Utilizing Request/Approval Limits by Category Code

You can utilize request/approval limits by category codes according to each requisition user. (Category Codes are a way for similar item codes to be grouped together.)

  1. Set up category codes using Maintain>Purchase Orders>Category Codes.
  2. After the category codes are assigned, they are available for selection by the Administrator on the Amount Limits tab (Security>Requisitions>Set Up Requisition Users - Amount Limits Tab).
  3. The amount limits can be assigned in different ways, depending on whether specific category codes are assigned, no category codes are assigned, or a combination of the two are used.
    • Specific Category Codes - Amount limits can be assigned on a category-by-category basis, whereby the user is assigned a request/approval amount for each category code selected. If you want to set up a user's amount limits this way, you would leave the "Default Request/Final Approval Amount" boxes at their defaults. Then select specific category codes in the table and enter the appropriate request/approval amounts for each category code. A user would only be able to request/approve the category codes and amounts listed in the table.
    • No Category Codes - A single limit can be applied to all items requested by entering a default amount in the "Default Request/Final Approval Amount" boxes. For example, if $5000 (USD) is both the default request and final approval amounts, a user cannot request/approve line items that total more than $5000 (USD). You will not enter anything in the table.
    • Combination of Specific Category Codes and No Category Codes - A single default limit can be applied to all items requested/approved, and you can enter exceptions to that rule in the table. For example, $5000 (USD) is both the default request and final approval amounts, but there is one category code (Supplies) that is an exception. The Supplies category code is entered in the table with a request/final approval amount of $7500 (USD). Now, the user can request/approve $5000 (USD) on all other items, with the exception of Supplies—the limit is $7500 (USD).