SuccessWare®21 has the ability to require approval from a second person for any changes made to a Vendor. This helps to prevent unintentional or malicious changes to a vendor’s information, including information about which bank accounts to use when sending payments to the vendor.
If a user has both edit and approval abilities, he will not be able to approve his own edits to a vendor. Any vendor change will require approval from another user before that change can go into effect.
In the Company Setup form, select the Other tab. Click the Edit button, then select the checkbox labeled Enable Vendor Change Approval Process, then click ‘Save’.
From User Manager, open the User Groups form, select the user group you want to give permission to approve vendor changes. Select the Payables tab, click the Edit button, check the box for ‘Approve Vendor Changes’ and click Save.
Open the Vendor Detail form. Click the Edit button. Make the desired changes. Click the Save button. The vendor will now display the option to Review Pending Changes.
When a vendor has Pending Changes, only user who originally requested the changes can alter the requested changes. To alter the changes being requested, click the Edit button. The form will update with your pending changes. Make the desired changes, and click the Save button to update your requested changes.
Note: While a vendor
has pending changes, no users will be able to create new purchase orders,
receipts, vendor invoices, or payments for this vendor, until the changes have
been approved or rejected. In addition,
no user, except the user who originally requested the changes will be able to make
additional modifications to the pending changes.
To review pending changes, open the Vendor Detail form. Click the Pending Changes button. Only users with the Approve Vendor Changes ability, or the user who initially requested the changes, will be able to select this option.
The Change Review form will open displaying the user who is requesting the changes, the date and time the changes were requested, and a list of each change being requested. The list will display the field name, the original value, and the new value.
To accept the requested changes, click the Accept button. The vendor will be updated with the changes requested, and the vendor will no longer have the Review Pending Changes option available. Any user with the Approve Vendor Changes ability, except the user who initially requested the changes, will be able to select this option.
To reject the requested changes, click the Reject button. The vendor will not be updated, and the changes will be discarded. The vendor will no longer have the Review Pending Changes option available. Any user with the Approve Vendor Changes ability, or the user who initially requested the changes will be able to select this option.
If you click the Cancel button, the Change Review form will close. The Vendor will not be updated. The Review Pending Changes option will remain available.