Department Level Approval for Requisitions Setup

When a Requisition is saved, the appropriate names are added for approval for the dollar amount on that Requisition. An e-mail notice can be sent, or when each user logs in to Mapcon, a message box will popup and inform them they have Requisitions to approve. Clicking the Requisition number takes them there to review and approve it. After a lower Department has approved the requisition, the Requisition is then forwarded to the next Supervising Department until it reaches a Department with enough authority to cover the cost.

To use:

Turn on the two purchasing software switches to both  "Use Mapcon's Extended Authorization System for Purchasing", and  "Use Department Level Authority".  Save. A message box will popup, click Yes.  Logout and login again to reset the system.

            Access: Admin, System Initialization Menu, Purchasing Initialization Menu, Set Purchasing Software Switches.

Important! User Setup:

Each Employee's Authorization record needs to be re-setup for the new department hierarchy to work properly.

            Access: Admin icon, Human resources Administration Menu,  Maintain Employee Authorizations.

Turn the "Requisitions - May Approve Requisitions" flag to off, then turn it back on again. In the popup window indicate the user's maximum dollar level for authorizing requisitions.

Department Setup:

Users are now assigned to departments. Department authority can be setup as a hierarchy, with the highest dollar approval level at the top of the hierarchy. Start by creating the top most level first, then create each Department in order from the highest to the lowest dollar approval level. In the "Supervising Department" field, fill in the name of the Department with the next higher dollar approval level. This is what creates the hierarchical relationship. In the User ID field, add the initials of each user belonging to this department. (The dollar limit is set in the previous step.)

Access: Admin icon, Cost Accounting Administration Menu, Maintain Departments.

Now, create a Requisition and just add each user's sign-on initials to the Authorizations page who need to approve it. If a user on the list does not have enough authority to approve it, when they do approve it will automatically go to their Supervising department, and so on until it reaches a user in a department with enough authority to cover the cost.

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