Requisition Approval Processing

Transcription

1 Requisition Approval Processing

2 Course Objectives By the end of this course, you should be able to: Take Action on a Requisition

3 Lesson 1 Processing Requisitions

4 Lesson Objectives By the end of this module, you should be able to: Explain the Requisition Approval Process Access the Requisition iti Approval lscreen Take Action on a Requisition Add Ad-Hoc Approvers and Reviewers Delegate Approval Authority

5 The Requisition Lifecycle Step Responsible Party Description Requisition Requisitioner Create a Requisition for one or more items. Approvals Approver Determine if the Requisition can proceed. Inventory Inventory Check inventory to see if the item(s) can be fulfilled or needs to be replenished. Purchase Orders Contract Manager, Acquisition Specialist Create a Purchase Order, assign requests to Vendors and Contracts, manage Purchase Orders. Change Request Requisitioner, Acquisition Make any changes as necessary. Specialist Receiving Requisitioner, Receiver Receive the goods at the loading dock (Receiver) or at the desktop (Requisitioner). Returns Requisitioner, Receiver Return goods to a Vendor. Invoice Accounts Payable Draft a Voucher for payment. Payment Accounts Payable Pay the Vendor.

6 The Requisition Approval Process As an Approver, you will receive a notification in the form of an and a worklist entry when a Requisitioner submits a Requisition for approval You can add Ad-Hoc Approvers and/or Reviewers, and add comments There are three outcomes available: o Approve o Deny o Hold

7 Requisition Approval Process

8 Approving Requisitions The approval of requisitions is handled by the Approval Framework The approval steps can be designed to include one or multiple approvers based on many different criteria After a requisition is submitted for approval, the Approval Framework routes the transaction to an approver The approver can preview, in a graphical format, the path that the requisition approval will take, view who has already approved the requisition, and see any comments that previous approvers have entered

9 Special Cases Some requisitions iti may create an automatic ti approval routing based on their contents t or quantities: If the Request Contains Capital Assets Radioactive Materials Biomedical Products Then The Requisition will automatically be routed to the Capital Committee for Approval The Requisition will automatically be routed to Radiation Safety for Approval The Requisition will automatically be routed to Biomedical for Approval Grant Purchases The Requisition i i will automatically be routed to the Grant Approvals Group for Approval Amounts that are Over the Established The Requisition will be required to be Spending Limit* Approved at the Departmental level * Standardized spending limits will be enforced by policy and the system

10 Let s Discuss Consider the following questions FOR DISCUSSION: 1. What would cause you to approve a Requisition? 2. What would cause you to Deny a Requisition? iti 3. What would cause you to place a Requisition on Hold? 10

11 Accessing the Requisition Approval Screen There are three ways to access the screen that allows you to approve a requisition: o Navigate to eprocurement > Manage Requisition Approvals o Select the Requisition from the Worklist o Click the link included in the notification you receive

12 Adding Ad-Hoc Approvers and Reviewers During the approval process, approvers can add other approvers to the current or a lt later stage of fthe approval process. This action is called Ad-Hoc Approval, and it applies only to the approval instance in which the addition occurs and does not affect the underlying process definition used for other requests. The list of Ad-Hoc approvers is limited to those employees that have approval authority. Similarly, approvers can add other reviewers. Like the Ad- Hoc approval, this applies to the approval instance in which the addition occurs, and does not affect the underlying process definition used for other requests.

13 Let s Discuss Consider the following questions FOR DISCUSSION: 1. Why might you want to add an Ad-Hoc Approver to a Requisition? 2. Why might you want to add a Reviewer to a Requisition?

14 Approve a Requisition Demonstration Receive a Notification 1. Access the Requisition through the Notification 2. Review the Requisition 3. Add Comments 4. Approve the Requisition

15 Approve a Requisition Exercise Approve a Requisition 1. Access a Requisition 2. Review the Requisition 3. Add an Ad-Hoc Approver 4. Add a Reviewer 5. Add Comments 6. Approve the Requisition

16 Delegating Approval Authority You can delegate approval authority in certain cases (vacations, absences, etc.) Delegation will take effect for any future requisitions submitted in the time period specified The My Profile screen allows you to delegate approval authority You can specify when a delegate s authority begins and ends You can only delegate to those employees who have an Approver role

17 Delegate Approval Authority Demonstration Delegate Approval Authority Delegate Approval Authority to another User

18 Check Your Understanding Let s review what we just discussed. Answer the following: 1. What are the three ways to access a Requisition Approval? Via the main menu on the PeopleSoft home page, the Worklist, and the Notification 2. What are the three outcomes of your Requisition review? Approve, Deny, Hold 3. What screen allows you to delegate approval authority? My Profile

19 Lesson Summary You should now be able to: Explain the Requisition Approval Process Access the Requisition iti Approval lscreen Take Action on a Requisition Add Ad-Hoc Approvers and Reviewers Delegate Approval Authority

20 Requisition Approval Processing Wrap-Up

21 Wrap-Up Keep in mind: You will receive an when a Requisition is submitted Clicking the link in the you receive will bring you directly to the Requisition approval page The Approval Framework shows what happens to the Requisition after you take action on it You can Approve a Requisition, Deny a Requisition, or place it on Hold You can add Ad-Hoc Approvers and Reviewers to a requisition You can delegate approval authority for a brief period of time via the My Profile screen

22 Course Summary You should now be able to: Take Action on a Requisition