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Procedure documentationCreating an Approval Template


Create an approval template to define an approval procedure. The template includes such information as the users and documents to which the approval procedures apply, which approval stages to go through, and any special conditions.

For example, approval procedures can be defined with different terms for different originators. An approval procedure is triggered if an A/R invoice exceeds the credit limit of the customer, while another approval procedure is triggered if an A/R invoice reaches a certain amount of gross profit.


  1. From the SAP Business One Main Menu, choose Start of the navigation path Administration Next navigation step Approval Procedures Next navigation step Approval Templates End of the navigation path.

  2. In the Approval Templates - Setup window, enter a unique name and, optionally, a description for the approval template.

  3. Select the Active checkbox, and if you want the approval procedure to be triggered for document update, select also the Active when Updating Documents checkbox.

    Note Note

    You can deactivate an approval template when the approval procedure is no longer required or valid.

    End of the note.
  4. On the Originator tab, specify the users who require approval for generating or updating the relevant documents.

  5. On the Documents tab, select the documents to be processed using this approval procedure.

  6. On the Stages tab, select one or more approval stages.

    If an approval template has more than one stage with different authorizers, all the authorizers have the same authorization level. The order in which the stages are listed in the approval template does not mean that one authorizer's decision has priority over another's.

    For example, an approval procedure requires the relevant documents to be approved by both the financial department (stage A) and the inventory management department (stage B).

  7. On the Terms tab, do either of the following:

    • To always trigger the approval procedure, select the Always radio button.

    • To define specific conditions for triggering the approval procedure, select the When the Following Applies radio button and define the conditions.

      The condition can be a comparison with a predefined variable (for example, document total) or a user query. Note that the approval procedure is triggered when any of the conditions are met.

      For more information, see Approval Templates - Setup Window.

  8. To save the template, choose the Add button.