eprocurement workflow end user process
TRANSCRIPT
eProcurement WorkflowInstructional Guide to PeopleSoft Requisition Approval Process
Table of Contents
• Document Approval Process• Using Single Cost Center• Using two Cost Centers• Using a Cost Center and Grant funding
• Using Capital Project funding• Commodity and Vendor Approval Process
• Reviewing Requisition Approvers• Requisition Confirmation Page• Using Manage Requisitions
• Adding additional Approver or Reviewer
• Removing an additional Approver or Reviewer
• Reviewing Requisition Approval Status
• Pending• Approved• Denied
• Edit a Denied Requisition
Requisition Approval ProcessOnce a requisition has been created and submitted, requisition will now require budget and/or commodity approval before becoming a PO.
Requisition Approval using a Single Cost Center
Create a requisition as usual, initiate budget check
Once budget is valid, click on the Save & Submit button to initiate workflow approval process.
Requisition will enter into a “Pending” status and require approvals based on budget, commodity, and/or foreign
vendor.
Requisition Approval using two Cost Centers
This is an example of using two cost centers on a requisition, again create a requisition and run budget check.
Once budget is valid, click on the Save & Submit button to initiate workflow approval process.
Requisition will enter into a “Pending” status.
List of Cost Center Approvers will appear
Requisition using a Cost Center and Grant Funding
This is an example of mixed funding, using a cost center and grant project ID.
Once budget is valid, click on the Save & Submit button to initiate workflow approval process.
Requisition will enter into a “Pending” status.
Note Cost Center budget approval is required before the
grant PI, PM and RSC can approve.
Requisition using Capital Project Funding
This is an example of Capital Project funding with a valid budget.
Once budget is valid, click on the Save & Submit button to initiate workflow approval process.
Requisition will enter into a “Pending” status.
Budgetary approval is required from a designated Project Manager of the project.
Commodity/Vendor ApprovalsRequisition approvals are required based on specific types of procurement.
Laboratory Animal Research Center (LARC) Approvers
Based on specific types of purchases, additional approvals will be required outside of funding. This example shows that laboratory animal purchases and related items will required approval from the LARC office.
Once budgetary approval is completed, then the requisition will route to LARC office for review and approval.
Example of approvals completed by LARC office.
Facility Approvers for EPM Construction Service
A second type of purchase that requires additional approval are services for construction. Facilities Engineering and Project Management manages all requisitions whereby construction services are needed.
Once budgetary approval is completed, then the requisition will route to EPM Office for review and approval.
Example of approvals completed by Facilities EPM office.
Approvers for Facilities FLEET Operations
A third type of purchase that requires additional approval are vehicle procurements. Facilities FLEET Office needs to approve all requisitions whereby motorized transportation is requested.
Once budgetary approval is completed, then the requisition will route to FLEET Office for review and approval.
Example of approvals completed by Facilities FLEET Office.
Approvers for Environmental Health Safety & Risk Management Laser/X‐Ray Equipment
A fourth type of purchase that requires additional approval are laser and x‐ray procurements. EHSRM Office needs to approve all requisitions whereby accessories or equipment are classified as a laser or x‐ray.
Once budgetary approval is completed, then the requisition will route to EHSRM Office for review and approval.
Example of approvals completed by EHSRM office.
Foreign Vendor Approvals from Office of Research Integrity
A fifth type of purchase that requires additional approval is procurements with foreign vendor. Office of Research Integrity reviews all requisitions whereby the good or service is with an entity outside of the U.S.
Once budgetary approval is completed, then the requisition will route to ORI for review and approval.
Example of approvals completed by ORI office.
Reviewing ApproversUsing Requisition Confirmation Page and Manage Requisition
Requisition Confirmation PageView approvals once a requisition is created
After a requisition is created, the requisition confirmation page allows creator to review approval routing.
Clicking on the Multiple Approvers link opens an informational box. The box lists all individuals who have authority to approve the document.
Only one of the Approvers listed is required to approve the document.
Manage RequisitionView approvals using requisition procurement to payment cycle
Click on the expansion arrow, then use the Approvals Icon to see list of authorized Approvers.
Click on Multiple Approvers link to review the list of Approvers.
Clicking on the Multiple Approvers link opens an informational box. The box lists all individuals who have authority to approve the document.
Only one of the Approvers listed is required to approve the document.
Adding an additional Approver and/or ReviewerNote: Creators can only add an additional document approver or review at the requisition confirmation page (last screen once a requisition is created).
Click on the “+” sign to add an additional Approver/Reviewer
Add the employee ID or use the magnify glass to conduct a system search.
Select the type of action the additional person will do (Approver or Reviewer)
Then click on the insert button
The additional person is added to the document approval routing process
Removing an additional Approver or Reviewer
Clicking on the minus (“‐”) sign will allow the additional Reviewer or Approver to be removed from the workflow process.
Click on OK to complete the action.
You can see the reviewer and/or approver is now removed.
Reviewing Requisition StatusUsing Manage Requisition to review document approvals.
Approvers will be sent an email, notifying them when a requisition requires attention.
Only one approver is required to approve the document, all approvers will be notified.
Approvers will use the link below to access the specific requisition.
Requisition Status = Pending
Using Manage Requisition, end users can track requisition status and use the Approval Icon to see with whom the document is still awaiting approval.
Pending status means the requisition has not been approved.
To see the list of document Approvers, click on the Multiple Approvers link below.
Requisition Status = Approved
Once a requisition is approved, the creator of the requisition will receive an email from the Approver noting the document has been approved.
Using Manage Requisition, creators can see who approvedthe document by clicking on the Approvals icon.
Creators can see which Approver(s) (budgetary, commodity, and/or foreign vendor) has processed the request.
Requisition Status = Denied
When a requisition has been denied by an Approver, the creator will receive an email noting the document has been denied.
Using Manage Requisition, creators can see the Approvers who denied the document by clicking on the Approvals icon.
Clicking on the Approvals icon allows creators to see who specifically denied the requisition and why.
Edit a “Denied” Requisition
Creators can see any comments made by an Approver for denying the request.
Creators can also edit the requisition to make corrections by clicking on the Edit Requisition button.
Edit the requisition as necessary.
Once changes are made, creators will be prompted to click OK to re‐initiate requisition workflow approval.
After requisition are edited, the confirmation screen appears.
Click on the Submit button to resend the requisition through workflow approval.
Once the requisition is submitted, the workflow status will change from initiate to pending.
Document Approver will receive another email notification with a link to approve the document.