• The Permissions “Workflow Reviewer” and “Workflow Approver” are useful for validating workflow functions. They are granted to global ‘General’ Role by default to limit disruption to Purchase Requisition workflows. Remove them from General if required for vouchers, but then they should be granted to the respective PR roles.

• The default workflow behaviour is to assign a reviewer or approver that is different to the prior step to avoid actioning by the same person.

• Voucher Credits are a separate Document Type and requires their own Workflow.

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The Header section is where we determine the Document Type.

Once you choose the Document Type, give the Workflow a Description. Workflow Type is an optional field that can be associated with this Workflow.

The Value Review Type gives the choice between the following: 

• Multiple Value allows for a sequential review up to the document's value. The workflow would begin with the indicated user with the lowest review mandate, then once they review it, the document is passed to the user with the next highest review mandate until the value of the document has been reached. Remember, this only affects the review step and does not allow for multiple approvals.

  • Multiple Value Review Example

    • Reviewer/Approver Setup:

      • Reviewer 1 - $1K

      • Reviewer 2 - $20K

      • Reviewer 3 - $100K

      • Approver 1 - $1K

      • Approver 2 - $20K

      • Approver 3 - $1M

      For a $30K PO the Workflow would follow these steps: Reviewer 1=> Reviewer 2=> Reviewer 3=>Approver 3

      For a $15K PO the following steps would apply: Reviewer 1=> Reviewer 2=> Approver 2
      

• Single Value requires review from only the person with the minimum required mandate, and the option exists to select another person with a sufficient mandate.

  • Single Value Review Example

    • Reviewer/Approver Setup:

      • Reviewer 1 - $1K

      • Reviewer 2 - $20K

      • Reviewer 3 - $100K

      • Approver 1 - $1K

      • Approver 2 - $20K

      • Approver 3 - $1M

      For a $30K PO the Workflow would follow these steps: Reviewer 3=>Approver 3

      For a $15K PO the following steps would apply: Reviewer 2=> Approver 2
      

Technical Review Type is used solely for Purchase Requisition Workflows and is used as a parallel review process outside of purely cost-related review such as Engineering, OH&S, etc. When selected, additional options appear:

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 It does not consider Authority Limits and will go through all the defined Technical Reviewers in the list to complete the review process. Technical Review is the first Review step in the process before it goes to the Value Review (

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This tab is where you can enter the Workflow steps.

• Sequence is the numerical order that the steps should be completed.

• Review/Approval gives you the choice between whether the step should be a Review, Approval, or Unapproval step.

• Person allows you to nominate a particular User that should be doing the step.

• Function gives you more contextual options for the step. The options will change depending on the Document Type:

  • Me – The user performing the previous action, i.e. Submit or Review

  • PO Purchaser – The user listed as the purchaser of the PO

  • PO Approver – The user who approved the PO

  • PO Purchaser if Unreceipted - If the PO is unreceipted or all receipted quantity has been vouchered then route to PO Purchaser, else go to the next WF step.

  • PO Entered By else Send Back - Route to the PO Entered By if valid else Send Back; but if PO Entered By has insufficient limit then go to next WF step.

  • Job Manager - based on the job referenced in the first line of the document

  • Job Account Manager - based on the job referenced in the first line of the document

  • Subcontract Administrator - the user listed in Subcontract Settings as the administrator

  • All Voucher Users - Lists all people with a valid voucher limit, filtered by the first line Job Profit Centre. Note this function only works for Single Value workflow schema to support a manual allocation workflow.

  • Profit Centre Manager: Document JobCode → Jobs. ProfitCentreCode → ProfitCentres. Manager. For documents without a Job at the header, the first line’s Job Code will be used.

  • Location Manager: Document JobCode → Jobs. ProfitCentreCode → ProfitCentres. LocationCode → LocationManager. For documents without a Job at the header, the first line’s Job Code will be used.

• Derive Limit resets the Limit to 0 and derives the user's normal approval limit from their User's Settings, depending on the Document Type.
  Additionally, voucher also supported review-specific limits via the ‘AP Voucher Use Review Limits’ control parameter. This enables workflow review steps with Derive limits to refer to the ‘Voucher Reviewers Limit’ setting rather than the standard ‘AP invoice Approvers Limit’ setting.

• Limit is the document's value limitation that the step can review or approve. 

• Decline Allowed indicates that the user can reject the document, preventing it from being resubmitted (this should not be allowed unless the user has authority to do so - the option to Send Back is otherwise available).

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This tab defines the criteria for the documents using this workflow. Criteria may be defined at Fin Co, Company, Profit Centre, Job Type, or Job level, and multiple criteria may be specified; e.g. a workflow could be applicable to jobs A, B, and C, or to two of four Profit Centres.

When a Header job is defined, it means the Workflow Schema will be applied to its subjobs as well, and they do not need to be listed as well.

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