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
The approver reviews the transaction under the Approve Tab. Approvers can locate specific transactions through the following search options:
- Filter by Status
- Note: The Selection “Active” indicates the current user’s action is required. Waiting indicates that another user or General Ledger action is required.
- Date Range based off of the arrival to the Approve Tab.
- Sort by Account #, Arrival date, Create Date, Order Type, Payment Form, PO #, Requester Name, Transaction #, Transaction Name, Status, and Supplier (A-Z)/(Z-A)
- Search by Specific PO or Transaction Number
- Clear all to restore searching to default
Select the Transaction Name to review the order.
The approver can review the information that the originator specified, and also add or edit internal (users) and external (suppliers) notes and attachments. Approvers can Hold (Pause), Archive (Permanently freezes Transaction and saves the record for Auditing), Delete (no history trail) or Print by selecting the appropriate icon in the upper-right corner of the screen. Approvers can review details of the transaction by selecting each section header. Once reviewed, approvers can select the Approve action button at the bottom of the 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 All Transactions to locate the order and opening the View Workflow Details section (if sent for approval, it will automatically be the opened section).
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 available action buttons to send the transaction to an approver that is not listed in the workflow.
Select the desired approver from the drop-down.
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 available action buttons.
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 the transaction name.
Select Respond and Confirm.
Provide the Internal note comments as needed and select update.
User’s comments will appear in the Internal note and View Workflow Details screens.
Prepare CC Order
If the entity is configured to have the final Approver/Manager release the order to the supplier, an action button will appear after the final approval. To enter credit card information for an order, select Prepare CC Order.
The user will be presented with a review of the order and the opportunity to print. Select Place Order to enter CC information.
Enter the card information and select Place Order and confirm the pop-up.
To encumber an order, select the Encumber Action button. This will check for available funds in the General Ledger if the entity is integrated with a financial system.
If the entity is configured to have the final Approver/Manager release the order to the supplier, an action button will appear after the final approval. To release an order, select the Release PO Action button. The user will be prompted to review the order and select Continue.
The user is presented with a copy of the order to review, select Place Order and confirm release.
When successfully submitted, the order will appear under the Selection filter “Submitted with the Status of “Submitted to Supplier.”
The user may select the View Order icon under the All Transactions/Approve/Manage screen.
The System Note History states the time the order was successfully released.
Locate the order using the Filter By Option or the Search bar and select the Transaction Name to open the order.
Select Re-Release Order.
Select Place Order and confirm based on payment type. If the Payment Form is Credit Card and it was declined, provide new card information. Select Continue and Place Order.
Note: Re-released orders will state “Duplicate Order.”