Epicor Multi Level PO Approvals

Agenda

• What are PO Approvals?
• Why Use PO Approvals?
• Standard Epicor PO Approval
• Crawford Software’s Standard PO Approvals

 

What are PO Approvals?

A preset spending limit on a buyer per purchase order total value when that limit is reached a higher-level person must review and approve/reject the order before it is placed with the supplier.

Why Use PO Approvals?

PO approvals are designed to assist a company in keeping an eye on spending by each of the buyers within an organization

Standard Epicor PO Approval Processes

• Buyer setup with a limit on their buying limit
• Buyer creates a Purchase Order
• Order is above the buyer’s preset limit
  • Order goes into a Pending status
• Buyer’s approver needs to
  • Review Purchase Order
  • Approve/Reject the Order
• Approved Purchase Order goes to Approved

Buyer Setup with a Limit

 

* Person that will needs to Approve any orders by this buyer over their set Limit.

PO Created over Limit

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Approvers To DO

 

 

 

 

 

 

 

 

 

 

 

 

 

 

• Person approving or rejecting Purchase Order selects the appropriate Action
• Recommendation to click on the Date/User Stamp so that the date and time of the approval is put into the record.

PO Approved

 

Crawford Software’s Standard PO Approvals

Matrix created for approval Limits.

Buyers setup with the matrix they are associated with Buyer creates a Purchase Order.

Order is above the buyer’s preset limit.

Order goes into a Pending status

• Approval Process takes place based upon order value and matrix setup on the buyer.

PO Approval Matrix

How it Works

• A buyer may create a Purchase Order up to the beginning limit of the first If the PO’s total value goes over that the PO goes into a Pending status waiting that approval.
• If the first approver reviews and approves and the PO total values is over the beginning limit of the second approver it still stays in a Pending status.
• This continues until all levels have been used or the beginning limit of the next approver is lower than the PO total value.

 

PO Approval Matrix (1)

 

PO Approval Matrix (2)

 

 

 

 

 

 

 

 

PO Approval Matrix (3)

 

 

 

 

 

 

 

 

 

 

The List View shows you all the approvers, the limit that the person below them may approve up to, and if an alternate user is in effect for the approvals.

PO Approval Matrix Example

PO Approval Matrix – FLOW 2
User ID	Level	Beginning Limit	Upper Limit
Buyer	0	$                            –	$       4,999.00
HLOW	1	$                     5,000.00	$ 249,999.00
Epicor	2	$                 250,000.00	$ 499,999.00
Manager	3	$                 500,000.00	$ 999,999.00
EpicorFin	4	$              1,000,000.00	No upper

 

PO Value	# Approvals	Who has to Approve
FLOW 2
$4,000.00	0	No One
$10,000.00	1	Level 1
$275,000.00	2	Levels 1 and 2
$990,000.00	3	Levels 1, 2 and 3
> $1M	4	All 4 levels

 

Buyer Maintenance

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

*In place of a PO Limit we have created the Matrix ID that the buyer will be associated with.

PO Created Over Buyer’s Limit

 

 

 

 

 

 

 

 

Approver’s To Do

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

1. Person approving or rejecting Purchase Order selects the appropriate Action
2. Recommendation to click on the Date/User Stamp so that the date and time of the approval is put into the
3. Click on the Submit to process the Approval/Rejection

Crawford Software’s Standard PO Approvals

• Buyer’s first level approver needs to
  • Review Purchase Order
  • Approve/Reject the Order
• If approval is above that approver’s limit go to the next approver in the
• Repeat this process until all levels have been