Requisitions are approved using the Requisitions option.
The requisition approval process follows the hierarchy (approval sequences) as defined with the approval trees assigned to the requisitions. If applicable, the fields defined to be edited (within the Requisition Options) can be changed when approving requisitions.
If a requisition is rejected by one approver on the approval tree, the requisition will not proceed to the next approval sequence on the approval tree, and will instead be sent back to the submitter. If a change is made for a field defined with the Requires Restart of Approval field selected in the Requisition Options, the requisition will be sent back to the first sequence on the approval tree. If processing regular or alternate approvals out of the normal sequence order for an approval tree, the requisitions will still be pending for the other users with approval sequences preceding and following the user’s sequence. If processing approvals as an approval tree owner, the requisitions will be considered fully processed and will not require approval from other users on the approval tree.
How to approve requisitions:
Select the Requisitions menu (or select the Requisitions menu and then Approvals).
On the Requisitions screen, select the Approvals tab if not already selected.
Note: The Approvals tab is only available if the user has rights to approve requisitions (within the User Security option).
Tip: A user must be assigned to an approval sequence on an approval tree, or assigned as the approval tree owner, in the Requisition Options in order to approve requisitions.
In the You Are Currently Viewing field, specify the type of approvals to process:
Regular Approvals - To view the requisitions currently awaiting approval from the user.
Tree Owner Approvals - To view all the requisitions awaiting approval for which the user is the owner (as defined in the Approval Tree Owner ID field for approval trees in the Requisition Options).
Alternate Approvals - To view the requisitions awaiting approval from others for which the user is designated as an alternate approver (as defined in the Alternate User ID field for approval trees in the Requisition Options).
Only if the Allow Approvals Out of Sequence field is selected in the Requisition Options, the That Are field appears to the right of the You Are Currently Viewing field. If applicable, in the That Are field, specify which requisitions to process:
In Sequence - To display only the requisitions currently at the user’s sequence.
For All Sequences - To display all requisitions pending approval from the user, including those that are currently awaiting approval from other users first for other sequences on the approval trees and those currently at the user’s sequence.
Tip: Select For All Sequences if the user will soon be gone for a period of time and would like to approve requisitions that will be moving through the approval process and needing approval before the user returns.
If Alternate Approvals is selected in the You Are Currently Viewing field, the From field displays. If applicable, in the From field, specify the user for which to process the pending requisitions as an alternate.
Note: Only the users who have requisitions pending their approval for which the current user is designated as an alternate (as defined in the Alternate User ID field for approval trees in the Requisition Options) can be entered here.
For the Budget field, select which requisitions to view:
All - To view all requisitions including those with detail lines for amounts over or under budget for the specified account numbers and those without account numbers entered.
Over - To view only the requisitions that have at least one detail line with an amount over budget for an account number.
Under - To view only the requisitions that have all the detail lines with an amount under budget for the specified account numbers, in addition to requisitions without account numbers entered.
The applicable requisitions appear in the list. If desired, change the filters to modify the requisitions displayed on the screen.
Complete the approval process for the desired requisitions:
Complete the steps below to process one requisition at a time with viewing/editing the requisition details:
Click the More (…) button to the right of the requisition and select View/Edit, or double-click on the requisition.
The requisition displays showing all the detail information, along with the budget information:
Budget Balance - reflects the budget balance for the account number, including the total of unposted invoices, unposted purchase orders, and approved requisitions.
Submitted Balance - reflects the total of all submitted requisitions that have not yet been approved for the particular account number (including the detail line items on the current requisition).
Fund Balance - reflects the balance for the appropriate fund balance account if the account number is in an activity fund.
Tip: If needed, scroll to the right to view the Budget Balance, Submitted Balance, and Fund Balance amounts for each detail line.
If desired, to enter a comment for approving or rejecting the requisition, click the Add Comment button, enter the comment, and click the Save button.
Tip: If a requisition will be rejected, it is a good idea to enter the reason for the rejection as a comment so that the submitter will know why it was rejected.
If needed, the fields defined to be edited (as set within the Requisition Options) can be changed or completed for a requisition at this time; then click the Save button.
Tip: If a change is made to the requisition, the field that was changed is automatically tracked in the activity log. If desired, to view the activity log items for the requisition in addition to the comments, select Comments & Activity Log in the Viewing field.
If desired, to view (and edit, if applicable) the bids or quotes received from other vendors for a line item on the requisition, click in the Bids field; then on the Bids screen, make changes (if applicable) and click the Close button when finished.
If the URL field is completed for a detail line, click the Link button located to the right of the field to open the specified website.
If needed, new detail lines can be added to the requisition only if the Approvers Add New Detail Lines option has the Allow Approver Edits field selected within the Requisitions Options. If applicable, when adding a new detail line, any of the fields can be completed (not just those that are defined to be edited within the Requisition Options).
Note: A detail line that was added by an approver can be edited by any approver, but only the fields defined to be edited will be enabled for the other approvers, while all the fields are enabled for the approver who added the line.
If needed, a detail line that was added by an approver can be deleted but only by the approver who added it (to delete a detail line, click the Delete button located to the right of the desired line item and click the Delete button when prompted).
Tip: If a new detail line is added or deleted, the addition or deletion is automatically tracked in the activity log.
If changes were made, click the Save button.
If desired, click the Print button to print the requisition form for the current requisition number displayed.
Tip: The requisition form prints using the report designated in the Default Requisition Form Report field for the approval tree in the Requisition Options.
Click the Approve button to approve the requisition, or click the Reject button to reject the requisition.
Complete the steps below to process multiple requisitions at a time (if applicable) without viewing/editing the requisition details:
Note: The ability to process multiple requisition approvals at a time is only available if the Allow Requisition Mass Approval Process in Web Link field is selected within the Web Link Setup Options.
To approve one or more requisitions, select the desired requisitions and then click the Approve button located above the list.
To reject one or more requisitions, select the desired requisitions and then click the Reject button located above the list.
Note: After approving requisitions, notification emails will be sent to the appropriate users (as based on the approval tree assigned to the requisition) if designated to do so in the Email Manager option. If there were notification email messages that did not go through, an error will be tracked in the Activity Log (on the System Log tab) and an alert will appear on the main School Accounting System screen. If an email is rejected, the rejection notice will be sent to the appropriate address for the designated email address in the Email Manager option.