Important: The instructions, screenshots, and video in this article apply to ZoneApprovals version 1.15.4 or earlier. If you are using version 1.16.0 or later, please refer to the updated article: Creating an Approval Matrix in ZoneApprovals (Version 1.16.0 or Later).
The Approval Matrix is the core logic engine in ZoneApprovals that determines whether a transaction requires approval and who the designated approvers should be. Configuring the matrix correctly ensures transactions are routed to the right people under the right conditions.
Note: Clicking on the images within this guide will enlarge them for better viewing.
Overview
You can create multiple approval matrices, but do so with care. When more than 1 matrix applies to a transaction, the system uses only the most recently created matrix as the approval logic. Each matrix supports a draft mode, as well as optional start and end dates. A matrix in draft status is excluded from all approval processing.
Creating an approval matrix
Navigate to Setup > ZoneApprovals Setup > Approval Matrix > New. A new record opens where you can configure the approval criteria. Each field is described in detail below.
Subsidiary
Select 1 or more subsidiaries to which this matrix applies. You can also enable the All Current Subsidiaries checkbox to apply the matrix to all currently active subsidiaries. Note that this setting does not automatically extend to subsidiaries created after the matrix is saved. Review and update the matrix whenever a new subsidiary is added or activated.
Record type
Select the transaction type or types to which this matrix applies. The system allows selecting a single type or multiple types.
Currency
Select the base currency the matrix uses when comparing transaction amounts. If a transaction is in a different currency (for example, GBP when the matrix currency is EUR), the system recalculates the transaction amount using the exchange rate from the transaction date before evaluating whether approval is required.
Status
This field displays the current matrix status: Draft or Active. The field is blank during initial creation and populates after the matrix is saved or activated. Only matrices in Active status are applied to transactions.
Hierarchy
Select an approval hierarchy definition. This definition must be created before configuring the matrix. For guidance on creating a hierarchy, see Approval Hierarchy Definition. Once a hierarchy is selected, the matrix automatically populates with the corresponding approval thresholds and displays the setup table.
Start date
Enter the date from which the matrix should be active. The matrix only becomes active on this date if its status is set to Active.
End date
Optionally, enter a date on which the matrix should automatically deactivate. If left blank, the matrix remains active for 5 years from the start date.
Overdue threshold (hours)
Enter the number of hours within which a transaction must be approved. If this threshold is exceeded, the system marks the transaction as Overdue and moves it from Pending Approval to Overdue Approvals. The Approval Log in the audit trail is updated with a yellow exclamation mark.
Important: If the overdue threshold is reached for an AP Payment Batch record, the overdue status and elapsed time are displayed as text directly within the Status column of the ZoneApprovals subtab.
The Overdue status is also the prerequisite for the Approval Reminder feature. Transactions marked as overdue based on this threshold are included in consolidated daily reminder emails (if enabled), helping approvers prioritize pending items.
Important: Approval Reminders are not supported for AP Payment Batch.
Only highest approver required
Important: This feature is not supported for AP Payment Batch.
Enable this option to restrict the matrix to only the highest-level approver. This is useful when many thresholds are present and a reduced approver set is preferred.
Require one approval per employee
Important: This feature is not supported for AP Payment Batch.
By default, each approval log on a transaction requires a unique approval from its assigned employee — even when 1 employee qualifies as approver on multiple logs due to meeting different matrix criteria. Enable the Require One Approval Per Employee toggle to streamline this: once an approver approves their first log, subsequent logs assigned to that same approver are automatically approved.
Audit trail and reasons
If Approval Reason is enforced in your ZoneApprovals Configuration, the reason entered by the approver is captured only on the first approved log. All subsequent auto-approved logs are recorded with the following values:
- Status: Auto-Approved
- Approval Reason: "Require One Approval Per Employee enabled"
Supported approver types
This preference supports individual Employee approvers, as well as Group, Role, and Sourced approvers. If the approver of the first log is also a member of a subsequent Group, or is the designated Sourced Approver for a subsequent log, those logs are automatically approved.
For Role approval logs: a subsequent log assigned to a specific Role is only auto-approved if the user was actively logged into that exact Role when they approved their initial log. Simply having the role assigned on their NetSuite Employee record is not sufficient. Additionally, to approve an initial log as a Role approver, the user must be logged into that role to see the Approve and Reject buttons.
Super approvers
The interaction between this preference and Super Approvers depends on the context:
- When acting as the eligible approver: If a Super Approver is the designated approver for a log (directly, or via their own Group or Role), standard auto-approval rules apply to them as they would to any other employee.
- When overruling for another individual: If a Super Approver approves a log on behalf of another individual approver, subsequent logs assigned specifically to that individual are auto-approved. Subsequent logs assigned to that individual's Groups or Roles are not auto-approved.
- When overruling for a group or role: If a Super Approver approves a log assigned to a Group or Role of which they are not a member, the auto-approval behavior does not extend to other logs in that Group or Role.
Adding segments
Overview
The approval matrix supports segmentation criteria at the header level, the line level, or both. When line-level segmentation is used, the approver reviews the total amount of applicable lines rather than each line individually. By default, the matrix includes the standard NetSuite segments: Department, Class, and Location. You can extend this with custom segments.
Important: For AP Payment Batch, only the standard header-level classifications — Department, Class, and Location — are supported.
Adding a standard segment
Click and hold a segment chip, then drag it to the header row of the matrix table. Release the mouse button to add the segment and enable selection on matrix lines. To remove a segment, select the remove button next to the segment name.
Adding a custom segment
If custom segmentation is configured in NetSuite, you can include it in the matrix. Select the Add Segment button. In the popup that appears, select the custom segment and assign a display color. The selected color will represent that segment in the matrix. Default segment colors cannot be changed.
Adding fields
Important: This feature is not supported for AP Payment Batch.
Overview
Standard and custom fields can be added as approval criteria on the matrix. Like segments, fields are supported at both the header and line levels. Supported field types are: List/Record, Free-form, and Checkbox.
Adding a field
A small configuration is required before standard and custom fields are available for selection on a matrix. Select the Add Field chip.
In the popup that appears, choose either a standard or custom field, then specify whether the field applies at the body or line level. Use the field pick-list to designate the field that will serve as the approval parameter. Select Add to save the field to the matrix header.
Once added to the header, drag and drop the field chip into the matrix using the same method as standard and custom segments.
Using the 'is not' approval parameter
Within the approval matrix, you can configure parameters that trigger auto-approval. When configured:
- Transactions submitted with the selected parameters will be auto-approved (or will follow the Default transaction status when no matrix is applicable setting in ZoneApprovals Configuration).
- Transactions that do not match the selected parameters follow standard approval routing.
This option is enabled by default in the ZoneApprovals Configuration and displays values in red. By default, the values set on Department and Manager (line) of the first approval line use this behavior.
To enable the same option for a different field or line, select the ≠sign next to the value. The sign converts the values to red. Upon saving and activating the matrix, the 'is not' behavior takes effect.
Configuring 3-way match approval routing
Important: This feature is not supported for AP Payment Batch.
Overview
If you use ZoneCapture with the 3-Way Match functionality, you can configure approval routing based on discrepancies captured between Purchase Orders and Vendor Bills. When a discrepancy is detected on a Vendor Bill, the failed lines appear in the 3-Way Match Summary.
You can configure the matrix to trigger approval routing based on 1 or more of the following discrepancy types: Rate, Quantity, and Amount.
Adding the 3-way match chip
Drag and drop the green 3WM Chip (Line) chip onto the matrix.
Select the discrepancy type you want to trigger approval routing on, then select the preferred approvers.
If the 3WM Chip (Line) is not displayed on the matrix, follow the instructions in Enable ZoneCapture 3-Way Match.
Adding approvers
Overview
Once the matrix basics are defined, add 1 or more approval lines. When a transaction is submitted for approval, the system evaluates each line individually from top to bottom and populates the approval logs for any lines whose criteria are met.
Adding approvers
Select the Add Approver button. A new line is added to the matrix. Set the segmentation criteria as needed, then assign the required approvers for each applicable threshold. Threshold fields may be left blank — when blank, no approver is required for that threshold. To reorder lines, click and hold a line, then drag it to the desired position. The system applies lines in order from top to bottom.
Editing lines
Saved lines are read-only by default. To edit a line, select the pencil icon on that line to make it editable, then apply your changes.
Deleting lines
Select the bin icon on any line to remove it. The line disappears immediately from the screen, but the change is only saved when the matrix record is saved.
Important: Transactions already in the approval process continue to follow the original matrix logic even after the matrix is altered, deleted, or inactivated.
Activating an approval matrix
Before activating, confirm that the Start Date is set correctly. When all settings are correct, select the Activate button. The matrix is applied to transactions immediately from this point forward, wherever the criteria are met.
Micro training video: Creating an approval matrix
Important: The video below covers ZoneApprovals version 1.15.4 or earlier. If you are using version 1.16.0 or later, refer to the updated Approval Matrix article.