APPROVAL MAPS IN ACUMATICA

Acumatica provides the ability to setup approvals on documents based on your own criteria. Approvals can be as simple as on entry of a Payables Bill or a multiple approvals based on things like amount, vendor, etc.. There a few different items that need to be setup for this process to work:

  • Employee/Users
  • Company Tree
  • Approval Map
  • Module Preferences
  • Email Configuration

Employee/Users

Before you can create an approval you will need to create an Employee record and link it to a user account. This is how the system knows who to send the approval to and which user can actually approve the document.

Company Tree

Company Tree allows for you to create a hierarchy of employees in your system and can be used for the approval process.

Approval Map

Now it is time to actually create your approval, go to Configuration – Organization – Assignment and Approval Maps. From there you can add a new Approval map:

  1. Name the Approval Map
  2. Select the Entry Type, you can see there are several options available
  3. Add Steps as needed, more than one step would be used when needing multiple approvals
  4. Give your step a Description and review the settings
  5. Use the Plus Sign to add a Rule
  • The Rule is where you tell the Approval what needs Approval and what to do

6.Create your Rule conditions

  • Ex: Vendor Equals vendorname
  • Ex: Document Amount Is Greater Than $xxx.xx

7. Set your Rule Actions

  • Who to Notify
  • Wait time
  • On Approval

8. Save

Module Preferences

Now that you have an Approval Map created you will need to go to the module where this approval is needed. For example, for Bill and Adjustments we will need to go to Payables – Accounts Payable Preferences.

On the Approval tab add the Approval Map and select your Approval Notification.

Email Configuration

If you’re system is not already setup to email make sure you also configure an email account for all notifications to use.

 

These highly customizable approval maps are very helpful in approval entries. If you need extra support, you may want to consider getting one of our support plans, which you can find here. For more information on approval maps, please review the Approval Workflows by Douglas Johnson


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