Approving Expenses Based on a Contract

• 20/11/2024
• 3 minutes to read

With Purchase Contracts, you can set up automatic approval for any expense linked to a purchase contract. You can even set up a variance amount or percentage for each contract line. This means that if the amount of an expense relates to the contract line amount within the specified variance, then they're automatically approved. For a quick overview of this functionality, watch the following video:

To enable automatic approval of expenses

You can only enable automatic approval of expenses from the Purchase Contract page, and here's how you do that:

1. Search for Purchase Contracts Setup, then choose the related link.
2. Under Approval, toggle the Enable Purchase Contract Approval setting on.
3. If needed, also toggle the Enable Purchase Contract Force Approval setting on.
4. On the action bar, select Workflows and Users > Continia User Setup. Configure the fields Purchase Contract Amount Approval Limit, Unlimited Purchase Contract Approval, and Purchase Contract Approver ID according to your needs.

To approve expenses

After you've completed the set up process as described above, you can have any expense automatically approved:

1. Search for Expenses, then choose the related link.
2. On the list of expenses, select the expense that you want to send for approval.
3. On the action bar, select Home and Send for Approval.

This will automatically approve the expense. Under Comments, the Comment field will display the text Expense automatically approved based on the purchase contract [XXXX].

See also

Refer to the following articles for more information about purchase contracts. Creating Purchase Contracts
Purchase Contract Reviews
Viewing the Purchase Contract Archive