5 Setting Up Approval Lists for Joint Ventures

This chapter discusses:

5.1 Understanding Approval Lists for a Joint Venture

Before any processing occurs, a joint venture might require approval from all or some of the following parties: partners, internal employees, and managers. Some organizations might require a combination of internal and external approvers. Approval lists can include individuals, organizations, or partner entities, as needed, to fit the approval requirements of your organization.

You use the Division of Interest/Approval List program (P09J20) to create approval lists. The entities that you add to the approval list are determined by the approval process of your organization. You can associate an approval list to only one joint venture.

Note:

Approval lists are optional and are not required for joint venture processing.

When you add entities to an approval list, you enter the insider business unit or address book number for the outside partner. If there is a valid legal entity record for the business unit or the partner, the system automatically populates the Entity Type field with the value from the legal entity record. You can override the Entity Type on the approval list if necessary. If no legal entity record exists for that entity, you can specify the Entity Type or leave it blank. The Entity Type field is informational only.

For a partner who is set up as a legal entity, you can access the legal entity information for the partner from the P09J20 program for approval list. This enables you to view the legal entity information or revise the information as required.

See Chapter 3, "Setting Up Legal Entities for Joint Ventures".

Approval list are stored in these tables:

  • Division of Interest Header (F09J20)

  • Division of Interest Detail (F09J21)

Approve an Approval List

You can approve an approval list only if you have the approval authority. The users who have this authority uses the version of the P09J20 program that has the processing options set to create approval lists and also approve the lists.

If you have the approval authority, you use the approval list to record the date when each entity approves the joint venture. You can use the media object attachment feature to save and attach documents or files that are relevant to the approval process for each entity. For example, if you receive an email from Jane Smith that approves the joint venture, you can save and attach that email to Jane's record in the approval list.

You attach this approval list to the Joint Venture Master. After all of the entities have approved the joint venture, you can mark the approval list as Approved. The approval list must be attached to a joint venture to be approved. After the list is approved, the joint venture to which it is assigned is automatically marked as approved. You cannot delete an approval list that is attached to a joint venture.

Once the approval list is set to Approved, it is read-only. No changes can be made to the record.

For additional information about assigning an approval list to a joint venture, see Chapter 4, "Entering Joint Venture Master Records".

5.2 Working with Approval Lists for Joint Ventures

To create and use approval lists, you must use a version of the Division of Interest/Approval List program (P09J20) that has the processing options set to create approval lists, and not division of interest (DOI) records.

To create, use, and approve the approval lists, you must use a different version of the Division of Interest/Approval List program (P09J20) that has the processing options set to create and approve approval lists. Only entities with approval authority must be able to use this version of the P09J20 program.

5.2.1 Prerequisite

Before you complete the tasks in this section, set up the processing options for the version of the P09J20 program that you want to use to create approval lists.

On the Process tab, you set up these processing options:

  • Partner List Type

    Specify which type of record this program creates. You can choose to create approval lists or DOIs. A DOI is a list of the percentage splits by partner in a joint venture. An approval list is a list of the partners and entities that need to approve the joint venture.

    Note that to create approval lists, you must be using a version of the P09J20 that has this option set to 1. The system launches the form for approval list or DOI based on this processing option setup.

  • Add Legal Entity

    This processing option is not used by approval lists; it is only used by DOIs.

  • Approve the Approval List

    Specify whether to allow users to approve the approval list. If this processing option is set to allow users to approve the list, the system:

    • Enables the Date Approved field for each partner on the detail area of the Edit Approval List form

    • Displays the Approve column on the Work with Approval List form

      Users can click the approve icon on the Approve column to approve the list.

    • Displays Approve on the Row menu of the Work with Approval List form and on the Form menu of the Edit Approval List form

    Only users with approval authority must be able to use the version of the P09J20 program that has this processing option set to allow users to approve the approval lists. When you approve an approval list, the system automatically approves the joint venture master records in the Joint Venture Master table (F09J30).

On the Versions tab, set up the Legal Entities (P09J10) processing option with the version of the P09J10 program that you want the system to launch when you access the P09J10 program from the Row menu of the Edit Approval List form.

5.2.2 Creating Approval Lists for Joint Ventures

To create an approval list:

  1. From the Joint Venture Management module (G09J), click Joint Venture Setup, and then Approval List.

  2. To add a new approval list, click Add on the Work with Approval List form.

  3. On the Create Approval List form, complete the Name and Description fields.

    You must enter a name that has not already been used for an approval list or for a DOI.

  4. Optionally, complete the Purpose field.

  5. Click Save.

    An approval list record is created with the header information that you entered.

    When you click Save on the Create Approval List form, the system displays the Edit Approval List form. The header fields are populated with the values that you entered.

  6. In the detail area of the form, enter the insider business unit or the address number of the outside partner that needs to approve the joint venture.

    The outside partner can be a person or a valid address book number. This list does not have to match the partner list for the joint venture.

  7. If necessary, update the Entity Type for the record.

  8. To continue adding approvers, click in a new row in the detail area, and repeat steps 6 to 8.

  9. When you have added all of the approvers for the joint venture, click OK.

    The approval list can now be added to the Joint Venture Master record. See Chapter 4, "Entering Joint Venture Master Records".

5.2.3 Copying Approval Lists for Joint Ventures

To copy an approval list:

  1. From the Joint Venture Management module (G09J), click Joint Venture Setup, and then Approval List.

  2. On the Work with Approval List form, search for the record you want to copy.

    You can use the QBE fields in the grid or the header fields to filter records. The Status options in the header allow you to filter records that are approved, not approved, or both. Approved records are those that have an approved date.

  3. Select the record that you want to copy and then click Copy.

  4. On the Copy Approval List form, complete the Name and Description fields.

    You must enter a name that has not already been used for an approval list or for a DOI.

  5. Update the Purpose field as needed.

  6. Click Save.

    The system displays the Edit Approval List form. Note that all the approvers have been copied to the new record.

    Also note that the Date Approved values have been cleared, regardless of the values of the approval list you copied.

  7. If you have the approval authority, enter approval dates, if necessary.

  8. Click OK to save your changes.

5.2.4 Approving an Approval List for Joint Ventures

Note:

To approve an approval list, you must use the version of the P09J20 program that has the Approve Approval List processing option set to allow users to approve the list. You have access to the approval features of the P09J20 program only if you are allowed to use this version of the program.

See Section 5.2.1, "Prerequisite".

To approve the approval list:

  1. From the Joint Venture Management module (G09J), click Advanced and Technical Operations, and then Approval List with Approve Option.

    The system displays the Work with Approval List form. There are three methods you can use to approve an approval list:

    • Click the approve icon for the record that you want to approve.

      Note that this icon does not appear if the approval list is already approved.

    • Select the record you want to approve and click Approve on the Row menu.

    • Select the record you want to approve and click Select. Then, click Approve on the Form menu of the Edit Approval List form.

    To approve an approval list, at least one entity must be included in the approval list and the approval list must already be attached to a joint venture.

    Regardless of the method that you choose to approve the approval list, the system displays a confirmation form.

  2. Review the information provided on the confirmation form and specify an approval date to use on all records that do not currently have an approval date.

    If you do not enter a date, the system date is used.

  3. Click OK.

    The system enters the specified date on all records that do not include an approval date, and also populates the Date Approved field on the header of the Edit Approval List form. Additionally, the system automatically approves the joint venture to which this approval list is assigned.

    The approval list record becomes read-only and cannot be updated.