Shared Applications - Maintain Approval Information

Maintain Approval Information

This screen displays all lines of the document requiring approvals, which the user selected in the approval entry screen.
The user accesses this screen through right clicking on the Document Type in the approval entry screen.
All lines, which a user can approve or reject, are highlighted in yellow for the approval level displayed in the approval entry screen block.
If restricted, a user can only approve lines to which the user is restricted.
If restricted, the user will see all lines of the document as the user must be able to see an item's GLA in context of the other funding GLAs to be able to approve a line on a item.

Block 1: Financial Item Detail Approval 1 & 2

Field	Type & Length	Description
Document Type	A2	The Document Type of the document to be approved.
Document Number	A10	The Document Number of the document to be approved.
Total	N17.2	The document total in local currency.
Approve All	Button	By clicking this button, the user approves all lines to which the user is restricted for the approval level. If not restricted, the user approves all lines on the document for the approval level. Approving All sets all unapproved lines for the approval level to (Y)es (Approved) and saves the approval user code and the approval date.
Reject All	Button	By clicking this button, the user rejects all lines on the document to which the user is restricted for the approval level. If not restricted, the user rejects all lines on the document. Reject All sets all unapproved lines for the first and the second approval to (N)o (Rejected) and saves the approval user code and the approval date if the approval level is one (1). Reject All on approval level two (2) sets all unapproved lines for the second approval to (N)o (Rejected) and saves the approval user code and the approval date. If the financing method of the line is cost or percentage, rejecting the line will set all unapproved lines for the first and the second approval to (N)o (Reject) and saves the approval user code and the approval date. If the approval level is two (2) only the second approval fields is set to rejected (N)o (Rejected) and the approval user code and the approval date are saved.

Example:

Block 2:

This block displays all lines of the document that the user selected for approval. Instead of approving the complete document, the user can approve items per line in this block.

Field	Type & Length	Description
Description	A30	The first 30 characters of the item description as entered on the item. This is a display only field.
Cost Centre	A6	The Cost Centre of the expense GLA on which the approver must approve the expenditure. This is a display only field.
Account	A8	The Account of the expense GLA on which the approver must approve the expenditure. This is a display only field.
Total	A8	The expenditure on the GLA, the VAT exclusive value in local currency, of the line which the approver must approve. This is a display only field.
Financing	A1	The financing method of the line on the document. Valid financing methods are (Q)uantity, (P)ercentage and (C)ost. This is a display only field.
First Approval Indicator	A1	The users may set the approval indicator to (Y)es = Approve or (N)o = Disapprove (Reject). The approval user will only be able to set the approval indicator on lines to which the user is restricted if the user is restricted. If a line is rejected the second approval field will automatically be set to (N)o (Reject) and the approval user code and disapproval date will be saved. If the financing method of the line is cost or percentage, rejecting the line will set all unapproved lines for the first and the second approval to (N)o (Reject) and the approval user code and disapproval date will be saved. Pop Up Menu - only available on the second approval indicator field if the line is not already approved and the user is restricted to the per amount or per cost centre, account. Approve - sets the approval indicator to (Y)es (approve) also saves the approval user code and approval date. Disapprove - sets the approval indicator to (N)o (reject) and saves the approval user code and approval date.
User	A8	The user who approved the line. On update of the approval indicator the field is set to the user code approving the line.
Date	DD-MON-YYYY	The date the user approved the line. On update of the approval indicator the field is set to the system date.
Second Approval Indicator	A1	The users may set the approval indicator to (Y)es = Approve or (N)o = Disapprove (Reject). The approval user will only be able to set the approval indicator on lines to which the user is restricted if the user is restricted. If the financing method of the item is cost or percentage rejecting a line will set all unapproved lines for the second approval to (N)o (Reject) and save the approval user code and approval date. Pop Up Menu - only available for the second approval indicator field if the line is not already approved and the user is restricted per amount or per cost centre, account Approve - sets the approval indicator to (Y)es (approve) also saves the approval user code and approval date Disapprove - sets the approval indicator to (N)o (reject) and saves the approval user code and approval date.
User	A8	The user who approved the line. On update of the second approval indicator the field is set to the user code approving the line.
Date	DD-MON-YYYY	The date the user approved the line. On update of the second approval indicator the field is set to the system date.
		On completing all lines on a document, the document will no longer display in the option.

Example:

Processing Rules
	No special processing rules

Date	System Version	By Whom	Job	Description
07-Jun-2007	v01.0.0.0	Amanda Nell	t134659	New manual format.
26-Jan-2009	v01.0.0.1	Marchand Hildebrand	t152121	Proof Read System Owner