The Approvals Screen

Fields in the option:

Block 1: Approval Selection Criteria

Field	Type & Length	Description
Approval Level	N1	The approval level of records to be approved in block 2. The level defaults from the user financial access record {FCSM-5}. The level can be changed should the user wish to query or approve another levels than the users default but the approval level cannot be more than the level allowed for the user i.e. a user with a level 3 can query and approve records on level 1, 2 and 3 but not on level 4.
Sub System	A2	The subsystem defaults from the subsystem of the menu option. The subsystem may be changed should the user wish to query and approve records for subsystems AR, GL, CT (payments), PM and SD.
Approval Notification Route Numbers	N12	The user can enter up to six (6) approval notification route numbers should the user wish to query and approve transactions for a specific approval notification route numbers. The approval notification route number forms part of the approval notification mail received by approvers, the user can enter the route number from the mail to query and approve transactions to which the mail refers.
Cost Centre	A4	The Cost Centre of the transaction should the user wish to query and approve transactions in a specific range of cost centres. The system will validate that the cost centre is valid and a list of values is available of valid active cost centres.
Account	A4	The Account of the transaction should the user wish to query and approve transactions in a specific range of accounts or if the cost centre is completed a range of GLA’s. The system will validate that the account is valid and a list of values is available of valid active accounts.
Transaction Type	N4	The Transaction Type of the transaction should the user wish to query and approve transactions for a specific transaction type. The system will validate that the transaction type is valid for the subsystem selected, a list of values is available of valid transaction types.
Process Date	DD-MON-YYYY	The process date of the transaction should the user wish to query and approve transactions for a specific range of process dates. The system will validate that the process date is in a valid date format.
Originating User	A8	The user that processed the transaction should the user wish to query and approve transactions processed by a specific user? The system will validate that the originating user is a valid user. A list of values is available of valid users.
Type of Document	A2	The type of document should the user wish to query and approve PM or AR transactions. If the subsystem is set to AR or PM the system will validate that the type of document is a valid for the subsystem. A list of values is available of valid document type for the sub system.
Document / Journal Number	A10	The Document Number of the transaction. If the subsystem is set to AR or PM, the document number of the document i.e. Invoice or Credit Note. If the subsystem is set to CT the payment number If the subsystem is set to GL the journal number.
Person Type	A1	The ITS person type i.e (S)tudent, (D)ebtor, (P)erson, (C)reditor, (A)lumni or (O)ther. Person Type of the AR transaction will be Debtor.
Person Number	N9	Person (Debtor) Number of the transaction should the user wish to query and approve AR transactions for a specific debtor.
Account Type	A4	The account type of an transaction should the user wish to query and approve transaction for a specific account type. A list of values is available of valid account types for the sub system.
Agreement Code	A4	Agreement Code is only available on transactions of the SD subsystem.
Reference Number	N12	The Reference of the transaction should the user wish to query and approve transactions for a specific reference. The same applies to transactions in the other subsystems.
Query Approval	Button	On pressing the button the user will go to block 2 of the application where all unapproved transaction will be displayed according to the query criteria in block 1 and the user restriction of the user.
Print	Button	On pressing the button system will generate a report according to the query criteria in block 1 and the user restriction of the user of unapproved transaction. All fields on the block except the Approve / Reject field is display only field the user can only update this field.

Example:

Block 2: Approval Information

Field

Type
&
Length

Description

A200

Displays key information of transactions requiring approval.

Cost Centre

The Cost Centre of the unapproved transaction for the approval level in block 1.

Account

The Account of the unapproved transaction for the approval level block 1.

Amount

N17.5

The amount of the unapproved transaction for the approval level in block 1.

Approve / Reject / Not Approved

The initial value of the field is defined by the user by setting the system operational definition code WC to either (I)gnore, (A)pprove or (R)eject.

To approve update the value of a line to A to reject the transaction update the value to R and commit. Records set to N are not approved or rejected and can be approved or rejected at a later stage should the user wish to postpone the approval or rejection.

The following pop up menus are available to query and view unapproved transactions

Query GL Transactions	{FGLO-22}
Query Requisition, Orders, GRV’s or Stock Transfers	{FPMO2-5}
Search A PM Documents	{FPMO2-8}
Query Creditor Documents	{FPMO5-1}
Query Creditor Account	{FPMO5-30}
Query Debtor Documents	{FARO-1}
Query Debtor Accounts	{FARO-3}
Query Student Journal	{FSAO-1}
Query Student Account	{FSAO-7}
Query Payment Information	{FCTO-6}
Query Approval Information

The option displays for the selected unapproved transactions the approval history up to that point. The user has the option to print the approval information displayed.

Other GL Information

For the approval record where the cursor is active the following detail information will be displayed in the area on the right approval field.

Debtor Name

Debtor Number

Type of Document

Document Number

Line Number

Process Date

Originating User

Originating User Date and Time

Transaction Type and Description

Account Type and Description

Document Information. (Currency, Amount, Local Value, VAT)

Line Information (Quantity, Unit Price, VAT Rate, Line Amount, VAT Amount and Total)

Journal Information (Cost Centre Account Reference Amount and Transaction Sign)

Approval Information (Cost Centre, Account, Approval Level, User, Date, Time, Approve Reject)

Approve All

Button

On pressing the button all unapproved record will be set to A for approval.

Committing afterwards will approve all records set to A.

Reject All

Button

On pressing the button all unapproved record will be set to R for reject.

Committing afterwards will reject all records set to R.

Example:

Subsystem

Key Transaction Information Displayed

Debtor name

Debtor Number

Document Number and Line

Note

CT- Payments

Name on Cheque

Person Type and Number

Payment Method and Payment Number

Budget Status - Forced / Sufficient

The financial indicator of the transaction type i.e. Actual or Budget journal

Debit Credit Indicator of the GL journals line

GL Journal Number

Transaction Type

Reference

Note

Creditor name

Creditor Number

Document Type , Number and Line

Note

Student Name and Initails

Student Number and Transaction Reference

Transaction Note

History Of Changes

Date	System Version	By Whom	Job	Description
21-Feb-2007	v01.0.0.0	Amanda Nell	t133678	New manual format.
23-Mar-2009	v01.0.0.1	Ernie van den Berg	t157063	Make Approval Screen a separate manual.
07-Jun-2013	v02.0.0.0	Eunice Ratlou	t191324	Cost Centre; Account; Transaction Type; Originating User;Type of Document; Account Type;The word "value" in all above fields description must change to values.