Approving and Rejecting Requisitions

Transcription

1 Texas Tech University Health Sciences Center Finance & Administration Approving and Rejecting Requisitions Financial Managers and Approvers have the responsibility to review and approve TechBuy orders. The only orders a Financial Manager or Approver will not have to approve are punch-out orders submitted by a requester or an Approver. This chapter will walk through the steps of reviewing, approving and rejecting TechBuy requisitions. 14-1

2 Locating the Requisitions Requiring your Approval There are three ways to locate a requisition requiring your approval. 1. If a document is awaiting your approval, you may be notified by . Users must have the proper notifications set up in their profile to receive notifications for workflow approval. For additional information, please refer to the Preferences section of the TechBuy User Profile chapter. 14-2

3 2. To locate requisitions that need review and approval from the Home / Shop screen, reference the Action Items box on the left side of the page. The documents requesting your attention will be located under Approvals. The documents requiring attention are located under the Approvals heading 14-3

4 3. The final way to locate the documents that require your approval is to select the Approvals tab. Select the Approvals tab 14-4

5 The Approvals tab will open to the Requisition sub-tab. This page will categorize all requisitions requiring your attention. 14-5

6 Assigning a Requisition to Yourself to Approve If an approval step can be approved by more than one person, you must assign the requisition to yourself prior to approving. Assigning the document to yourself signifies that you are responsible for the review and approval of the requisition. Once you assign the requisition to yourself, it will populate in your My PR Approvals folder and cannot be approved by anyone but you. If you are the only person with authority to approve the requisition, the document will automatically populate in your My PR Approvals folder and it will not be necessary to assign it to you. Select the Approvals tab and the Requisition sub-tab. This will populate your approval folders. Select the Requisition sub-tab Select the Approvals tab 14-6

7 Notice how the My PR Approvals will populate first. These are documents currently assigned to you for your approval. Locate the requisition you wish to assign for your approval. The document State should be Not Assigned. If the document State says Assigned, someone else has taken the responsibility to approve the requisition. Select Assign to the right of the document(s) you wish to move to your My PR Approvals folder. Document State of Not Assigned Select Assign 14-7

8 Notice that the document will have a State of Assigned in the shared folder and the requisition will also populate in your My PR Approvals folder. Document is now in your My PR Approvals folder Document State of Assigned 14-8

9 To quickly move multiple requisitions to your approval folder, check the Select box for the individual items that you would like to assign to your approvals folder or check the Select box in the folder header to select all available requisitions. Click the Select box in the folder header to highlight all unassigned orders After you have selected the requisitions to assign, select the Assign option from the Apply Action to Selected PR(s) drop down box and select Go. Select the Assign option and click Go. The selected requisitions will now be marked as assigned and moved to your My PR Approvals folder. 14-9

10 Unassigning a Requisition An approver must assign a requisition to themselves prior to approving or rejecting the document. Once you assign the requisition and it appears in your My PR Approvals folder, no other approver will have the ability to approve or complete the order. If you assign a requisition to yourself and you need to unassign the requisition so another approver in your department can process the order, you must unassign the requisition. Select the assigned requisition from your My PR Approvals folder by clicking on the box to the right of the requisition information. Select the box next to the requisition 14-10

11 Once the document is marked, select Return to Shared Folder from the Apply Action to Selected PR(s) drop down box and select Go. Choose Return to Shared Folder and select Go The document will no longer appear in your My PR Approvals folder. It is returned to your shared folder and any departmental approver will have the ability to assign the requisition for approval or rejection

12 Reviewing a Requisition As an Approver it is your responsibility to review a requisition before approving or rejecting. By approving a requisition you are agreeing that the correct departmental and purchasing policies have been followed and that accounting information is correct. To review a pending requisition, locate the My PR Approvals folder from the Approvals tab and Requisition sub-tab. Requisition sub- tab Approvals tab My PR Approvals folder 14-12

13 Select the View link to the right side of the requisition number to view the detail of the document. Select View to review the requisition 14-13

14 The requisition will open. As an approver, you have the ability to change the information on the requisition if necessary. As you review the requisition, pay particular attention to the following: Ship To Address Bill To Address (should be TTUHSC Payables) Accounting Codes (valid FOP combination and appropriate account code) 14-14

15 Billing Options / Accounting Date Header Level Notes and Attachments Line Level Notes and Attachments 14-15

16 Supplier / Line Item Detail (review the items on the order) After items have been reviewed and edited as necessary, you can approve, reject, return, forward, or unassign the requisition

17 Approving a Requisition If you have reviewed the document and it is okay to process, you can approve the requisition. Open the requisition and select the Approve / Complete Step option in the drop down box at the top of the requisition form and select Go. Select Approve/Complete Step and click Go The requisition will no longer appear in your My PR Approvals folder. You can review the requisition using the history search feature. If you need additional information on locating and tracking the requisition, please refer to the History chapter

18 Rejecting a Requisition TechBuy allows the approver to reject the entire requisition or to select specific items to reject. If all items on the order are selected to reject, the entire order will be considered rejected and it cannot be resubmitted. If you select only specific line items to reject, the remaining items on the order will continue through the workflow approval process. Open the requisition from your My PR Approvals folder and review the document. All items on the order will be listed under the Supplier / Line Item Details section. All items on the order are listed in the Supplier / Line Item Details section

19 Mark the item or items to reject by clicking in the box to the right of the extended price. If you wish to reject the entire order, you must mark all items. You can select all items by clicking the box at the supplier header level. Mark all items by selecting the header level box Mark individual boxes to reject specific line items 14-19

20 Select the Reject Selected Items action from the drop down box, and click on the Go button. Select Reject Selected Items and select Go 14-20

21 The Add Note window will appear and will require a Reject Line Reason. Enter the information in the text box and select Reject Line Item. Enter the information and select Reject Line Item The items marked as rejected will have a small red X in the status icon to the left of the item description. Notice the small red X in the status icon 14-21

22 In order to finalize the order and approve the rejections, select the Approve / Complete Step option from the Available Actions drop down box at the top of the screen and select Go. Select Approve / Complete Step and select Go The requisition will no longer appear in your My PR Approvals folder. You can review the requisition using the history search feature. If you need additional information on locating and tracking the requisition, please refer to the History chapter

23 When an approver rejects a requisition, the submitter may receive an notification. Please review the TechBuy User Profile chapter for more information

24 Returning a Requisition TechBuy allows an approver to return a requisition to the submitter. This will permit the submitter to make corrections to the order and resubmit into the workflow approval process. In order to return a requisition, you must first assign the requisition to yourself and open it for review

25 Select Return to Requisitioner from the Available Actions: drop down box and select Go. Select Return to Requisitioner and select Go The Return to Requisitioner window will open. Enter a note to inform the submitter of the reason for returning the document and select Return to Requisitioner. Enter a note and select Return to Requisitioner 14-25

26 When an approver returns a requisition, the submitter may receive an notification. Please review the TechBuy User Profile chapter for more information. The submitter will have the ability to make any necessary changes, deletions, or additions and resubmit the order. The history of the order will remain attached but the order will process back to each workflow approval step

27 Forwarding a Requisition You may need to forward a requisition to another designated person who has approval authority for your department. If you want to forward a requisition, check the Select box to the right of the requisition information from the Approvals tab. Select the requisition Select Forward from the Apply Action to Selected PR(s) drop down box and click the Go button. Select Forward and click Go 14-27

28 The User Search window will open. Enter the first name and last name of the person who will receive the requisition and select Search. Enter the first and last name and select Search The results meeting your search criteria will open. Click on the radio button on the left of the appropriate user and select Choose Selected User. Select the user and click Choose Selected User 14-28

29 The Forward window will appear. Enter a short note to the user with the reason for forwarding the requisition and select Forward. Enter a note and select Forward The requisition is now assigned to the user to approve. The Requisition is now assigned to the selected user Once you forward a requisition, only the receiving user has the ability to approve the requisition