You can either enter the code manually or search for it by using the List of Values. If you enter the wildcard %, the rule will be used for all order types.
Indicate the template ID on the authorization routing template that will be used when the criteria for the authorization rule are fulfilled.
You can specify a minimum and a maximum amount. If nothing is specified, the minimum amount is defaulted to zero (0) and the maximum amount is unlimited. If the values entered in the Minimum field and Maximum field are to be inclusive of tax, select the Use Gross Amounts check box. You can also select or clear the Allow Changes after Authorization check box to decide whether the user can make any changes that affect the total amount of the requisition line.
Select the Apply for Non Project Connected PR check box if this rule should also be applicable to purchase requisitions which are not connected to a project.
Select the value Include Steps based on Limits from the dropdown list Authorization Routing Option if you want the system to only generate authorization steps until a step with enough authorization limits to authorize the purchase requisition line has been reached.
Select the appropriate tab window and enter the criteria applicable for the rule.
Save your entry.

Optional step (remember to save your entries):

You can enter notes for the authorization rule by right-clicking and selecting Notes.