| | Description | Sage Expenses offers various different ways of approval structures. We describe the basics of what you are able to do and also step by step guides to common scenarios. |
| Resolution | Enabling approvers - Go to the tab Settings, select Policy and approval, and enable approval.
- Choose your user from the dropdown and press Save.
▼ Temporary approvers If an approver is unavailable due to holiday or other absence, you can assign a temporary approver to ensure expense processing continues. When you set up the approval structure, you decide whether to allow temporary approvers and how to assign them. - No, approvers can’t assign a temporary approver
Only from approvers with the same or higher approval limit. Approvers can select a temporary approver from other approvers who have an equal or higher approval limit.
- Yes, from all employees. Approvers can assign any user in the organisation as a temporary approver
▼ Default approver A default approver ensures that expense reports are always routed for approval. The default approver serves two main purposes: -
If all expense reports need the same approval, assign a default approver -
If the system can’t find the correct approver, it sends the report to the default approver This can happen if a department approver is removed and no replacement is set up. In this case, the system can’t identify an approver and sends the report to the default approver.
▼ Approval structure The approval structure can be based on your organisation structure, which typically refers to departments, such as Finance or Sales.
Each user can be assigned to one department. Expenses submitted by the user are then routed to the approver associated with that department.
Alternatively, a dimension can be used as the basis for the approval structure. For example, some organisations use cost centers instead of departments. In this setup, the expense is approved based on the cost centre selected by the user.
You can also combine organisation structure and dimensions. For example, a user may belong to a department, while also being required to select a project when submitting an expense. Each project can have its own approver. If no project is highlighted, the department approver approves the expense.
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