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All the positions you want to include in your hierarchies must be included in the Business Group you selected in the Financials Options window.

A position can be added to multiple hierarchies.

Use the Position Hierarchy window to build and administer your position hierarchies. There are two distinct uses for position hierarchies in Purchasing: 1) document approval routing and 2) document security control. You can use a single position hierarchy for both purposes. See: Representing Jobs and Positions.

When you build your hierarchies, always begin with the most senior position and work down. Use your organization charts and predefined special approval paths to facilitate this process.

While you can include a position in many hierarchies, it can appear only once within a single hierarchy.

If you want to use the document Security Level of Hierarchy for any or all of your document types, the hierarchy you specify in the Purchasing Options window must include all the positions in your organization that should have access to these documents. See: Defining Control Options.

If you build multiple hierarchies for use in the approval process, it is useful to give them meaningful names. This helps employees quickly choose the appropriate approval path when moving documents from one approval hierarchy to another.

For example, you can define a special approval hierarchy including a Facilities Manager and Chief Financial Officer for all plant and property purchases. Name this hierarchy "Facilities." Your default approval hierarchy for standard purchase orders (called "Purchasing") includes only your procurement staff and a Vice President of Operations, none of whom have the authority to approve plant and property items. When a buyer attempts to approve a standard purchase order for these items, Purchasing will require a forward-to employee. Assuming your setup allows changes to the default approval hierarchy for standard purchase orders, instruct buyers to route these documents to the "Facilities" approval hierarchy.

Before you can reference your position hierarchies in Purchasing, you must assign employees to the referenced positions with the Enter Person window and then use the Submit Requests window to run the Fill Employee Hierarchy process. See: Fill Employee Hierarchy Process.

See Also