Requisition Approval Manual:

Transcription

1 Requisition Approval Manual: Site Administrators Control Agent Project/Program Manager 1 1 Revised: mg 1

2 Table of Contents Lawson Approver Process... 3 Steps to Approve a Requisition 4 Requisition Approval Check List.5 Drill Around Requisition Header/Checking comments... 6 Accounting Unit Structure... 7 Proper Account Number Usage... 8 Using Activity Numbers and Activity Categories... 9 Checking the Vendor... 9 Checking Item Type. 10 Reviewing Quantities and Descriptions Adding Messages Approve, Unrelease and Reject Buttons

3 Lawson Approver Process Those of you with some level of approver responsibility will find an In-Basket under your shortcuts on the left hand side of the screen. This shortcut will display the list of requisitions awaiting your action. Click on the item to see the summary of the requisition. While viewing the summary you can see more details by clicking on the drill around button. After reviewing the requisition you have three options. Approve- sends the requisition to the next step of the process. Unrelease- sends the requisition back to the requester for clarification, changes, etc. Reject- sends the requisition back to the requester; however no changes can be made. In order to communicate your action on the requisition, you need to attach a comment to the requisition. Click on messages, add message, in the name field, type the name of the action.reject or unreleased, then type your comments, and click add. The Requester will receive an of your comments and hotlink to the requisition for review. After adding your comments, click on unreleased or reject to take action. No message is necessary if you are clicking Approve. APS is no longer allowing individuals to have both approver and requester permissions. This is to keep in place the system of checks and balances and to protect the district from unauthorized spending. Thus it is extremely important that you do not share your password, or access to the approval screens with anyone, including your secretary. Actions performed under your user-id will be tracked and can be traced back to you. In order to be more informed about the state of your accounts, you ll want to runs the reports available in Lawson. See the requisition manual for more specific information on running reports. The following pages are actual screens you will be using and the order in which they follow. This manual consists of two sections: 1. The Approver Process : Pages Approver Checklist: Pages The Approver Process continued: Pages Requisition Approval Steps: 3

4 1. After logging in to the Lawson Portal to access Inbasket click/select Bookmarks > IN BASKET> PROD in the left hand menu bar. According to your level you will be granted Site Administrator, Control Agent, Finance, Categorical, SPO, or Proj./Prog. Manager tasks. A list of all requisitions pending approval will display. 2. Click on the appropriate task link under Inbasket Site Administrator, Control Agent, Finance, Categorical, SPO, or Proj./Prog. Manager. 3. System will respond with a list of requisitions under the TAB Work Items. Click on the Work unit of the requisition you wish to review 4. Click on the description of the requisition you wish to review 5. Verify relevant information for approval level. 6. After following the Approvers check list choose the appropriate action. 7. Under the ACTIONS bookmark in the left hand menu bar, click on appropriate approval action. * If clicking APPROVE, verify status message Dispatched Work Object xxx Action Taken Approval. * If selecting an UNRELEASE option, verify status message Dispatched Work Object xxx Action Taken Unrelease. This will unrelease the requisition allowing the requester to make modifications on RQ10. * If clicking a REJECT option, verify status message Dispatched Work Object xxx Action Taken Reject. This will change the requisition status to REJECT, disallowing the requester to make modifications on RQ After each approval action, click back on the HOME tab and reselect the appropriate task. This will display the list of requisitions to be approved Requisition Approval Steps: 4

5 1. Select Requisition Approval Example: Site Admin 2. Click on the work unit of requisition you wish to review. 5

6 Requisition Approval Check List To Approve a Requisition follow the following steps: 1. Check the Accounting Unit for the appropriate Location, Sub-Department and Function 2. Check for proper Account Number usage 3. Look up Activity Numbers and Activity Categories when appropriate 4. Check Vendor a. There are NO vendors for Warehouse orders 5. Check line Item Type against item being purchased and requisition type 6. Review quantities and descriptions NOTE: Discrepancies, questions and confirmation of requester s intentions should be researched using rq10 in the Lawson System NOTE: ALWAYS attach a message when Unreleaseing or Rejecting a requisition NOTE: Keep a list (or a print screen) of all requisitions that have been Unreleased for follow-up 6

7 Reviewing Comments: Users may be required to justify expenditures. The process is to add comments to the requisition for approve review. Below is the process to access users comments. Drill Around After selecting workunit systems displays screen. Select Drill Around. Drill Explorer: Displays what comments are available to review. System will also display date of After selecting Drill Around, if comments exist, comment creation. folders will display in yellow. Click/select folder systems displays comments. 7

8 Description of Structure: Accounting Unit Structure Example Account: Location Sub-Department Function State Line Item The first four digits The next three digits identify The next four digits The next six digits identify the department the sub-department identify the function identify the state line item Accounting Unit 8

9 Proper Account Number Usage Account Number Account Number: The Account Number component contains the specific balance sheet account, revenue, or expenditure for which funds are received or expended. The purpose of expenditure objects is to classify in detail the services or commodities bought from the financial resources in the fund source from which the expenditure is being made. 9

10 Using Activity Numbers and Account Categories Activity Number Activity Category Activity Number: This is a project number given to all capital fund (except 3140) transactions no matter the origin of the transaction. This information flows from the different modules to the activity module. Account Category: The account category should represent the account being used in the general ledger since this account does not flow to the activity module only an account category. It should be a one to one relationship so that it can be tied back to the general ledger but since Tami Coleman is responsible for the activity module now I don't know if the relationship has been kept the same. 10

11 Checking the Vendor Vendor Vendor: Ensure the vendor being used id appropriate for the item being purchased Checking Item Type Item Type: Ensure the Item Type is appropriate Item Type for the item being purchased and the requisition type 11

12 Reviewing Quantities and Descriptions Item Description Item Quantity Item Quantities: Review all item quantities to make certain they are with in an acceptable range Item Descriptions: Confirm that item descriptions are appropriate for the items being purchased 12

13 Adding Messages When Unreleaseing or Rejecting a requisition ALWAYS submit comment to your requester explaining why the requisition is being Unreleased or rejected. To submit a message to the requester, follow the steps below: Steps: 1. Under Work Item click on Messages Tab. 2. Click on Add 13

14 Adding Messages Steps: 3. In the Subject field enter your name or department 4. In the MESSAGE field enter any information you want the requester to know about their requisition 5. Click on Save to attach the message to the requisition 6. System will return you to the Work Item page. 7. Next step Page 14 14

15 Approve, Unrelease and Reject Buttons Approve: When all fields in a requisition are filled in correctly, you will click on the Approve button. This will start the requisition through the approval process. Unrelease: If a field on the requisition is filled in incorrectly, you will click on the Unrelease button to send the requisition back to the requestor so they may change it and rerelease it. NOTE: When Unreleaseing a requisition a message should ALWAYS be posted to the requester with an explanation of why the requisition is being released. Reject: Only when a requisition is inappropriate for the type of purchase being requested, you will click on the Reject button. This will automatically send a message to the requester advising them of the requisitions rejection. Before Rejecting a requisition be sure that it can not be unreleased and changed. WARNING: Once a requisition has been rejected it is no longer useable in the Lawson system. It will only be visible by inquiring on the requisition number through rq10. NOTE: When rejecting a requisition a message should ALWAYS be posted to the requester with an explanation of why the requisition is being released. NOTE: An will automatically be sent to the requester by the Lawson system notifying them of their requisitions Approval, Unreleaseing or rejection. 15