Introduction
The approval matrix is the main logic that is used by the approval SuiteApp to determine if a certain transaction requires approval and if so, who should be approving the transaction. It is possible to create several different approval matrices but this must be done with some consideration. When multiple matrices would apply to the transaction the system will take only the newest into consideration to apply as the approval logic. The matrix offers a draft mode and if needed a start and an end date. If a matrix is in a draft mode then the matrix will not be taken into consideration for approvals.
Creating an Approval Matrix
To create an approval matrix navigate to SETUP->ZONEAPPROVALS->APPROVAL MATRIX->NEW. A new page will open on which the criteria can be set. We will explain each field in detail below.
Subsidiary
The first criteria that should be set is the “Subsidiary”. In this field, the system allows selecting a single or multiple subsidiaries if needed. Also, it's possible to enable the checkbox labeled “All Current Subsidiaries”. When this option is enabled the matrix will be active in all subsidiaries that exist and that are active when creating the matrix. This means that when a new subsidiary has been created the matrix won’t be applied to this newly created subsidiary. The recommendation is to adjust if needed the approval matrix after creating or enabling a subsidiary.
Record Type
In this field, it's possible to determine for which transaction types the approval matrix should be active. The system allows selecting a single transaction type or multiple if needed.
Currency
The currency field allows the user to set the base currency in which the approval matrix will compare the amounts. This means that when for example a user would set Euro and the transaction that needs approval is in GBP, the approval matrix will recalculate the amounts into Euro amount. This recalculated amount will be used to determine if an approval is needed. For the recalculation, the approval matrix will use an exchange rate from the transaction date.
Status
In this field, the current approval matrix status will be shown. The status could be “Draft” or “Active”. During the creation of a new approval matrix, the status will be empty. After saving or directly activating the status will be populated. When an approval matrix is in draft status, the approval matrix won’t be applied or taken into consideration. Only active matrices will be used for approval logic.
Hierarchy
In this field, an approval hierarchy definition should be selected. This approval hierarchy definition should be created before creating the approval matrix. More information regarding the creation of an approval matrix can be found on the page 'Approval Hierarchy'. When a hierarchy is selected the approval matrix will be automatically populated with the approval thresholds from the approval hierarchy and a setup table should appear.
Start date
In this field, the start date must be set. The approval matrix will be active from this date but only if the approval matrix itself is in the status “Active”.
End date
This field allows setting of an end date on which the approval matrix should be deactivated. When left empty the approval matrix will be active for 5 years.
Overdue Threshold (hours)
The numerical value stored in this field will represent the available time in hours, in which a transaction should be approved. If overreached, the system will consider the transaction as “Overdue” and move it from the “Pending Approval” transaction results to “Overdue Approvals”. Moreover, the Approval log listed under the audit trail will be updated with a yellow exclamation mark.
Only Highest Approver Required
When this option is enabled the approval matrix will only set the highest approver. This allows in certain situations for a minimized set of approvers when many thresholds are present.
Require One Approval Per Employee
By default, all approval logs applied to a single transaction require unique approval per employee, even when an employee is identified as Approver on multiple approval logs of a single transaction. This event can take place when an employee meets the Approver criteria based on different approval parameters set on a matrix which are then subsequently used on a transaction.
To speed up the approval progress, enabling the 'Require one approval per employee' toggle will limit the approval process to a single approval request.
Once a transaction is submitted for approval, and an Approver's name appears multiple times within the logs, a single approval (either through the UI or via email) will automatically approve subsequent logs.
If 'Approval reason' is enforced on the ZoneApprovals Configuration, the reason will be captured only on the first approved log. All remaining logs will hold the 'One Approval Per Employee Configured' reason and their status will be defaulted to 'Auto-approved'.
Approval logs of a Role or a Group will be auto-approved only if the Approval is initiated by a Role or a Group member. If the member is also Approver of previous logs, the auto-approval will not be extended to the logs belonging to the Group or Role.
Same behaviour applies for a Super Approver too. If a Super Approver is approving logs for an individual Approver, subsequent logs of the individual Approver will be auto-approved. But if a Super Approver is approving a log of a Group/Role, the auto-approval will not be extended to the logs belonging to the Group or Role.
Adding segments
Introduction
The approval matrix allows adding segments to the approval criteria. The approval matrix can handle segments on a header or a line level and both can be set separately. When the line-level segmentation is used, it means the user will approve the total amount of the applicable lines and won't approve each line individually. By default, the approval matrix is loaded with a standard NetSuite segmentation and allows to extend this with custom segmentations if present in the system.
Adding a Segmentation
Adding a segmentation to the matrix can be achieved with a simple drag and drop operation. Click on a needed segment and hold the mouse button while moving the segment to the header of the table. When the mouse button is released the segment will be automatically added to the header, so it allows a selection on the matrix lines. When a specific segment is not needed it can be removed by pressing on the remove button in front of the segment name.
Adding a Custom Segment
If a custom segmentation is set up and used in NetSuite, the approval allows adding these segments. To add a custom segment press on the grey button labeled “Add segment”. When this button is pressed a popup will appear where the needed custom segment can be selected together with a color. The selected color will be used in the matrix for the segment. The default segments can not be changed in colors.
Adding fields
Introduction
As approval criteria, additional standard and custom fields can be added to the approval matrix. Similar to the standard and custom segmentation, fields are supported on line and header levels. Supported fields types are: List/record, Free-form fields and Checkboxes.
Adding a field
A small configuration is required before standard and custom fields are available as selection on a matrix. To add a standard or a custom field to a matrix, click on the grey chip named “Add Field”.
After clicking "Add Field," a popup will appear, prompting you to choose either a standard or custom field. Then, you'll specify whether the field applies to the body or line level logic of the transaction. Use the field drop-down menu to designate the field that will serve as the approval parameter.
After "Add", the field will be stored on the matrix header:
Following the logic of adding standard and custom segmentation, fields can be added by a simple drag and drop operation.
'Is not' Approval Parameters
Within the ZoneApprovals Matrix, it is possible to set parameters that will trigger auto-approval as well. When configured:
- the system will auto-approve (or follow the ZoneApprovals configuration preferences) transactions submit with the selected parameters, or
- for transactions that do not match these parameters, the system will follow the standard approval routing as defined
This option by default is enabled on the ZoneApprovals configuration and displayed as 'red'. Values of these kind are the values selected on 'Department, and 'Manager (line)' of the first approval line.
To enable the same option for 'Department' on the second approval line, just select the ≠ sign. The sign will convert the values to 'red' and upon save and activation of the matrix, enable this behavior.
Translated within transactions behavior:
- for the first line, the system will trigger approval routing for all Vendor Bills and all Purchase orders within the subsidiary of Poland, submit with ANY department parameter that 'Is not' Admin, Production or Service, Location and Entity ANY value and ANY other Manager selected on line levels, that 'Is not' Petra, Steven or Eric. Transactions submit with the selected parameters will be auto-approved (or will follow the configuration level of the ZoneApprovals configuration 'Default transaction status when no matrix is applicable').
- for the second line, the system will trigger approval routing for all Vendor Bills and all Purchase orders within the subsidiary of Poland, submit with ANY department parameter that 'Is not' Service, Marketing or Production, Warsaw as Location and ANY value for Entity, where the Manager selected on line levels, is empty. Transactions submit with the selected parameters will be auto-approved (or will follow the configuration level of the ZoneApprovals configuration 'Default transaction status when no matrix is applicable').
Configuring 3-Way Match approval routing
Introduction
If you are a ZoneCapture user and you are using the 3-Way Match functionality within the SuiteApp, approval routing can be configured on captured differences between Purchase Orders and Vendor Bills.
If a discrepancy is captured on a Vendor Bill, failed lines will be present inside the 3-Way match Summary:
Starting from the discrepancies of Rate, Quantity and Amount, a preferred selection can be configured on the Approval matrix, so that approval routing is triggered only on the selected discrepancy.
To add the 3-Way Match chip on the matrix, drag and drop the green chip named “3WM Chip (Line)”.
After added, select the discrepancy you would like to track approval routing on, and select your preferred set of approvers.
If the “3WM Chip (Line)” is not displayed on the matrix, please follow the instructions present on this link Enable ZoneCapture 3-Way Match.
Adding Approvers
Introduction
When the basics are defined for the approval matrix, it's possible to add approvers. The approval matrix can hold as many approval lines as needed. When a new transaction is submitted for approval, the system will check each line individually and if applicable, use the defined approvers to populate the approval logs. The logic will try to apply the lines from the top to the bottom as to how they are actually displayed on screen.
Adding Approvers
To add approvers click on the button labeled “Add approver”. When this button is clicked, a new line will be added to the matrix. In the newly added line it’s now possible to set the criteria as needed. First, select the needed segmentation (if present) and then set for the needed threshold the required approvers. It is allowed to leave the thresholds empty. When left empty no approver is needed. When multiple lines are added, the system allows to rearrange the order of the lines by drag and drop operation. To rearrange, click on a specific line and hold your mouse button. Now drop the line where it should be keeping in mind that the system will apply the logic from the top to the bottom.
Editing Lines
When lines were already present and saved the system will not allow direct editing. To edit a specific line, the edit option for that line must be enabled by pressing the pencil icon. When this icon is pressed the line will become editable and the changes can be made.
Deleting Lines
If a certain approval line isn’t needed, it can be removed by pressing on the bin icon. The line will instantly disappear from the screen, but the actual change will only be stored when the approval matrix is saved.
Notice
Transactions that are in the approval process will keep following the old logic when altering an approval matrix or deleting/inactivating a matrix
Activating an Approval Matrix
Before activating an approval matrix make sure the start date is set correctly. When all settings are correct, press on the blue button labeled “Activate”. From this moment onward the approval matrix will be applied to transactions if the criteria is met.