Training Guide. Procedure. Consider this scenario: Your goal is to reject and forward a Requisition. Key Information:

Transcription

1 Returning, Forwarding, and Rejecting Requisitions When reviewing a Requisition, you may notice a change needs to occur before the Requisition is approved. You can return a Requisition to the Requisitioner with comments regarding the needed changes. You also have the option to reject a Requisition. When you reject a Requisition, the Requisitioner will receive a rejection . It is important to note that once you reject a Requisition, it is deleted and cannot be edited. The rejection action should be used with caution. Lastly, if you review a Requisition and determine another approver should approve that Requisition, you can forward the Requisition to the approver for approval. Upon completion of this topic, you will be able to: Return a Requisition to a Requisitioner Forward a Requisition to another approver for review and approval Reject a Requisition Procedure Consider this scenario: Your goal is to reject and forward a Requisition. Key Information: Requisition Numbers: , , , and If a change needs to be made to a Requisition, it is a good idea to choose the Return to Requisitioner option to allow it to be changed, rather than rejecting it, which will completely cancel the order and make the user start over. To perform the Return to Requisitioner action, you first need to assign the Requisition to yourself to avoid multiple people acting on the same Requisition. Once the Requisitioner has made the requested change and resubmitted the Requisition, it will go back into the shared folder for all Approvers to view. Since it will be designated as a "Resubmitted Requisition", if another Approver is acting upon it, they should first view the Comments to see what change was requested, and then validate that the change has been made. 1

2 2. Begin by navigating to the My Approvals - Requisition page by clicking on the tab on the Home/Shop page. The my approvals page opens. Click the My PR Approvals link to see Requisitions already assigned to you. 3. Notice, there are two (2) Requisitions already assigned to you under the My PR Approvals The Unassigned Approvals section shows there are twelve (12) Requisitions waiting to be assigned to an Approver. Let's assign one (1) of the unassigned Requisitions to the My PR Approvals folder. 4. Unassigned Requisitions are organized by Department folders. We will use one (1) of the Requisitions listed in the Equipment Information Technology (All) Dartmouth (5 results) folder to demonstrate the Return a Requisition procedure. 5. Click the Equipment Information Technology (All) Dartmouth (5 results) arrow/folder. 6. Locate Requisition No Click the corresponding Assign button. 7. Requisition No will show in your My PR Approvals folder since you assigned it to yourself. 2

3 8. Click the collapse all link to close the department folder. 9. Click the My PR Approvals folder icon link. 10. Click the Requisition No link. 3

4 11. Click the Available s list item. 4

5 12. Click the Return to Requisitioner list item from the Available s list. 5

6 13. Click the Go button. 6

7 14. Enter the desired information into the Reason for return field. Enter "Please address the non-catalog issues". 15. Click the Return to Requisitioner button. 16. You have successfully returned a Requisition to the Requisitioner! 7

8 17. Forwarding a Workflow Requisition Occasionally, an approver may decide that a different individual is a more appropriate approver for a particular request. Forward is a function provided in the workflow process where a document can be sent to a different approver for review. The Approver who forwards will no longer be required to approve the Requisition. You have two (2) forwarding options: 1. Forwarding a Requisition that has not been opened. 2. Forwarding a Requisition after it has been opened. The exercise that follows demonstrates (using the 2 forwarding options) how an approver can forward a PR document in workflow to another approver. To perform this action, the Requisition should be assigned to yourself. 8

9 18. Navigate to the my approvals page. Click the Approvals link. 19. Click the Requisitions (4) link to access Requisitions assigned to yourself. 20. Click the My PR Approvals folder icon option. 21. Click the Checkbox option. 22. Click the Drop-down list. 23. Click the Forward... list item. 9

10 24. Click the Go button. 25. If you want a specific Approver, type the information in the User Search name text field. In this example, you'll leave the search fields blank. Click the Search button. 10

11 26. Locate the Approver you want. Click the [select] link. 27. Enter the desired information into the Message field. Enter "This Requisition needs your technical review". 28. Click the Forward button. 29. Requisition No has been forwarded to a new Approver and no longer appears in your My PR Approvals folder. Now, let's forward a Requisition after it has been opened. 11

12 30. Open a Requisition from the My PR Approvals folder. Click the Requisition No link. 31. Click the Drop-down Available s: list item if you realize you would like to forward the Requisition after it has been opened. 32. Click the Forward to... list item. 12

13 33. Click the Go button. 34. You can type information into the User Search name text field. In this example, you'll leave the search fields blank. Click the Search button. 13

14 35. Locate the appropriate Approver Click the [select] link. 36. Enter the desired information into the Message field. Enter "Correct the supplier information". 37. Click the Forward button. 14

15 38. Requisition has been forwarded to another Approver. 39. Click the home/shop link. 40. You have successfully forwarded 2 Requisitions to an Approver! 15

16 41. Rejecting Requisitions If you feel an entire order or a line item in the order should be canceled, you can choose to reject the Requisition or line item. NOTE: If the approver enters a rejection note, this information will be sent with the rejection to the Requisitioner. The Requisition will be deleted and will not be available for editing. Use the Rejection action with caution. A Requisition must be assigned to you in order to reject it. Requisition No has been assigned to you (see My PR Approvals folder screen example below). 42. Click the link if after viewing the details of the Requisition you decide to reject it. 16

17 43. Review the details of the Requisition such as: items, quantities, descriptions, funding, supplier, etc. If you feel the entire order should be canceled, you can choose to reject the Requisition. 44. Click the Drop-down menu list. 17

18 45. Click the Reject Requisition list item. 18

19 46. Click the Go button. 47. Enter the desired information into the PR Reject Reason field. Enter "This is an invalid order". 48. Click the Reject Requisition button. 49. Congratulations! You have successfully completed returning, forwarding, and rejecting Requisitions. End of Procedure. 19