Configuring Approval Matrix

Owned by Chilukuri Srinivasa Reddy (Unlicensed)
Last updated: Apr 23, 2024 by Mayuresh Balaji Kamble (Unlicensed)Version comment
5 min read
 SummitAI Procurement
Procurement


What is Approval Matrix?

The Approval Matrix is a decision table that allows the user to define the roles of the Approvers. It is a major element of overall governance framework of a Procurement process. Configuring Approval Matrix is very much required in order to ensure that there is transparency, control and symphony in the Procurement cycle. You can configure an Approval Matrix so that the level-wise Approvers defined in the Approval Matrix can approve specific requests.

To configure an Approval Matrix:

  1. Select Procurement > Configuration > Approval Matrix. The APPROVAL MATRIX page is displayed.
  2. On the ACTIONS panel of the APPROVAL MATRIX page, click APPROVAL MATRIX.
  3. On the APPROVAL MATRIX page, fill in all the required information. For more information about the fields on the APPROVAL MATRIX page, see Field Description.

    APPROVAL MATRIX page
    Figure: APPROVAL MATRIX page

  4. Click SUBMIT.

Field Description

The following table describes the fields on the APPROVAL MATRIX page.

Field

Description

Tenant

Select the Tenant for which you want to configure the Approval Matrix.

Approval Matrix For

Select the Approval criteria for which you want to configure the Approval Matrix.

Budget Type

Select the Budget Type from the drop-down list. This option is enabled when Approval Matrix is configured for Budget and Purchase Request.

Is Advance Amount Required?

Select if the any amount is paid in advance. This option is enabled only when the Approval Matrix is configured for Contract Purchase Order/Purchase Order.

Purchase Request For

Select the purpose of Purchase Request to configure the Approval Matrix. This option is enabled only when Approval Matrix is configured for Purchase Request.

No. of Approval Levels

Select the number of Approval levels through which the Approval criteria has to pass before it is approved. If selected, the user will be asked to configure the Approver Role, Value Criteria, and CC E-mail IDs.

Purchase Order (STPI/CT3S)

Select to enable STPI/CT3 process for the Purchase Orders. This option is enabled only when the Approval Matrix is configured for Purchase Order.

Active

If selected, the configured Approval matrix becomes active.

Value Criteria

Select, if you want to set a criteria based on the value.

  • Minimum Value - Set the minimum limit for the specific Approver.
  • Maximum Value - Set the maximum limit for the specific Approver.
  • Approver Role - Set the role of the Approver.

Click the plus icon to add more Approver specific criteria. The Value Criteria is provided to configure an approver level based on the value limit.

Approver Role

Set the role of the Approver.

Allow Refer Back

Refer Back is only applicable for PR and Vendor where the Approver can send back the PR or the Vendor details to any previous level for a revisit.

  • With Approval - If selected, the PR or the Vendor details follow the same approval cycle.
  • Without Approval - If selected, the PR or the Vendor details come back to the same level directly, from where it is referred back.
  • Select All - If selected, the Approver can select any of With Approval or Without Approval while approving.

Next Approver Level

Next Approver Level is only applicable for PR..

  • Mandatory - If selected, the PR mandatorily reaches the next level of approval.
  • Optional - If selected, the approver is asked before the PR reaches the next level approver. The approver gets a choice while approving to send the PR to the next level approver or skip the next level approver.

CC E-mail IDs

Specify the other recipients' E-mail IDs.

ACTIONS

This section explains all the icons displayed on the ACTIONS panel of the APPROVAL MATRIX page. 

SHOW LIST

Click SHOW LIST to display the LIST table showing all the configured Approval Matrices. The APPROVAL MATRIX page is displayed.

Note:

When the Approval Matrices are displayed under the LIST table, the following actions are displayed on the ACTIONS panel:

  • APPROVAL MATRIX: Click APPROVAL MATRIX to configure an Approval Matrix.
  • MAP APPROVER: Click MAP APPROVER to map an Approver to an Approver Role for a specific Tenant. For more details, see Mapping Approver.
  • APPROVER ROLE: Click APPROVER ROLE to configure a new Approver Role. For more details, see Configuring Approver Role.
  • PRINT: Click PRINT to print the records displayed on the APPROVAL MATRIX page.
  • EXPORT TO EXCEL: Click EXPORT TO EXCEL to export the records displayed on the page to a Microsoft Excel sheet.
  • MANAGE HOD: Click MANAGE HOD to configure HOD for any Organization with four levels.  For more details, see Managing HOD.