1. Use the Financials Options window to indicate whether you want to route documents for approval using position hierarchies or employee/supervisor relationships. This decision applies only to the Business Group you choose for your Purchasing installation in the Financials Options window.
2. Use the Job window to create each of the job titles in your organization (for example: Buyer, Supply Base Engineer). If you are not using positions, you assign one or more employees to each job. If you are using positions, you assign one or more positions to each job, and later assign one or more employees to each position.
Attention: You assign authorization rules to jobs or positions based on your decision in Step 1.
It is important to ensure that your job/position infrastructure supports the different approval levels in your organization.
For example, if your purchasing staff includes a Junior Buyer, a Senior Buyer, a Supply Base Manager, and a Purchasing Manager, all of whom have different authorization levels for different document types, you should define a different job or position for each role. If your purchasing department is comprised of five employees with common authorization limits, then a singleapproval group (see steps 7 and 8) could be given to those five jobs or positions.
4. Use the Position Hierarchy window to build and administer your position hierarchies. There are two distinct uses for position hierarchies in Purchasing:
1) document approval routing and
2) document security control. You can use a single position hierarchy for both purposes.
5. Use the Purchasing Options window to choose a single security hierarchy for your installation if you want to use the document Security Level of Hierarchy for any or all of your document types.
Attention: Note that a security hierarchy controls which positions (and therefore which employees) have access to a particular document type. It does not control whether an employee has the authority to approve a document or perform other actions.
An Off–line approver is a valid employee with approval authority, but without access to the relevant form. An On–line approver is an active employee with approval authorization, and with access to the relevant form.
7. Use the Approval Groups window to define approval authorization rules.
8. Use the Assign Approval Groups window to associate approval rules with a specific job or position and a document type.
9. Use the Enter Person window to assign employees to jobs or positions. If you are not using position approval hierarchies for document routing, you must provide the employee’s supervisor.
10. Run the Fill Employee Hierarchy process. This process creates an employee–populated representation of your approvals hierarchy and should be run whenever you make a structural or personnel change to your hierarchies or assignments. You can set up this process to run automatically at predefined intervals.