Monday, December 19
Work with the Approval procedure Functionality
At the end of this topic you will be able to work with the approval procedure functionality , approve or reject documents , generate reports for monitoring approval procedures and create draft documents as genuine documents .
In the first unit , you have learnt how to make the initial definitions required in order to work with approval procedures . In this unit you will learn how to maintain regular work with approval procedures in SAP business one . You will learn how to approve or reject documents . You will also learn how to use SAP business one’s internal messaging system and special reports created for monitoring approval procedures .
The work method - lets take a look at the example with the approval template that we have defined in the previous topic . A sales agent – the originating user creates a sales order . As he clicks on add , SAP business one checks the discount percentage . In case it is less than ten percent , the user can simply add the document . However in case the discount percentage is more than ten percent , an approval procedure will be launched . According to the approval stage linked to the approval template an internal message is sent to the two sales managers . These sales managers now have two options . They can either approve or reject the approval . In case that at least one of them approves the request , and this is the last approval stage defined in the template an internal message will be sent back to the originating user , notifying him that his request has been approved . Now the user can simply add the sales order . In case both authorizing users reject the request , an internal message will be sent back to the originating user notifying him that his request was rejected . Now the user needs to create a new sales order with a lower discount percentage .
After we have learnt how to define the approval stages and approval templates , it is now time to demonstrate how the approval procedure works . Lets open the define approvals template window and browse to an existing template . This approval template has been named orders for approval . The originating user is Tom King . The user which is logged in here and is displayed in green . The approval template will launch the approval procedure for sales order with the stages of sales which contains the authorizing users Sofie Klogg and Bill Levine . The stage will be completed even if only one of the two authorizing users approves it . And according to the term discount percentage greater than ten percentage . This means each time that Tom King tries to add a sales order with a discount percentage greater than ten percent . The approval procedure will be launched and this stage will have to be completed . Tom is going to add a sales order . He goes to sales and opens the sales order window . He then selects a customer and enters the relevant data into the order . Note that the discount percentage entered is greater than ten percent . As Tom clicks add this window opens . The window in the case is for the approval procedure that has just been launched . The table here in this case displays the templates that have just been added . In this example its orders . Tom can enter additional remarks if he wishes so . These remarks will then be used to finding the authorizing users in the approval template. As Tom clicks ok , the sales order is saved a s a draft and an internal message is sent to the authorizing users . In this case on of the authorizing users Sofie Klogg displayed in orange has just received a request for document approval from Tom King . Sofie can double click the message , go to the data tab page and click the link arrow next to the sales order based on draft number six which has just been created by Tom . The request for approval window opens. This window all the data in the sales order draft that Tom has just created . At the bottom part of the window , at the title answer , Sofie needs to select her decision .She can either approve or reject the document . She can also leave it pending for someone else to approve it in case there is another authorizing user . Sofie decides to approve the document . She can enter additional remarks which will be sent along with the internal message to Tom . As she updates the window the message is sent to Tom . The messages alert window overview opens . Tom ca double click the message . Document generation approved from Sofie Klogg . Tom clicks the link arrow to draft number six and he can see that the sales order draft is in approved standards . This means that the stages of the approval template have been completed and the document now is approved .Tom can add the document now as a genuine document . The approval procedure has now been completed .
Please note the following : an internal message will be sent to the originator user only at the end of the approval procedure . In case of approval – only when the final approval stage of the approval template , an internal message will be sent to the originating user in order to notify him that his request was approved . In case of rejection – as soon as a certain approval stage is rejected , an internal message will be sent to the originating user in order to notify him that his request was rejected .
In order to save time and bureaucracy , the authorizing user can add the document himself . In this case a corresponding internal message will be sent to the originating user .
Approval status report : the approval status report displays the status and history of documents created by originating users , the status and the history of their approval procedure . You can generate this report according to the criteria such as document status , originator , authorizer , the document type and more .
As we explained just now , the approval status report is used mainly by originating users who would like to track down their requests for approval . The approval status report displays one row for each request for approval . You can see that there were six requests for approval by tom King – 4 sales order and 2 A/R invoices . The report displays all the documents that went through an approval procedure or are in the process of the approval procedure . These documents have been approved and generated . This one is still in the process of approval procedure . It has not been approved just yet hence it shows suspended. Next to each document you can find a drop down icon . Click this icon to display the appropriate template linked to the document . If you click the template row , an additional template will be displayed at the bottom of the screen . This table displays the details linked to this template . This table displays one row per authorizing user linked to the stages . There are two stages here – sales and finance . In the sales stage there are 2 authorizing users – Sofie Klogg and Bill Levine . In this case Sofie did not approve this stage while Bill has , since this stage approval requires a single authorization in order to be completed , Bills approval was enough in order to launch the next stage . In the final stage there is only one authorizing user . Therefore the approval of Michael Davis , approves the entire template . The document can now be created . Authorizing users can also use the approval status report in order to update their decision regarding the request for approval . As we have demonstrated , they can either use the massages alert overview window in order to update their decision here . However they can use the approval status report in order to do the same thing . Sofie Klogg is an authorizing user. She can run the approval status report , click a template row and display the related stages . As you can see here , the row related to Sofie is active. Sofie can update her answer here . She can enter additional remarks and when she clicks update , a relevant message is sent to the originating user – in this case it is Tom King .
Please note the following : in order to cancel an approval procedure highlight a document row and select from the upper menu data and select the option cancel . In order to restore a cancelled approval procedure , highlight a document row and select from the upper menu data and click on restore . This approval procedure will be continued from the stage it had been cancelled .
Approval design report : the approval design report is designated mainly to the authorizing users . The report displays detailed information on historic and current approval procedures . Authorizing users can update their status for their documents pending for this reply . The authorizing users can reply to each pending document separately or sweepingly for a number of documents together .
As we have just explained that the authorizing users can use the approval decision report in order to update a decision regarding pending documents .Bill is an authorizing user .As he runs this report , all the stages in which he is defined as an authorizing user are active and allow him to update his decision . The report displays both the stages that were completed and stages that are still in the process of the approval procedure . As you can see here , the white rows are active rows . These rows are related to stages which are still in the process of the approval procedure . Here Bill can update each row manually . To do so , he can click this field and select the required entry from the drop down menu . Howver Bill can use the sweeping update option . In order to use this , Bill need to hold down the control key on the keyboard and click several rows . Sweeping update push button is now active . Bill can click this push button and open the sweeping update window . Then he can select the required decision here . As he click ok , you can see that the required data is updated in all the selected rows . As Bill clicks update here , internal messages will be sent to all the originating users and the documents will be approved or additional stages will be launched .
Determining your work method : you can use two parallel methods for working with the approval procedures function – work with the internal messaging system for approving or rejecting the documents and / or receive note about their status ; work from within the approval status report and the approval decision report without using the internal messaging system . Work by combining those two methods together .
The draft documents : every document that goes through an approval procedure is first saved as a draft. After a draft document is approved at the end of the approval procedure you can add it in SAP business one as a genuine document .
Each document which launches an approval procedure is saved as a draft . However these documents can only be created as genuine ones after they have been approved . In order to see all these documents , you can either go to sales or the purchasing tab . Select the draft types you would like to display and click ok . This window displays the draft documents . Each row displays one draft . Double click a row to open a draft . Documents which went through an approval procedure are displayed along with their approval status . This draft is still pending .Note that you cannot update the table of draft documents , however you can update the header fields . For example the customers reference number . Simply type the required data and select file and then select save as draft . The customers reference number will be saved in that draft . After the draft has been approved you can add it to the system as a genuine document . Simply click add and the sales order will be created as a genuine document .
You are now able to work with the approval procedure function , approve or reject documents , generate reports for monitoring approval procedures and create draft documents as genuine documents .
In the first unit , you have learnt how to make the initial definitions required in order to work with approval procedures . In this unit you will learn how to maintain regular work with approval procedures in SAP business one . You will learn how to approve or reject documents . You will also learn how to use SAP business one’s internal messaging system and special reports created for monitoring approval procedures .
The work method - lets take a look at the example with the approval template that we have defined in the previous topic . A sales agent – the originating user creates a sales order . As he clicks on add , SAP business one checks the discount percentage . In case it is less than ten percent , the user can simply add the document . However in case the discount percentage is more than ten percent , an approval procedure will be launched . According to the approval stage linked to the approval template an internal message is sent to the two sales managers . These sales managers now have two options . They can either approve or reject the approval . In case that at least one of them approves the request , and this is the last approval stage defined in the template an internal message will be sent back to the originating user , notifying him that his request has been approved . Now the user can simply add the sales order . In case both authorizing users reject the request , an internal message will be sent back to the originating user notifying him that his request was rejected . Now the user needs to create a new sales order with a lower discount percentage .
After we have learnt how to define the approval stages and approval templates , it is now time to demonstrate how the approval procedure works . Lets open the define approvals template window and browse to an existing template . This approval template has been named orders for approval . The originating user is Tom King . The user which is logged in here and is displayed in green . The approval template will launch the approval procedure for sales order with the stages of sales which contains the authorizing users Sofie Klogg and Bill Levine . The stage will be completed even if only one of the two authorizing users approves it . And according to the term discount percentage greater than ten percentage . This means each time that Tom King tries to add a sales order with a discount percentage greater than ten percent . The approval procedure will be launched and this stage will have to be completed . Tom is going to add a sales order . He goes to sales and opens the sales order window . He then selects a customer and enters the relevant data into the order . Note that the discount percentage entered is greater than ten percent . As Tom clicks add this window opens . The window in the case is for the approval procedure that has just been launched . The table here in this case displays the templates that have just been added . In this example its orders . Tom can enter additional remarks if he wishes so . These remarks will then be used to finding the authorizing users in the approval template. As Tom clicks ok , the sales order is saved a s a draft and an internal message is sent to the authorizing users . In this case on of the authorizing users Sofie Klogg displayed in orange has just received a request for document approval from Tom King . Sofie can double click the message , go to the data tab page and click the link arrow next to the sales order based on draft number six which has just been created by Tom . The request for approval window opens. This window all the data in the sales order draft that Tom has just created . At the bottom part of the window , at the title answer , Sofie needs to select her decision .She can either approve or reject the document . She can also leave it pending for someone else to approve it in case there is another authorizing user . Sofie decides to approve the document . She can enter additional remarks which will be sent along with the internal message to Tom . As she updates the window the message is sent to Tom . The messages alert window overview opens . Tom ca double click the message . Document generation approved from Sofie Klogg . Tom clicks the link arrow to draft number six and he can see that the sales order draft is in approved standards . This means that the stages of the approval template have been completed and the document now is approved .Tom can add the document now as a genuine document . The approval procedure has now been completed .
Please note the following : an internal message will be sent to the originator user only at the end of the approval procedure . In case of approval – only when the final approval stage of the approval template , an internal message will be sent to the originating user in order to notify him that his request was approved . In case of rejection – as soon as a certain approval stage is rejected , an internal message will be sent to the originating user in order to notify him that his request was rejected .
In order to save time and bureaucracy , the authorizing user can add the document himself . In this case a corresponding internal message will be sent to the originating user .
Approval status report : the approval status report displays the status and history of documents created by originating users , the status and the history of their approval procedure . You can generate this report according to the criteria such as document status , originator , authorizer , the document type and more .
As we explained just now , the approval status report is used mainly by originating users who would like to track down their requests for approval . The approval status report displays one row for each request for approval . You can see that there were six requests for approval by tom King – 4 sales order and 2 A/R invoices . The report displays all the documents that went through an approval procedure or are in the process of the approval procedure . These documents have been approved and generated . This one is still in the process of approval procedure . It has not been approved just yet hence it shows suspended. Next to each document you can find a drop down icon . Click this icon to display the appropriate template linked to the document . If you click the template row , an additional template will be displayed at the bottom of the screen . This table displays the details linked to this template . This table displays one row per authorizing user linked to the stages . There are two stages here – sales and finance . In the sales stage there are 2 authorizing users – Sofie Klogg and Bill Levine . In this case Sofie did not approve this stage while Bill has , since this stage approval requires a single authorization in order to be completed , Bills approval was enough in order to launch the next stage . In the final stage there is only one authorizing user . Therefore the approval of Michael Davis , approves the entire template . The document can now be created . Authorizing users can also use the approval status report in order to update their decision regarding the request for approval . As we have demonstrated , they can either use the massages alert overview window in order to update their decision here . However they can use the approval status report in order to do the same thing . Sofie Klogg is an authorizing user. She can run the approval status report , click a template row and display the related stages . As you can see here , the row related to Sofie is active. Sofie can update her answer here . She can enter additional remarks and when she clicks update , a relevant message is sent to the originating user – in this case it is Tom King .
Please note the following : in order to cancel an approval procedure highlight a document row and select from the upper menu data and select the option cancel . In order to restore a cancelled approval procedure , highlight a document row and select from the upper menu data and click on restore . This approval procedure will be continued from the stage it had been cancelled .
Approval design report : the approval design report is designated mainly to the authorizing users . The report displays detailed information on historic and current approval procedures . Authorizing users can update their status for their documents pending for this reply . The authorizing users can reply to each pending document separately or sweepingly for a number of documents together .
As we have just explained that the authorizing users can use the approval decision report in order to update a decision regarding pending documents .Bill is an authorizing user .As he runs this report , all the stages in which he is defined as an authorizing user are active and allow him to update his decision . The report displays both the stages that were completed and stages that are still in the process of the approval procedure . As you can see here , the white rows are active rows . These rows are related to stages which are still in the process of the approval procedure . Here Bill can update each row manually . To do so , he can click this field and select the required entry from the drop down menu . Howver Bill can use the sweeping update option . In order to use this , Bill need to hold down the control key on the keyboard and click several rows . Sweeping update push button is now active . Bill can click this push button and open the sweeping update window . Then he can select the required decision here . As he click ok , you can see that the required data is updated in all the selected rows . As Bill clicks update here , internal messages will be sent to all the originating users and the documents will be approved or additional stages will be launched .
Determining your work method : you can use two parallel methods for working with the approval procedures function – work with the internal messaging system for approving or rejecting the documents and / or receive note about their status ; work from within the approval status report and the approval decision report without using the internal messaging system . Work by combining those two methods together .
The draft documents : every document that goes through an approval procedure is first saved as a draft. After a draft document is approved at the end of the approval procedure you can add it in SAP business one as a genuine document .
Each document which launches an approval procedure is saved as a draft . However these documents can only be created as genuine ones after they have been approved . In order to see all these documents , you can either go to sales or the purchasing tab . Select the draft types you would like to display and click ok . This window displays the draft documents . Each row displays one draft . Double click a row to open a draft . Documents which went through an approval procedure are displayed along with their approval status . This draft is still pending .Note that you cannot update the table of draft documents , however you can update the header fields . For example the customers reference number . Simply type the required data and select file and then select save as draft . The customers reference number will be saved in that draft . After the draft has been approved you can add it to the system as a genuine document . Simply click add and the sales order will be created as a genuine document .
You are now able to work with the approval procedure function , approve or reject documents , generate reports for monitoring approval procedures and create draft documents as genuine documents .
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