Setting Up Authorization Routing Template—Basic Data and Requirements Exercises
Basic Data Setup
Authorization Group
Purpose: The purpose of this exercise is to create an authorization group to which authorized users will belong.
Windows:
Procurement/Authorization/Purchase Authorization Basic Data/Authorization Groups
- Create an authorization group and add yourself and some of the other authorizers as members of the authorization group.
General exercise for Creating an Authorization Group
Project Role
Purpose: The purpose of this
exercise is to create a project role to which authorizers later can be assigned
in the project.
Windows:
Project Management/Basic Data/Project Basic/Default Project Roles
-
Create a default project role for the role type project manager in your
company.
General exercise for
Defining Default Project Roles
Main Exercises
Purpose: The purpose of this exercise is to familiarize you with the functionality for creating an
authorization routing template.
Windows:
Purchase Authorization Basic Data/Authorization Routing Templates
It has been decided that for some of IFS Racing's purchases, authorization must be made first by one of the members of your
authorization group and then by you and finally by the
project role project manager (if the purchase requisition line or order is
connected to a project). You will need to set up a new authorization
routing template for this authorization process.
- Open the Purchase Authorization Basic Data window.
- Search for your company.
- Click the Authorization Routing Templates
tab and create a new record (F5)
for the authorization routing template.
- Enter an ID, e.g., the initials, for the authorization
routing template.
- Enter a description of the authorization routing template in the Description field.
- Select a row in the lower part of the window and create a new record (F5). The step number for the first row is automatically set to 10.
- In the Authorization Type list, click Group to indicate that this authorization step is to be made by an authorization group.
- In the Authorization Group ID field, enter your authorization group. The description of the authorization group is populated.
- Save your changes (F12).
- Select a row in the lower part of the window and click New (F5). The step number for the second row is automatically set to 20.
- In the Authorization Type list, click Individual to indicate that this authorization step is to be made by a specific authorizer.
- In the Authorizer ID field, select your authorizer. The name and phone number are populated.
- Save your changes (F12).
- Select a row in the lower part of the window and
click New (F5). The step number for the second row is automatically set to
30.
- In the Authorization Type list, click Project Role
to indicate that this authorization step is to be made by persons assigned
to a specific project role.
- In the Project Role ID field, select your project
role project manager. The name of the project role is populated.
- Save your changes (F12).
Note: In this exercise, you accepted the step numbers that were suggested by the system, but you could
just as well have entered other step numbers, e.g., 1, 2 and 3. If you were to do so, this would not change the way in which the
authorization routing template is applied, i.e., one of the authorizers belonging to your authorization group must authorize the purchase
before your authorizer can do so. However, if you were to set
all of the step numbers to the same value, e.g., 10 for
all three of
the rows, the order in which the authorization group, your authorizer
or the project manager approve the purchase would not matter.