Approving Expenses Based on a Contract

  • 01/04/2023
  • 4 minutes to read

With the Purchase Contracts module, you can have any expense (that is, any expense that's linked to a purchase contract) approved automatically. You can even set up a variance amount or percentage for each contract line, so that expenses whose amount relate to the contract line amount within the specified variance are automatically approved.

To enable automatic approval of expenses

You can only enable automatic approval of expenses from the Purchase Contract page, and here's how you do that:

  1. Choose the Search icon, enter Purchase Contracts, and then choose the related link to open the Purchase Contracts page.

  2. In the list of contracts, in the No. column, select the number of the contract whose related expenses you want to be approved automatically. This will open the Purchase Contract page.

  3. Optional: On the General FastTab, select the Price Type field, and then select Variable Amount. This will enable you to add variances in steps 5-6 below.

  4. In the Auto Approve Within Variance field, select Yes.

  5. Optional: If you want to set up a variance percentage for a line, go to the Lines FastTab, select the relevant line, and then enter the percentage under Max. Allowed Line Variance %. Repeat this step for any additional lines you want to set up a variance for.

  6. Optional: If you want to set up a variance amount for a line, select the relevant line on the Lines FastTab, and then enter the amount under Max. Allowed Line Variance. Repeat this step for any additional lines you want to set up a variance for.

    Note

    The Max. Allowed Line Variance field may have to be added first in order to be visible. To do this, personalize the page as follows: Select the Settings icon > Personalize > + Field to open the Add Field to Page pane, select the Lines section, and then drag the Max. Allowed Line Variance field from the pane to the table in the selected section. Select Done to close the Personalizing banner.

To approve expenses

Once you've completed the setup process as described above, you can have any expense automatically approved:

  1. Choose the Search icon, enter Expenses, and then choose the related link.
  2. In the list of expenses, select the expense that you want to send for approval.
  3. In the action bar, select Send for Approval.

This will automatically approve the expense. On the Comments FastTab, the Comment field will display the text Expense automatically approved based on the purchase contract [XXXX].

See also

Creating Purchase Contracts
Purchase Contract Reviews
Viewing the Purchase Contract Archive