This document provides a condensed overview of approval process. It will demonstrate with short text descriptions supported by screen shots for each step explained.
Table of Contents
- Approving a Transaction
- Rejecting a Transaction
- Tracking Progress with View Workflow
- Approval Forward
- Ad Hoc Review
Approving a Transaction
The approver reviews the transaction under the Approve Tab.
The approver can review the information that the originator specified, and also add or edit internal (users) and external (suppliers) notes.
- Sort based on selected criteria:
- Filter by Selection, Transaction #, or PO#
Note: The Selection “Active” indicates the current user’s action is required. Waiting indicates that another user or General Ledger action is required.
- Sort by Account #, Arrival date, Create Date, Payment Form, PO #, Requester Name, Transaction #, Status, Supplier (A-Z)/(Z-A)
- Expand to view details of the items by selecting the caret.
- Next Step drop-down menu shows available actions
- Approve button
- Hold button: does not take action on the transaction and is marked on the View Workflow screen
Rejecting a Transaction
The approver can reject the transaction by selecting the Reject button and entering a rejection reason. The transaction will return to the originator for editing.
Tracking Progress with View Workflow
Users can view the transaction’s progress in the approval process by selecting “View Workflow” in the Next Step drop-down.
A pop-up window will appear with the workflow.
Active - Transaction is under the user’s approve tab since the date provided
Pending - User has not yet received the transaction, which is still active under the previous approver
Approved - User approved the transaction on the date provided
Hold - User paused the transaction’s approval process under his/her approve tab
Rejected - Approver rejected the transaction on the date provided
If an entity is configured for the final approver to release transactions to the supplier, the requester will receive an email notification when the release occurs.
Depending on the entity’s configurations, users can assign Delegates to approve in their absence. Alternatively, the System Administrator determines the user’s delegate.
To select the delegate, use the Menu drop-down to select Profile.
Select another approver from the Delegate Email ID drop-down and determine if the Delegate Status is Active.
Both users will receive the transaction for approval when the Delegation Status is Active.
Select Forward from the Next Step drop-down menu to send the transaction to an approver that is not listed in the workflow.
Select the desired approver from the drop-down.
Note: The user must have the approve tab.
This transaction may not be sent to forwarding approver again unless it is rejected or the user appears elsewhere in the workflow.
Ad Hoc Review
Ad Hoc Review allows approvers outside of the workflow to review the transaction and provide comments.
Select Ad Hoc Review from the Next Step drop-down.
Select the desired approver user and click continue. An email notification will be sent to the reviewer.
The View Workflow will state the Ad Hoc Reviewer and Notes provided by the user.
To respond as an Ad Hoc Reviewer, use the Selection drop-down to view Ad Hoc transactions and select Respond.
Confirm readiness to respond.
Provide the Internal note comments as needed and select update.
User’s comments will appear in the Internal note and View Workflow screens.
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