Approval procedure triggers

When a document is added where the total amount is less than an authorization template's limit, it can afterwards be updated with any amount higher than the amount requiring authorization. Unauthorized personnel can thus initiate a financial obligation for the company by adding purchase orders which is more than what is really needed, bypassing management's financial and logistical planning and budgeting.
Suggested functionality:
When a purchase order is added for less than the amount requiring auhtorization, and opened again,
the system should also trigger the approval procedure when a new row amount is entered an test this total document amount against the applicable approval procedure and instead of just adding the document if it exceeds said amount, rather send it to the relevant person for approval as it would when creating a document from scratch which exceeds the allowed total document amount

You should check you user Discount % in general authorization setup because if it filled by 100 then SAP will not ask for any type of Approval.
And if your Client have statndard then setup in Approval setup using this (When the Following Applies) option.
have you try standard procedure in SAP ?
Try it and guide your client requirement in SAP is the best solution some time your question.
I think it will work according your requirement.
Thanks
Manvendra

Similar Messages

Store procedure to be triggered before approval procedure.

Dear Experts,
This is with reference to Approval Procedure and store procedure. I have created the store procedure which validates the series with user defined field value.
If there is difference in the field value of series & user defined field, system will block the entry ( this is defined in store procedure) & also approval procedure is also defined for the same document (i.e. Document value greater than 1 Lakh).
Now the problem, on creation of documents system trigger the Approval procedure and the document is sent for approval; but the store procedure defined is not reflected before approval & after the approval user cannot change series.
Is there any way the store procedure can validate the value before approval procedure is triggered?
Thanks & Regards,
Yogesh Jadav.

Hi Raj,
Below are the queries for Purchase Order & Purchase Order Draft.
Purchase Order Draft----
if @object_type='22' and (@transaction_type='A' or @transaction_type='U')
begin
if exists(select T0.docentry from odrf T0 inner join NNM1 T1 on T0.series=T1.series where (T1.seriesname like 'Ord%') and (T0.U_Stage<>'Order') and t0.objtype='22' and T0.docentry=@list_of_cols_val_tab_del)
begin
select @error=1, @error_message='Series name and category should be both order'
end
end
Purchase Order----
if @object_type='22' and (@transaction_type='A' or @transaction_type='U')
begin
if exists(select T0.docentry from opor T0 inner join NNM1 T1 on T0.series=T1.series where (T1.seriesname like 'Ord%') and (T0.U_Stage<>'Order') and T0.docentry=@list_of_cols_val_tab_del)
begin
select @error=1, @error_message='Series name and category should be both order'
end
end
Yogesh Jadav

Approval Procedure Not Triggered on Updating Document

Hi,
When Adding a new Sales Order, if the document meets the criteria laid down by an Approval Template, the Approval Process is started.
However, if an old Sales Order is Updated, the Sales Order the Approval Process is ignored.
This is a problem for certain customers who have Approval Procedures which prevent users Adding Sales Orders which would take a Business Partner over the Commitment and/or Credit Limit.
The user can get around the Approval Procedure by adding a Sales Order for a value which keeps the BP under the set limit. If they then Update the Order, they can enter any value.
For example, a user may be prevented from adding an Order totalling £1000.00. If they Add the Order for £0.00 instead, they could later amend the Order to any amount as the Approval Process is not fired !

Could you clarify what you mean by "The credit limit exceeded is in negative numbers"
Negative number: the system message I get when I create a delivery note for a customer, exceeding the credit limit is the following:
Customer has exceeded credit limit - 95.479 EUR
Customer has exceeded commitment limit - 95.479 EUR
Continue (Y/N)
Make sure the Credit Limits are set in the BP Master. --> OK, credit limit is set to 100 EUR, Commitment limit to 100 EUR
Also use Great than in Ratio and try to use a small number like 10 in the value --> I am using 1 EUR
Also, check in System Initialization > General Settings..BP Tab Activate approval procedure is checked. --> it is checked.
Using the range option does not solve the problem, in fact even if I use 'Deviation from Credit Limit does not equal 1 EUR' the approval is not triggered. When I use the same Approval template, but I alter the terms to Total document greater than 1 or Discount% greater than 1 the approval is triggered.
Edited by: Rui Pereira on Apr 29, 2009 1:19 PM

Approval Procedure not triggered when Credit Limit Exceeded

Hi,
I've defined an approval procedure which I would like to launch when a clients Credit Limit has been exceeded. I've checked the required fields on Administration > General Settings > BP tab (credit Limit, Commitment Limit, AR Invoice, Delivery, SO). I've also checked the Activate Approval Procedures on the same tab.
I know the approval procedure has been set up the correct way, since it is launched when I change the Terms to for instance 'Total document'.
There is a system-message when I am creating a Delivery Note for a customer indicating that the credit limit for this customer has been exceeded. But still, the system allows the user to add the document without triggering the approval procedure....
What am I doing wrong?
Btw: The credit limit exceeded is in negative numbers, but I've tried both the condition 'Deviation from Credit Limit greater than 1' and Deviation from Credit Limit Less than 1...

Could you clarify what you mean by "The credit limit exceeded is in negative numbers"
Negative number: the system message I get when I create a delivery note for a customer, exceeding the credit limit is the following:
Customer has exceeded credit limit - 95.479 EUR
Customer has exceeded commitment limit - 95.479 EUR
Continue (Y/N)
Make sure the Credit Limits are set in the BP Master. --> OK, credit limit is set to 100 EUR, Commitment limit to 100 EUR
Also use Great than in Ratio and try to use a small number like 10 in the value --> I am using 1 EUR
Also, check in System Initialization > General Settings..BP Tab Activate approval procedure is checked. --> it is checked.
Using the range option does not solve the problem, in fact even if I use 'Deviation from Credit Limit does not equal 1 EUR' the approval is not triggered. When I use the same Approval template, but I alter the terms to Total document greater than 1 or Discount% greater than 1 the approval is triggered.
Edited by: Rui Pereira on Apr 29, 2009 1:19 PM

SBO - Approval Procedures at row level

Does anyone know how to create an approval procedure that is triggered by a row field. For example if I want an approval procedure that verifies discount percentage in row level.
There must be a workaround, cause I know this is not a functionality in SBO.
Thanks,
Hernán Baudrit

The way you could solve this is to create a UDF at Header level and link a formatted search which loops through the number of rows in the transaction and returns TRUE if for example the Discount % is greater than allowed.
The coding should be something as follows:
Declare @Counter as integer
Set @Couter = 0
Declare @TempTable TABLE (STAT varchar(50)) -- Temporary table holding results of loop
Declare @LoopFor as integer
Set @LoopFor = (select (*) from (select T1.DocEntry
                                                          from INV1 T0 join OINV T1 on T0.DocEntry = T1.DocEntry
                                                                  where T0.DocNum = $[OINV.DocNum])
While @Counter < @LoopFor
BEGIN
      Declare @Disc as integer
       Set @Disc = ( select T1.DiscPrcnt
                                        from INV1 T0 join OINV T1 on T0.DocEntry = T1.DocEntry
                                                   where T0.DocNum = $[OINV.DocNum]) and T1.LineNum = @Counter
     IF @Disc > 20
     BEGIN
              INSERT @TempTable VALUES ('TRUE')
     END ELSE INSERT @TempTable VALUES ('FALSE')
@Counter = @Counter + 1
END
SELECT Distinct 'TRUE' from @TempTable where STAT = 'TRUE'
Please note that the coding is not 100% accurate but should give you an idea of how to work around the problem.
Next you should write a simple validation query on the value of the UDF to check whether it is set to 'True'.
I hope this helps.

Error: Lock profile for approval procedure not maintained in Customizing

Hi,
We are working on the CHARM approval process. I have noticed that without selecting an approval procedure, I select the status (Awaiting business approval) on which the approval workflow is triggered, the system gives below error:
Select an approval procedure first
Lock profile for approval procedure not maintained in Customizing
Approval procedure and approval steps are locked automatically
This locks the approval procedure and the RFC can no longer be processed further. Why is that happening ? Anyone can select the status by mistake and lose the RFC, is there a way to stop this or at least reset it ? the lock procedure is already maintained in approval procedure customizing.
Best Regards.

Hi Karthik,
Thanks for the quick reply, however the settings mentioned on page 38 are already in place i.e. the approval procedure gets determined correctly based on change category (rule policy) and also is locked after putting it to 'Awaiting Approval'
But the problem exists - setting the status 'Awaiting App.' without selecting app.proc, will result in a total lock of the RFC.

Condition in Approval Procedure Rule in ChaRM not working properly

Hi experts,
We are on 7.1 SP8.
We have Z-partners defined and included those in the Approval Procedure too. In order to fill the approval procedure steps with the default partner, we defined a rule policy.
For example step ZMCR000001 needs to be filled with BPE by default.
This works fine.
But when we want to overwrite the default value with another value, the default is always put back over the manual entered value.
Also manually added process steps get that same value.
It looks as if the last step of the condition is not working properly (i.e. the check to see if the approver is already filled).
Can somebody tell me how we can get manually entered values in there?

Hi ,
You can play with User status, add to condition in which user status you dont wont this to be triggered.
Example add "And User status equal ZMCR Created":
On staus created you get automatic approval determination with default partner ID's
Now on Validation the rule will not be triggered and your manually added values saved as is.
Rg Dan.

Approval procedure when update sales order that hasn't been approved

Dear Experts
I need some advice
Example:
- BP credit limit = 100
- Create New Sales order with amount 90, doesnu2019t need trigger approval procedure, because the amount is still under limit
- Update the SO amount to be 110, approval procedure should be triggered
But in SBO, approval procedure is not triggered for update transaction even for SO has not yet been approved, is it a bug? Will it be improved in SBO 8.8?
Is there any other way to trigger approval procedure in update mode? May be through store procedure or add on?
Really appreciate your help
Best Regards
JeiMing

Dear Gordon
I understand the concept for approval will not be triggered anymore for approved SO, because once a transaction has been approved, user will not be allowed to make any changes that related with the approval. And SBO has been made restriction for that. It is good
But, It doesn't make sense, for SO that even the approval has not been yet executed. And SBO still allow user to make any changes such as quantity and total amount. And SBO do not trigger the approval if the modification meet approval condition
If SBO was designed not trigger approval in update mode to avoid endless loop as what you said, why SBO still allow user to make any changes in unapproved SO ? it makes user can avoid the approval
Don't you think this is a bug ?
Please advice
Best Regards
JeiMing

Query that will run on the items matrix and trigger Approval procedure

Hello,
We are trying to design an approval procedure whenever an item code appears in a certain UDT.
For example, we have many items in OITM.
We have 50 of those items also in @BIN.
The approval procedure should be triggered only when the document lists one of the items that appear in @BIN.
I am using the following query:
SELECT 'TRUE' where $ [$38.1.0] IN (Select code from [@BIN] )
The problem is that the query would only search on the first row and wouldnu2019t continue to the next rows.
Do you have any idea how to bypass this limitation?
Thanks in advance
Revital
SELECT 'TRUE' where $[$38.1.0] IN (Select code from [@BIN] )

Hi Revital,
One way to implement this functionality would be to use a UI API that verifies the values while filling the items in the Matrix. For this you would need a little programming knowledge but no extra license.
There is a lot of information including Code Samples in the SDK Package delievered with every patch of Business One.
Kind Regards,
Friederike Mundt

How to start approval procedure for a Document/Draft using DI API

Hi!
My code imports purchase orders from one non-B1 system to SAP B1 using DI API. The problem is that in B1 system there is an approval process configured and I need the newly created purchase order to enter this approval process.
Currently this is not done because approval procedure isn't triggered when creating documents using DI API.
I had an idea to create a draft of PO instead of the PO and then push this draft into approval process somehow. But I can't find a way how to tell DI API to start approval procedure for my draft/document.
Thank you for your replies!
Jan

Unfortunately there is no way to trigger the approval process for any object added through the DI API.
Your workaround of adding the documents as drafts is as close as you can really come but maybe you could extend it slightly - it will involve a UI API addon:
Make the addon mandatory, and add a UDF to the user table, for example "U_Approver" and a UDF to PO document, like "U_Approval"
- Set this U_Approval to yes when adding through DI and add as draft
- When user opens draft document in the application, check are they an approver (U_Approver = "Y")
- If they are not, and try to view/add a draft which is flagged as needing approval, block them from adding.
You could further expand your DI project to send a mail to the approver whenever a draft PO is added.

PO approval procedure query

Hi Everyone I am trying to create a Query for an approval procedure. I have created a user defined table that has a value with a certain budget. Each time a PO is about to get added it checks the budget table to make sure it has not exceeded the budget amount
Example:
Budget table has value of $1000 dollars
1) A PO of $500 hundred dollars is about to get added the query runs and checks against the budget table , the amount is not exceeded and the document gets added.
2) A PO of $300 hundred dollars is about to get added the query runs and checks against the budget table , the amount is not exceeded and the document gets added.
3) A PO with the amount of $400 is about to get added the query runs and checks against the budget table, the amount has been exceeded(total of $1100) the query triggers the approval procedure and the document becomes a draft and waits for approval.
Here is what I have so far for the query:
SELECT CASE WHEN SUM(T0.DocTotal)>T1.U_POBUDGET THEN 'TRUE' ELSE 'FALSE' END
FROM [dbo].[OPOR] T0 INNER JOIN OSLP T1 ON T0.SlpCode=T1.SlpCode
WHERE T0.TaxDate BETWEEN '4/1/08' AND '4/30/08' AND T0.CardCode=T0.CardCode AND T0.SlpCode=9
GROUP BY T1.U_POBUDGET
I also need the query to be within the range of the current month. Can someone please help me with this thanks

I do not see that you are referencing the Budget value from your UDT. Are you saying UDF which is created in the OSLP table?
Check this
SELECT 'TRUE' FROM [DBO\].[OPOR\] T0 INNER JOIN [DBO\].[OSLP\] T1 ON T1.SLPCODE = T0.SLPCODE
WHERE T0.SLPCODE = $\[OPOR.SLPCODE] AND T0.TAXDATE BETWEEN '04/01/2008' AND '04/30/2008'
GROUP BY T1.MEMO
HAVING SUM(T0.DOCTOTAL)+$\[$29.0.NUMBER] > T1.U_POBUDGET
Hard coding the dates might not be a good way to setup the Approval. for testing purpose it is OK.
You could try something like MONTH(T0.TaxDate) = MONTH($\[OPOR.TaxDate])

Approval procedures for cancelling SO printed

Dear all expert,
I want to make query approval procedure that will triggered when user want to cancel / close SO document in Open printed status.
Is it possible ?
thanks for your kind help
Regards
Thanks

Hi!
Please check this link.
Re: FMS for Current User Code in Sales Order
Thanks!

Query that will trigger on Approval Procedures

Hi All,
I have this requirements that the user will prevent them to Add the Sales Order by triggering the Approval Procedures. I need the script that i can use to link on the Terms Based on the User Queries. The script will check if the Unit Price is deviates 50% from the original Unit Price.
Thanks and Regards,
Melvin

Hi Melvin,
User query approval will only work on document header. Line level checking is not possible unless you just care about the first line.
Thanks,
Gordon

Can DI Trigger approval procedures?

Hi,
I have added an approval procedure in B1, when a user adds an Order the manager approves it. Now when the same User adds the order using the DI, the apporvals fail. Is there any work around for this.??
I have seen the previous posts regarding the same with no solution, is it solved now..?
Thanks & Regards,
Vasu Natari.

This functionality is now available in 8.82
From the What's New 8.82 Document:
"The DI API now supports the entire approval procedure process.
After you add a document that meets the condition of an approval template, the approval process is triggered and the document is saved as draft. The approver then looks up and updates the approval requests via the ApprovalRequestsService object in the DI API. When the approval request is approved, you can use the SaveDraftToDocument method in the Documents, StockTransfer and Payments object to convert the draft to a document.
To activate the feature in the DI API, use the EnableApprovalProcedureInDI property in the AdminInfo object and make sure that the DocConfirmation property of the AdminInfo object is set to Yes."

SO approval procedure query

Hi Suda, I am trying to create a approval procedure for a query here is what I have so far:
SELECT DISTINCT 'TRUE'
FROM [dbo].[OITW] T0 INNER JOIN [dbo].[RDR1] T1 ON T1.[ItemCode] = T0.[ItemCode]
WHERE T1.ITEMCODE = $[RDR1.ITEMCODE] AND T1.WHSCODE=T1.$[RDR1.WHSCODE] AND $[$38.14.NUMBER]<T0.AVGPRICE
I basically want to check the price of the Unit Price field in the Sales Order against the avg price of an item that is in the inventory if the Unit field price is less than the average price than the approval procedure should get triggered. I am not sure why the query is not working can you please help me with this. Thanks.

The transaction notification is a hard block. It will prevent the transaction from getting added and no drafts are saved.
But we can give a message to the user asking him to save as draft.
Search on this link https://websmp204.sap-ag.de/notes for term SBO_SP_TransactionNotification and you will find document explaining the usage of this.
Please also search the term SBO_SP_TransactionNotification in this Forum.
There are many threads that I have replied.
Suda

Approval procedure triggers

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