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AP Bill Reassign Approval Issue

A
Freshman I

Having an issue with the Reassign process when approving AP bills.

Bills are assigned using our Approval Map and occasionally a bill needs to be reassigned to someone outside the Approval Map. Our approvers need to put the bill on hold and enter the correct project task and cost code. Once they remove the hold they are no longer the assigned approver (the Approval Map assigns it back to the original approver).  Ideally the bill needs to be put on hold to edit and keep the reassigned approver – any help on how to make this work would be appreciated.

Best answer by NuwanTharanga62

AdrianeHerbert wrote:

Having an issue with the Reassign process when approving AP bills.

Bills are assigned using our Approval Map and occasionally a bill needs to be reassigned to someone outside the Approval Map. Our approvers need to put the bill on hold and enter the correct project task and cost code. Once they remove the hold they are no longer the assigned approver (the Approval Map assigns it back to the original approver).  Ideally the bill needs to be put on hold to edit and keep the reassigned approver – any help on how to make this work would be appreciated.

Hi @AdrianeHerbert ,
 

Approval process is triggered by removing documents from hold.

If the document has multiple approvers and it was already approved by some of them, if you just put the document on hold depending on the changes you make the system will look at conditions for each rule and based on those conditions it will assign the corresponding approvers, so if the conditions for the first approver are still true then the system will require approval from this approver.

 

This applies for all documents that use approval maps.

 

Here's a simple example to illustrate.

 

You have two approvers:

 

John (first approver) approves bills from $0 to $100.00

Mary (second approver) approves bills from $0 to $1,000.00

 

You have a bill for $50 and John (first approver)approves it.

Then it goes to Mary (second approver) and Mary puts the bill on hold and makes changes:

 

Example 1: Mary just changes the description but the amount remains as $50

Since the condition (amount) is still true for the first approver John, then when Mary takes it off hold the system will require John's approval again.

 

Example 2: Mary changes the amount and now the amount is $500.00

Since the condition (amount) now it's NOT true for the first approver John (from $0 to $100.00), then when Mary takes it off hold the system will skip John's approval and will only require Mary's approval.

 

So when you put a document on hold this resets the approval process and if conditions are still tru for the employees that already approved the document remain true then they will need to approve the document again.
 

Additional info:

Starting from 23R1 you can set delegate approvals in employee accounts to delegate the relevant approvals when required (as a backup option)

 

Below help documents below will provide you the detailed information regarding the delegate and reassign approval process

  

Delegation of Approvals :  https://help.acumatica.com/(W(1))/Help?ScreenId=ShowWiki&pageid=44d8c093-69a0-47f7-bee4-85490d905d24

Reassignment of Approvals :  https://help.acumatica.com/(W(2))/Help?ScreenId=ShowWiki&pageid=4e96c0c9-51b6-4ced-990c-6cc4fe4492e8

 

Thank you!

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kvarona450873
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6 replies

Laura02
Captain II
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  • Laura02
  • Captain II
  • 3132 replies
  • October 10, 2023

Hello,

I think you are saying, the first approver didn’t change the Project or Task Code. A later approver needed to change the Project or Task code, the process of placing the document on Hold to make the change sends the Bill back to the first-level approver. 

We had this problem at one of our clients recently, and they changed the order of approval so that the person most likely to change Project/Task (or Account/Subaccount) was on the first level of Approval.

Please vote here for your idea!:

https://community.acumatica.com/ideas/approval-maps-checking-and-unchecking-hold-will-recirculate-thru-approvals-add-ability-to-control-fields-that-can-be-changed-1960

  Laura

Laura ~ Klear Systems, Inc. Irvine, CA. ~ Click my logo to Follow me ~
C
Semi-Pro I
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  • ChandraM
  • Semi-Pro I
  • 715 replies
  • October 10, 2023

Hi @AdrianeHerbert

The Acumatica Approvals starts the approval assignment when the document is place back in hold.

As a Workaround, you could create a business event to notify the respective employees/users by changing the owner in the Bills as shown below:

Also refer a similar posted: AP Bill not editable in Balanced status when AP Approval activated | Community (acumatica.com)

Chandra M
A
Freshman I

Hi @Laura02 

You are understanding the issue correctly. However we are unable to change the order of the approvals. The first level approver for our bills is the project manager. In situations where it needs to be reassigned to another approver it is usually a one-off where the new approver is the one who knows the coding, but they would not be appropriate as the first level approver. 

A
Freshman I

Hi @ChandraM

I am not clear on how this process would work? I am not very familiar with the Owner field and what it is used for? 

C
Semi-Pro I
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  • ChandraM
  • Semi-Pro I
  • 715 replies
  • October 10, 2023

Hi @AdrianeHerbert After the bill is entered and Saved by the user, the owner field can be used to change the owner to a user (or work group) who will update project and task on the Bill.

The workaround is to create a Business Event on this field to trigger a notification to the users to update the AP Bill.

Thanks

Chandra M
M
Chris Hackett
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    Mari-Liis Brough
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    Chris Hackett
NuwanTharanga62
Varsity II
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AdrianeHerbert wrote:

Having an issue with the Reassign process when approving AP bills.

Bills are assigned using our Approval Map and occasionally a bill needs to be reassigned to someone outside the Approval Map. Our approvers need to put the bill on hold and enter the correct project task and cost code. Once they remove the hold they are no longer the assigned approver (the Approval Map assigns it back to the original approver).  Ideally the bill needs to be put on hold to edit and keep the reassigned approver – any help on how to make this work would be appreciated.

Hi @AdrianeHerbert ,
 

Approval process is triggered by removing documents from hold.

If the document has multiple approvers and it was already approved by some of them, if you just put the document on hold depending on the changes you make the system will look at conditions for each rule and based on those conditions it will assign the corresponding approvers, so if the conditions for the first approver are still true then the system will require approval from this approver.

 

This applies for all documents that use approval maps.

 

Here's a simple example to illustrate.

 

You have two approvers:

 

John (first approver) approves bills from $0 to $100.00

Mary (second approver) approves bills from $0 to $1,000.00

 

You have a bill for $50 and John (first approver)approves it.

Then it goes to Mary (second approver) and Mary puts the bill on hold and makes changes:

 

Example 1: Mary just changes the description but the amount remains as $50

Since the condition (amount) is still true for the first approver John, then when Mary takes it off hold the system will require John's approval again.

 

Example 2: Mary changes the amount and now the amount is $500.00

Since the condition (amount) now it's NOT true for the first approver John (from $0 to $100.00), then when Mary takes it off hold the system will skip John's approval and will only require Mary's approval.

 

So when you put a document on hold this resets the approval process and if conditions are still tru for the employees that already approved the document remain true then they will need to approve the document again.
 

Additional info:

Starting from 23R1 you can set delegate approvals in employee accounts to delegate the relevant approvals when required (as a backup option)

 

Below help documents below will provide you the detailed information regarding the delegate and reassign approval process

  

Delegation of Approvals :  https://help.acumatica.com/(W(1))/Help?ScreenId=ShowWiki&pageid=44d8c093-69a0-47f7-bee4-85490d905d24

Reassignment of Approvals :  https://help.acumatica.com/(W(2))/Help?ScreenId=ShowWiki&pageid=4e96c0c9-51b6-4ced-990c-6cc4fe4492e8

 

Thank you!

Chris Hackett
1 person likes this
  • Chris Hackett
    Chris Hackett

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