Purchase Order approval ladders (hierarchy approvals)
An approval ladder is a named, ordered chain of approval levels used for hierarchy (chained) Purchase Order approvals. When a PO uses a ladder, approval moves level by level up the chain: each level designates the group that approves at that step, plus a backup group for when the primary approvers are unavailable.
How hierarchy approvals differ from the standard approval flow
The standard PO approval flow approves by dollar limits: users have an approval amount, and a PO over the auto-approve maximum must be sent for approval. Hierarchy approvals work differently: the PO is assigned an Approval Ladder Type, and approval proceeds through that ladder’s levels in order. Facility exceptions on a ladder let specific facilities use different primary or backup groups at a given level.
Prerequisites
Purchase Order approvals are enabled: Admin > System Switches > Purchase Order > Use PO Approval.
The Use PO Approval configuration is enabled for your company.
Hierarchy approvals are enabled in your environment — if you do not see the Chained Hierarchical PO Approvals setting or the Approval Ladder Type field, contact RTA Support.
To create or edit ladders, a user needs the Manage PO Approval Ladders permission.
Set up an approval ladder
Go to Settings > Parts > Chained Hierarchical PO Approvals. Each ladder is a named list of levels in rank order. Every level needs a primary approver group and can have a backup group; facility exceptions override a level’s groups for a specific facility. A ladder with no levels cannot approve — requesting approval on a PO that uses it shows “The selected approval ladder has no levels configured.”
Pick a ladder on a purchase order
On the PO header, set the Approval Ladder Type field while the PO is not closed or completed. The field locks once approval is final or any level member has approved.
“Select an approval ladder before requesting approval”
This message means hierarchy approvals are on for your company and the PO has no Approval Ladder Type set. Pick a ladder from the Approval Ladder Type field on the PO header, then request approval again.
The dropdown is empty — no ladders exist yet. A user with the Manage PO Approval Ladders permission must create one at Settings > Parts > Chained Hierarchical PO Approvals first.
“The selected approval ladder has no levels configured” — the chosen ladder exists but has no levels; add levels before it can approve.
You don’t see the field or the setting at all — hierarchy approvals are not enabled for your company; contact RTA Support.