How to set Approval Channel Delegation - System Administrators

Quadient AP's Approval Channel Delegation allows the transfer of approval authority to another user. This can be either temporary to cover a vacation or leave, or permanent. System Administrators have access to set temporary and permanent approval delegates for the Invoice and Purchase Order modules. 

Important to note:

• If you use the Quadient Hub, please follow our guide here to set approval delegates. 

• The delegate must have the same permissions and Org Unit access as the current approver.

• Chain delegation (Approver A delegating to B and B delegating to C) is not supported. 

• Different delegates can be assigned to the Invoice and Purchase Order modules

• Delegating a user permanently does not deactivate the user from the system. Follow this guide here to deactivate a user in Quadient AP.

How to enable Approval Channel Delegation

Temporary Delegation

Navigate to the Settings section of Quadient AP. On the left, select User Management. Locate the user who needs a temporary delegate, and click on the palm tree icon under the Actions column to open the Vacation Coverage menu. 

• Permanent Replacement - this is toggled off by default and does not need to be changed for a temporary delegation.
• Active - this is toggled on by default. Click on the Active toggle to turn it off and deactivate the delegation.
• Start Date - this is the day the delegation begins. The start date can be today's date or another date in the future. 
• End Date - this is the day the delegation ends. This can be the same date as the start date for a single day's delegation, or another date in the future.
  • If you have set a delegation for this user before, you might have trouble adding the new delegation start date. Change the delegation End Date first, and then select the new Start Date. 
• Delegates - under Delegates, there are three dropdown menus:
  • Module - Select the Invoice or Purchase Order module
  • Role - This is set to Approver, and can not be modified.
  • Delegate - Select the user who will be the approver's delegate during this time. The delegate must have the same permissions and Org Unit access as the current approver.
• Add Delegates - This allows you to add an additional delegate for either the Invoice or Purchase Order module if needed. Please note only the module not selected under Delegate - Module will be selectable here.

Once the delegation is set, click Save to return to the User Management window. System Administrators will receive a notification email to let them know about the delegation.

Permanent Delegation

Navigate to the Settings section of Quadient AP. On the left, select User Management. Locate the user who needs a temporary delegate, and click on the palm tree icon under the Actions column to open the Vacation Coverage menu. 

• Permanent Replacement - this is toggled off by default and must be toggled on for permanent delegation.
• Active - this is toggled on by default. Click on the Active toggle to turn it off and deactivate the delegation.
• Last Day - this is the last day for the user. The permanent delegation will come into effect the day after the Last Day date. For example, a Last Day date of September 1st means the permanent delegation will begin on September 2nd. 
• Delegates - under Delegates, there are three dropdown menus:
  • Module - Select the Invoice or Purchase Order module
  • Role - This is set to Approver, and can not be modified.
  • Delegate - Select the user who will be the approver's delegate during this time. The delegate must have the same permissions and Org Unit access as the current approver.
• Add Delegates - This allows you to add an additional delegate for either the Invoice or Purchase Order module if needed. Please note only the module not selected under Delegate - Module will be selectable here.

When setting a permanent delegation, you will see a warning message that there is no way to undo a permanent replacement after it goes into effect. Acknowledge this message by clicking I understand, let me save to enable the save button. 

Once the delegation is set, click Save to return to the User Management window. System Administrators will receive a notification email to let them know about the delegation.

If you need to deactivate a permanent delegation prior to the start date, click back into the Vacation Coverage menu click on Active to toggle it to Inactive, and click save. There is no way to undo a permanent replacement after it goes into effect. 

Approving invoices or purchase orders as a delegate

The approval process for delegates is the same as the standard approval process. The delegate will see the invoices or purchase orders pending their approval in the Approvals tab. The delegation will be shown on the Approval History with the message Delegate approved on behalf of Approver.