The approval matrix is the main logic that is used by the approval SuiteApp to determine if a certain transaction requires approval and if so, who should be approving the transaction. It is possible to create several different approval matrices but this must be done with some consideration. When multiple matrices would apply to the transaction the system will take only the newest into consideration to apply as the approval logic. The matrix offers a draft mode and if needed a start and an end date. If a matrix is in a draft mode then the matrix will not be taken into consideration for approvals.
Creating an Approval Matrix
To create an approval matrix navigate to SETUP->APPROVALS->APPROVAL MATRIX->NEW. A new page will open on which the criteria can be set. We will explain each field in detail below.
The first criteria that should be set is the “Subsidiary”. In this field, the system allows selecting a single or multiple subsidiaries if needed. Also, it's possible to enable the checkbox labeled “All Current Subsidiaries”. When this option is enabled the matrix will be active in all subsidiaries that exist and that are active when creating the matrix. This means that when a new subsidiary has been created the matrix won’t be applied to this newly created subsidiary. The recommendation is to adjust if needed the approval matrix after creating or enabling a subsidiary.
In this field, it's possible to determine for which transaction types the approval matrix should be active. The system allows selecting a single transaction type or multiple if needed.
The currency field allows the user to set the base currency in which the approval matrix will compare the amounts. This means that when for example a user would set Euro and the transaction that needs approval is in GBP, the approval matrix will recalculate the amounts into Euro amount. This recalculated amount will be used to determine if an approval is needed. For the recalculation, the approval matrix will use an exchange rate from the transaction date.
In this field, the current approval matrix status will be shown. The status could be “Draft” or “Active”. During the creation of a new approval matrix, the status will be empty. After saving or directly activating the status will be populated. When an approval matrix is in draft status, the approval matrix won’t be applied or taken into consideration. Only active matrices will be used for approval logic.
In this field, an approval hierarchy definition should be selected. This approval hierarchy definition should be created before creating the approval matrix. More information regarding the creation of an approval matrix can be found on the page “Approval Hierarchy”. When a hierarchy is selected the approval matrix will be automatically populated with the approval thresholds from the approval hierarchy and a setup table should appear.
In this field, the start date must be set. The approval matrix will be active from this date but only if the approval matrix itself is in the status “Active”
This field allows setting of an end date on which the approval matrix should be deactivated. When left empty the approval matrix will be active for 5 years.
Only Highest Approver Required
When this option is enabled the approval matrix will only set the highest approver. This allows in certain situations for a minimized set of approvers when many thresholds are present.
The approval matrix allows adding segments to the approval criteria. The approval matrix can handle segments on a header or a line level and both can be set separately. When the line-level segmentation is used, it means the user will approve the total amount of the applicable lines and won't approve each line individually. By default, the approval matrix is loaded with a standard Netsuite segmentation and allows to extend this with custom segmentations if present in the system.
Adding a Segmentation
Adding a segmentation to the matrix can be achieved with a simple drag and drop operation. Click on a needed segment and hold the mouse button while moving the segment to the header of the table. When the mouse button is released the segment will be automatically added to the header, so it allows a selection on the matrix lines. When a specific segment is not needed it can be removed by pressing on the remove button in front of the segment name.
Adding a Custom Segment
If a custom segmentation is set up and used in Netsuite, the approval allows adding these segments. To add a custom segment press on the grey button labeled “Add segment”. When this button is pressed a popup will appear where the needed custom segment can be selected together with a color. The selected color will be used in the matrix for the segment. The default segments can not be changed in colors.
When the basics are defined for the approval matrix, it's possible to add approvers. The approval matrix can hold as many approval lines as needed. When a new transaction is submitted for approval, the system will check each line individually and if applicable, use the defined approvers to populate the approval logs. The logic will try to apply the lines from the top to the bottom as to how they are actually displayed on screen.
To add approvers click on the button labeled “Add approver”. When this button is clicked, a new line will be added to the matrix. In the newly added line it’s now possible to set the criteria as needed. First, select the needed segmentation (if present) and then set for the needed threshold the required approvers. It is allowed to leave the thresholds empty. When left empty no approver is needed. When multiple lines are added, the system allows to rearrange the order of the lines by drag and drop operation. To rearrange, click on a specific line and hold your mouse button. Now drop the line where it should be keeping in mind that the system will apply the logic from the top to the bottom.
When lines were already present and saved the system will not allow direct editing. To edit a specific line, the edit option for that line must be enabled by pressing the pencil icon. When this icon is pressed the line will become editable and the changes can be made.
If a certain approval line isn’t needed, it can be removed by pressing on the bin icon. The line will instantly disappear from the screen, but the actual change will only be stored when the approval matrix is saved.
Transactions that are in the approval process will keep following the old logic when altering an approval matrix or deleting/inactivating a matrix
Activating an Approval Matrix
Before activating an approval matrix make sure the start date is set correctly. When all settings are correct, press on the blue button labeled “Activate”. From this moment onward the approval matrix will be applied to transactions if the criteria is met.