HOW-TO

How to route A/P invoice records by amount, vendor or project in SAP B1

Short answer

In SAP B1, set approval procedure rules by amount, vendor or project. Put specific rules first, then a default for everything else and test with a real A/P invoice.

Last checked

Routing bills means sending each bill to a different approver depending on its amount, supplier or job. What is approval matrix?

Before you start

  • Approval templates

The SAP B1 way

Where to find it: Administration > Approval Process > Approval Templates > Terms tab

  1. On the Terms tab choose When the Following Applies.
  2. Set a condition such as document total, or a user query.
  3. Assign the stages on the Stages tab.

Limits in SAP B1

  • Conditions are met when any one applies.
  • Predefined terms depend on the documents chosen. Route by vendor with an SQL query that returns True or False.

The Pulsify way

  1. Open Approvals in Pulsify and add a step.
  2. Add rows to the step. Each row can match a supplier, an amount range, an account or a tracking category.
  3. Choose who approves each row: a person, a role or a team.
  4. Add a second step for large amounts, or a review step for coding checks.
  5. Set an auto-approve rule for trusted, small bills.
  6. Use Try an invoice to see where a real bill would go.

Pulsify connects to SAP B1. We set up the connection for you.

What Pulsify does not do here

  • Pulsify does not reassign approvals and does not send reminders.

Common mistakes

  • Expecting all conditions to be met. SAP triggers the template when any one applies.
  • Writing a vendor query that returns True or False for the wrong vendors, so invoices go to the wrong stage.

More help

Sources

Last checked 2026-10-19. Confidence: confirmed.

Common questions

Can SAP Business One route by vendor?

Yes, through a query. The Terms tab takes an SQL query that returns True or False, so you can write one that checks the vendor. Predefined terms depend on the documents you chose.

What happens when two conditions are set?

Terms trigger when any one condition is met, not when all are met. Keep that in mind when you combine an amount limit with a query.

Can I route by document total?

Yes. On the Terms tab choose When the Following Applies and set a condition on the total. Then assign the stages on the Stages tab.

Pulsify setup guides

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