Setting up Purchase Approvers, Budget Holders and Enhanced Receipters

User Management > Purchase Approvers

This screen allows Key Users to:

1. Set up and manage Purchase Approvers (when utilising Purchase Approval ranges for DirectP2P)
2. Set up and manage Budget Holders (when utilising Purchase Approval ranges for DirectP2P)
3. Set-up and manage Enhanced Receipters, that can Goods Receipt on DirectP2P orders they are not named against

TABLE OF CONTENTS

• Purchase Approvers and Budget Holders
  • Setting up Purchase Approvers
  • Budget Holders
• Enhanced Receipting

Purchase Approvers and Budget Holders

Requisitions can be sent to both Purchase Approvers and Budget Holders to approve or reject. This adds another layer of security to your Direct-P2P workflow as it prevents orders being made without validation by nominated users. 

When the total cost of a requisition falls within a value bracket (a Purchase Approval range), depending on how that range is set up, the requisitioner will have to select one or multiple Purchase Approvers and Budget Holders to validate the requisition before any Purchase Orders can be sent to the supplier(s). 

• Budget Holder receives the Requisition first to provide a Rubber Stamp, or to reject. 
  • Budget Holders are the higher level of approval and may not be needed for every Purchase Approval range.
• Purchase Approver receives the Requisition after the required Budget Holders have provided their Rubber Stamp of approval, to then approve or reject.

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⚠ Important

In order to set up Purchase Approvers, you will need to have set up the relevant Purchase Approval Ranges. Click here for articles on how to do this.

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Setting up Purchase Approvers

Users can be designated as a Purchase Approver for different Purchase Approval ranges. 

• This means that the user can be selected as a Purchase Approver by a buyer for requisitions that have a total cost that falls within the range(s) they've been assigned.

They can also have different permission levels that determine the buyers that can select the Purchase Approver depending on if they belong to the same section, department or organisation.

To assign a user as a Purchase approver head to Settings > User Management in the Purchase Approvers tab :

• Click the 'Set Range' button next to their name
• This will open a modal window where you can select the Purchase Approval range(s). You can select multiple ranges.
• Once you have selected these, you can then select the permission level for the approver:
  • None - No permission to approve or reject (you can use this is you would like someone to be a budget holder but not a Purchase Approver) 
  • Section - Is allowed to approve or reject requisition for their section.
  • Department - Is allowed to approve or reject requisition for their department.
  • Organisation - Is allowed to approve or reject requisition for their organisation.
  • All - Is allowed to approve or reject requisition for anyone.
• Once you are happy with your selection, click '×' in the top right to close.

You can go back into this screen to edit the approval ranges and permissions at any point.

Setting up Budget Holders

To assign a user as a Budget Holder:

• Tick the 'Budget Holder' tickbox on their line
• Click Set Authority button next to the tickbox
• This will open a modal window where you can select the Budget Holder Authority level
  • Default - Can rubber stamp against Budget Codes which they have access to (i.e. if a budget code selected is tied to a Section, then the user will appear if they belong in that Section)
  • Section - Can rubber stamp against Budget Codes allocated to their Section that they belong to
  • Department - Can rubber stamp against Budget Codes allocated to their Department that they belong to 
  • Organisation - Can rubber stamp against Budget Codes allocated to their Organisation that they belong to 
  • All - Can rubber stamp against any Budget Codes

If selected, this user will be available to provide their Rubber Stamp where needed for requisitions under their approval budget/level.

Enhanced Receipting

When a Purchase Item is Receipted, this is what allows Suppliers to invoice against it. If an item is not Receipted, a supplier will not be able to submit their invoice.

By default, a user can see this ability to Receipt against a Purchase Item (Requisition) if any of the following apply:

• They are the named Buyer (whether they placed it themselves, or if it was ordered by someone else on their behalf)
• They have ordered on behalf of another buyer

This is the default to reduce the risk of users that may have a greater view of Purchase Items then their own, from accidently Receipting a Purchase Item they were not involved in and thus allowing a supplier to submit their invoice and be paid for it.

If you need to allow users to be able to Receipt for any Purchase Items they can see, i.e. Purchase Approvers, Budget Holders, Team Managers, Administrators etc, you can do this by ticking the box under "Enhanced Receipting".

• They will then be able to Receipt against Purchase Items in their access in which they are not the named Buyer (or ordered on behalf of someone).