Purchase Approval Ranges

Setting up Purchase Approval Levels

In order to specify the cost band under which a Purchase Approver can approve or reject incoming orders, you will need to create Purchase Approval Ranges under Settings > Purchase Approval Ranges.

Add a New Range

• Provide a Lower Value - this sets the lowest order value for any requisitions placed will follow the rules set-up for this level

• Provide a Upper Value - this sets the highest order values for any requisitions placed will follow the rules set-up for this level

  • So this means for a Range, if the Requisition value falls within the lower and upper value of a range, then the rules will apply.

  • Make Infinite = only one range can be set with this. This means that any orders placed from the Lower Value onwards will fall into this range. 

For example, to set a range for the £1,000.00 – £9,999.99 band, set your lower value as 1000 and your upper value as 9999. 

N.B. These values are inclusive so, in this example, any requisition for £1000 or £9,999.99 would fall within this range.

• Always requires Budget Holder’s Rubber Stamp? Requisition will require Rubber Stamping before going to a Purchase Approve. Rubber Stampers are set up in User Management > Purchase Approvers

  • Tick if this level Requires Rubber Stamping

• Provide No. of Purchase Approvers Requisition will require X amount of Purchase Approvers before PI can be sent to supplier(s)

  • Must be greater than 0

  • Purchase Approvers are set up in User Management > Purchase Approvers 

• Once you are happy with the information you have entered, click "Add".

Any Requisition values that aren’t specified within a Range, will NOT follow a Purchase Approval range. E.g. for low values Requisitions, you only need to create Ranges at the point you wish to utilise the Purchase Approval workflow. 

• Click Edit if you need to edit an existing level
  • Any changes made will ONLY affect NEW Purchase Items/Requisitions - it will not affect existing/ in-progress ones
• Click Disable  if you wish to disable a level (i.e. one that is in affect)
• Click Delete if you wish to delete a level (note the Delete button will be disabled if there are any orders in the workflow)

Once the range has been added you will be able to edit, disable or delete it, until it comes into use with requisitions, at which point, it cannot be deleted but simply disabled. 

N.B. For your highest band, you should set the upper value to be infinite so it captures every requisition over a given value.  For example, if you want your approver with the highest authority to be able to approve any order over £10,000.00, then you can set your lowest value as 10000 and tick the Make Infinite ∞ checkbox. If you don't do this then requisitions over your upper value will be able to bypass the approval process.

Allocating your Purchase Approvers/ Budget Holders

Click here for help on how to allocate Purchase Approvers/ Budget Holders.