# SAP B1 Approval Procedure Template: Documents, Thresholds and Approvers

> Source: https://netray.co/tools/sap-b1-approval-procedure-template
> Publisher: Netray (netray.co), AI and integration engineering for ERP and manufacturing systems.
> Section: Free Tools

## Short answer

Fill in thresholds and approvers to generate a written SAP Business One approval procedure you can sign and configure from.

## Category

sap

## Erp

SAP Business One

## Audience

- Financial controller
- B1 administrator
- Internal auditor

## Tool

**Kind:** template

**Output:** document

**Fields:**

#### Company name

**Key:** company

**Type:** text

**Default:** Acme Precision Ltd

#### Policy version

**Key:** version

**Type:** text

**Default:** 1.0

#### Effective date

**Key:** date

**Type:** date

**Default:** 2026-11-01

#### Policy owner

**Key:** owner

**Type:** text

**Default:** Financial Controller

#### PO limit, stage 1 approver (currency amount)

**Key:** po_limit_1

**Type:** number

**Default:** 5000

#### PO limit, stage 2 approver (currency amount)

**Key:** po_limit_2

**Type:** number

**Default:** 25000

#### Stage 1 approver role

**Key:** stage1

**Type:** text

**Default:** Purchasing Manager

#### Stage 2 approver role

**Key:** stage2

**Type:** text

**Default:** Finance Director

#### Sales discount needing approval (percent)

**Key:** disc_limit

**Type:** number

**Default:** 10

#### Approval response target (working days)

**Key:** sla

**Type:** number

**Default:** 2

#### Backup approver role when absent

**Key:** backup

**Type:** text

**Default:** General Manager

**Blocks:**

#### SAP Business One Approval Procedure

**Body:** Company: {{company}}
Version: {{version}}
Effective date: {{date}}
Policy owner: {{owner}}

Purpose: to set who must approve which business documents in SAP Business One before they are posted, so that spending and pricing commitments follow delegated authority.

#### 1. Scope

**Body:** This procedure applies to documents created in SAP Business One by employees of {{company}}. It covers purchase orders, sales quotations and orders with discounts, manual journal entries and inventory adjustments. Documents that need approval are created as drafts and are not posted until approved.

#### 2. Approval rules

**Table:**

**Columns:**

- Document
- Condition
- Approver
- Stages

**Rows:**

**0:** Purchase order

**1:** Total up to {{po_limit_1}}

**2:** None (budget owner review)

**3:** 0

**0:** Purchase order

**1:** Total above {{po_limit_1}} up to {{po_limit_2}}

**2:** {{stage1}}

**3:** 1

**0:** Purchase order

**1:** Total above {{po_limit_2}}

**2:** {{stage1}} then {{stage2}}

**3:** 2

**0:** Sales order or quotation

**1:** Discount above {{disc_limit}} percent

**2:** Sales Manager

**3:** 1

**0:** Journal entry

**1:** Manual entries to control accounts

**2:** Financial Controller

**3:** 1

**0:** Inventory adjustment

**1:** Any posting to stock write-off accounts

**2:** Warehouse Manager and Finance

**3:** 1

#### 3. Responsibilities

**Body:** The originator prepares the document with complete supporting information. The approver reviews it within {{sla}} working days. If an approver is absent, the {{backup}} approves in their place and the reason is recorded in the remarks. An originator must not approve their own document. The policy owner ({{owner}}) reviews these rules at least once a year.

#### 4. System configuration notes

**Body:** Approval Stages define the authorizers and how many must approve. Approval Templates link a stage to a document type and to conditions such as total, discount or a user query. Templates are set in Administration, Setup, General, Approval Procedures. Test each template in a copy company with an originator and an approver before go-live. Users who are authorizers need the Authorization to see the Approval Status report.

#### 5. Exceptions and audit

**Body:** Urgent purchases may be raised with verbal approval from {{stage2}} and must be documented within one working day. All approvals and rejections are retained in B1 and are subject to internal audit. Rejected documents are returned to the originator with comments.

#### Approval

**Signatures:**

- Policy owner
- Finance Director
- IT or B1 administrator

**Notes:** This is a starting point for your own policy, not legal or audit advice. Menu paths and options vary by B1 version, so confirm them in your system. Thresholds shown are examples; set them from your own delegation of authority.

## Content

**Intro:** SAP Business One approval procedures stop a document from posting until the right person agrees. The system settings are quick to build, but only if you have decided who approves what. This template turns that decision into a written, signable policy.

**Sections:**

#### How to use the template

**Body:** Fill in the fields on the left with your thresholds, approver roles and response target. The document on the right updates as you type. Export it to Word to edit wording or to PDF for signature. Review it with finance and the department heads whose spending is limited, then use the approval rules table as the specification when you configure stages and templates in B1. Keep the signed copy with your internal control documents.

#### How approvals work in B1

**Body:** B1 approvals have two parts. An approval stage defines the authorizers and how many of them must approve. An approval template defines which document types and conditions trigger one or more stages, and who the originators are. When a document meets the condition, it is saved as a draft and sent to the authorizers through the alerts system. The authorizer approves or rejects, and on approval the document can be added. Conditions can use the document total, the discount, budget, or a saved user query for custom logic.

**Bullets:**

- Stages: who approves and how many are needed
- Templates: which documents and conditions
- Originators: users the template applies to
- Queries: custom conditions beyond total and discount

#### Choosing thresholds

**Body:** Base thresholds on risk and workload. Set the first approval limit high enough that routine, low-value buying flows, since approvals on every small purchase teach people to split orders. Set the upper limit where one person should not decide alone. Review the number of approvals per month after a quarter: if one approver clears hundreds, the threshold is probably too low. Link purchasing limits to your existing delegation of authority document, so B1 and policy agree.

#### Common mistakes

**Body:** Approval workflows fail in practice for people reasons more than technical ones. Plan for them from the start.

**Bullets:**

- No backup approver, so documents wait during leave
- Originators who are also authorizers, defeating the control
- Thresholds in one currency applied to multi-currency documents
- Templates tested only with the administrator account
- No periodic review of who is an authorizer

**Cta:** If approvals need logic beyond totals and discounts, such as supplier risk or contract status, we can help design the query and review the set-up. Get in touch with your approval rules.

**Faq:**

#### Where do I set up approval procedures in SAP Business One?

**Answer:** In Administration, Setup, General, Approval Procedures you define approval stages and approval templates. Menu names can differ slightly by version. Define stages first, then templates that reference them.

#### Which documents can need approval in B1?

**Answer:** Most marketing and purchasing documents, such as sales quotations, orders, purchase orders and invoices, as well as payments and journal entries, can be linked to approval templates. Check your version for the full list of supported documents.

#### What happens if the approver is on leave?

**Answer:** The document waits unless another authorizer is in the stage. Include a backup approver in the stage, or add a second authorizer who can approve instead. Document this in the policy so people know who steps in.

#### Can I base approval on something other than the total?

**Answer:** Yes. Besides total and discount, B1 allows conditions based on a saved query, which lets you test fields like item group or payment terms. Keep queries simple and test them with real documents.

## Search terms

sap b1 approval procedure template, sap business one approval templates, sap b1 approval workflow, sap business one purchase order approval, sap b1 approval stages, sap b1 approval limit policy, sap b1 document approval, approval procedure document sap business one

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