Enter Authorizer

Explanation

Use this activity to enter persons with authorization to approve a purchase.

In order to authorize purchase requisitions and purchase orders, a user must be entered as an authorizer. When the authorizer is entered as basic data, the authorizer can be included as a member of an authorization group or directly connected to authorization routing templates.

Authorization groups are used when, for example, it is sufficient that only one person in a department authorizes a purchase requisition line or purchase order. When the authorization group is used in an authorization routing template, only one of the group members has to authorize. You can connect several users to the authorization group and the same user can be a member of more than one authorization group. Project roles and positions are used similar to authorization groups i.e. the persons who are able to authorize should be assigned to the role or position.

It is required to specify an authorization role for the authorizer. An authorizer can have two different authorization roles. The Authorizer will be the person who will authorize the purchase, and he will also have limitations for the maximum amount of authorizations. It is also possible to define a user as an Acknowledger. The acknowledger is the person who confirms whether the purchase is approved or not. There is no authorization limit for an acknowledger. A purchase cannot be authorized when an acknowledger has not set the same purchase to the Acknowledged status. It is required to have at least one authorizer for each authorization routing, but it is not a must to have an acknowledger for each authorization routing.

An authorizer can also have a superior authorizer who will retain his or her own authorization amount limitations. The superior authorizer must first exist as an authorizer and is able to authorize a step for an authorizer that he/she is the superior.

Since the authorizer is firmly connected to the person record you cannot change any personal data for the authorizer in Purchase Authorization Basic Data/Authorizers. Changes must be performed in the person record in IFS/Enterprise.

Prerequisites

• The user who is to be entered as an authorizer must be entered in the Person window in IFS/Enterprise.
• A company where the person is registered as a user must exist.

System Effects

As a result of this entry, a user can be entered as an authorizer in an authorization routing template, or be included in an authorization group, project role or position which can be added to the authorization routing template. The authorizer is available in the List of Values.

Window

Purchase Authorization Basic Data

Related Window Descriptions

Purchase Authorization Basic Data
Purchase Authorization Basic Data/Authorizers

Procedure

1. Open the Purchase Authorization Basic Data window.
2. Search for your company and then click the Authorizers tab.
3. Create a new record.
4. Enter the person identity in the Authorize ID field for the person who is to be entered as an authorizer. The name, user ID, and phone number of the person are automatically filled in.
5. Select the authorizer role from the Authorization Role list.
6. In the Superior Authorizer field, enter the identity of the person who will act as the superior authorizer for the current authorizer, or select a value from List of Values.
7. If the authorization role is Authorizer enter the maximum amount the authorizer is allowed to authorize for the purchase requisitions, purchase orders and for the changed amount in purchase orders in the respective Max Amount for PR, Max Amount for PO and Max Delta Amount for PO fields. The amount is unlimited if no value is indicated.
8. The Substitute Exist check box will be selected if the authorizer has any substitutes specified. This check box cannot be modified.
9. Select the Notify User check box if a notification should be sent to the authorizer each time the requirement to authorize any purchase requisition or order is required.
10. Save your entry.