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

  1. 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

  1. 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.

Creating an Authorization Routing Template

  1. Open the Purchase Authorization Basic Data window.
  2. Search for your company.
  3. Click the Authorization Routing Templates tab and create a new record (F5) for the authorization routing template.
  4. Enter an ID, e.g., the initials, for the authorization routing template.
  5. Enter a description of the authorization routing template in the Description field.
  6. 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.
  7. In the Authorization Type list, click Group to indicate that this authorization step is to be made by an authorization group.
  8. In the Authorization Group ID field, enter your authorization group. The description of the authorization group is populated.
  9. Save your changes (F12).
  10. 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.
  11. In the Authorization Type list, click Individual to indicate that this authorization step is to be made by a specific authorizer.
  12. In the Authorizer ID field, select your authorizer. The name and phone number are populated.
  13. Save your changes (F12).
  14. 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.
  15. 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.
  16. In the Project Role ID field, select your project role project manager. The name of the project role is populated.
  17. 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.

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