CBC-PROC-304 Version 1 last review date: December, 2024
Managing Financial Delegation Limits
1. The Financial Delegation System
CMMS includes a number of approval workflows for entities that have an inherent dollar value, such as Quotes and Invoices. To enable appropriate management of approvals, the Financial Delegation system allows an approval limit to be set for each User.
1.1 Who do limits apply to?
Financial Delegation approval limits are assigned only to internal users for approval workflows as noted below.
1.2 Limit Types
| Limit Type | Purpose |
|---|---|
| Quote | Applies to the internal approval workflow before the Quote can be submitted to the Client. |
| Creditor Invoice / Purchase Order | Applies to the Creditor Invoice or Purchase Order 'approval to pay' workflow, after the invoice is received. |
| Debtor Invoice | Applies to the internal approval flow of an invoice before it can be submitted to a Client. |
| Work Request | Not utilised yet. |
1.3 The Approval Chain
Alongisde the limits themsleves, users can also be assigned other Users as an approver. A User approving a Quote/Invoice that has a value greater than their limit may need to send it to a manager for approval.
- When approving an item that is less than or equal to the the User's limit, the item can be approved directly.
- When approving an item that is less than or equal to a User's limit, a User may optionally chose to send an approval request to a manager.
- When approving an item that is greater than the User's limit, the User must select an approver to send it too.
2. Limit Update Process
A request is sent to the executive team (either Josh Ryan, Leanne Mangoulias, Peter Calder, Kristen Magagnino, Richard Greedy) for approval and action.
The executive performs the update and confirms this with the requestor.
3. Updating Financial Delegation Limits
Updates to a Users Financial Delegation limts are made on that Users User Profile view. The ability to edit Financial Delegation limits is, of course, a permission controlled function. Not all users will be able to complete the below steps.
3.1. Add Approval Limit
Navigate to the User Profile of the User you wish to update.
Expand the Financial Delegation section.
Click the 'Add' button beneath the Approval Limits table.
In the 'Entries' field, select the approval type the limit is to apply to.
- If limits are to be different for different entities, select only one here then add another limit after saving the first.
Enter
- Note that the value is a pre-tax value, meaning the User will be able to approve where the total value may be over the limit due to tax.
Click 'Save Changes'.
Click the main 'Save' button to save the user profile.
3.2. Add Approval Chain entry
Navigate to the User Profile of the User you wish to update.
Expand the Financial Delegation section.
Click the 'Add' button under the Approval Chain table.
In the Link Type field, select the approval type to be added
- 'User Approved by' - Indicates a User that the currently viewed User will escalte approvals to, i.e., a manager.
- 'User Apprves for' - Indicates a User that the currently viewed User will have approvals escalatd from, .i.e, a subordinate.
- The following field will adjust depending on the selection.
In the 'Approves for'/'Approved by' field, select the appropriate User.
Click 'Save Changes'.
Click the main 'Save' button to save the user profile.
If more than one Approval Chain entry is required, begin again from step 1.
Once saved, an Approval Chain entry is visible on both the approver and approvee's User Profile views.