Understanding Requisition Approvals
This chapter provides an overview of requisition approvals and discusses how to:
Use automatic approvals.
Use workflow approvals.
Set up requisition approvals.
Approve requisitions using online pages.
Understanding Requisition Approvals
PeopleSoft Purchasing enables you to set up requisition approval requirements at the business unit level. All of the approval requirements must be met before you can source a requisition to a purchase order, request for quote (RFQ), or inventory demand transaction.
Requisition approvals are available in two areas. You can require approval of one or both of the following:
Requisition amounts.
Requisition ChartFields.
There are two types of approval methods:
Automatic approvals.
Workflow approvals.
See Also
Common Elements Used in This Chapter
|
Appr Act (approval action) |
Select one of the following actions. If you do not have the authority to complete the approval or if you deny or recycle the requisition, the value in the Approval Status field remains In Process and routes to the next role user in the approval definition. Values are: Approve: Select to approve the requisition amount or ChartField. If you have the authority to complete the approval, the approval status changes to Complete when you save this page. If workflow is implemented, the system sends an email to the requester stating that the requisition has been approved. Deny: Select to send the requisition back to the requester. If workflow is implemented, the system adds the requisition to the requester's worklist and sends the requester an email notification. The requisition approval status changes to Denied. Recycle: Select to send the requisition back to the last user who approved the requisition. If workflow is implemented, the system adds the requisition to the user's worklist and sends the user an email notification. |
|
Approval Status |
Displays the overall status of the requisition. |
|
Comment |
Enter comments pertinent to your approval action. These comments are saved with the requisition and are visible only on the originating page (the Approve Amounts - Approval page or Approve ChartFields - Approval page). |
|
View Printable Req (view printable requisition) |
Click to launch the Requisition Print SQR (requisition print structured query report) process (PORQ010), where you can view additional details about the requisition. This process opens the resulting requisition print PDF file directly to the user's desktop if a REN server is configured. |
Using Automatic ApprovalsWhen you use the automatic approval method, requisitions are automatically approved when they are saved by a user with proper authorizations. If a requester saves a requisition without proper authorizations, the status changes to the requester’s default requisition save status, either Open or Pending. The requisition must be manually accessed and approved by a qualified requester using the Approve Amounts and Approve ChartFields components.
If you choose to use automatic approvals, you must use the Workflow component to assign approval roles to your buyers and requesters. This involves determining whether you need a system of multi-level approvals or just specific users who have the authority to approve everything. If you decide to use workflow-based approvals later, your basic infrastructure is already in place.
See Also
Setting Up Requisition Approvals
Approving Requisition ChartFields
Enterprise PeopleTools 8.46 PeopleBook: Workflow Technology
Using Workflow ApprovalsWhen you use the workflow approval method, requisitions are approved using workflow roles, rules, and routings. To implement workflow approvals, define the roles, rules, and routings using the Workflow component. Your system is delivered with basic approval rules already established.
When you save a requisition and are set up so that the requisition status has the default value set to Pending/Approved, or when you select the Approve status on the Maintain Requisitions - Requisition page, workflow verifies that you have the authority to approve the requisition.
If you do not have the authority to approve the requisition, workflow notifies the approver at the next level in the approval hierarchy that a requisition needs approval and adds the requisition to that approver’s worklist. Workflow routes the requisition until it reaches an approver with proper approval authorizations.
You can set up workflow to search automatically for requisitions that require approval and to move those requisitions to the appropriate users for approval.
Even if you chose to use workflow approvals, you still have the option not to invoke workflow and instead use online approval pages to approve requisitions manually.
See Also
Approving Requisitions and Purchase Orders Using Workflow
Entering Requisition Header Information
Using PeopleSoft Purchasing Workflow Notifications
Enterprise PeopleTools 8.46 PeopleBook: Workflow Technology
Setting Up Requisition ApprovalsTo set up requisition approvals:
Access the User Preferences - Procurement: Requisition Authorizations page.
To authorize a user to approve requisitions, select the Approval check box in the Allowed Requisition Actions group box.
Access the Purchasing Definition - Req Approval Options page.
If you want to use automatic approvals for the selected business unit, do not define any approval requirements on this page.
If you want to use workflow approvals for the selected business unit, define your amount and ChartField approval options.
Access the Requester Setup page.
In the Requisition Status group box, select either Open or Pending to determine the default status of requisitions once the selected requester saves them.
This table lists the requisition save statuses that result from all possible setup configurations:
|
Approval Method |
Requester with Approval Authority |
Requester’s Req Status Setting |
Requisition Save Status |
|
Automatic |
Yes |
Pending |
Approved |
|
Automatic |
Yes |
Open (not recommended) |
Open |
|
Automatic |
No |
Pending |
Pending |
|
Automatic |
No |
Open |
Open |
|
Workflow |
Yes |
Pending |
Pending |
|
Workflow |
Yes |
Open (not recommended) |
Open |
|
Workflow |
No |
Pending |
Pending |
|
Workflow |
No |
Open |
Open |
See Also
Defining Purchase Order Approval Requirements
Defining Requisition User Authorizations
Establishing Requesters and Defaults
Enterprise PeopleTools 8.46 PeopleBook: Workflow Technology
Approving Requisitions Using Online PagesThis section provides an overview of approving requisitions using online pages and discusses how to:
Approve requisition amounts.
View requisition amount and ChartField details.
Approve requisition ChartFields.
Understanding Approving Requisitions Using Online Pages
Whether you are using workflow or automatic approvals, you can use the online approval pages in PeopleSoft Purchasing to approve qualified requisitions.
If you are using automatic approvals, use these pages to approve requisitions that require approvals.
If you are using workflow approvals, you can bypass the workflow processes and use these pages to approve qualified requisitions directly.
You can also use the Requisition Reconciliation WorkBench page or Maintain Requisitions - Requisition page to perform online requisition approvals.
See Also
Entering Requisition Header Information
Using the Requisition Reconciliation Workbench
Pages Used to Approve Requisitions Using Online Pages
|
Page Name |
Object Name |
Navigation |
Usage |
|
REQ_APPROVAL_AMT |
Purchasing, Requisitions, Approve Amounts, Requisition Amount Approval |
Approve, deny, or recycle a requisition. You can also view details for amount approvals on this page. If you have a requisition approval role in workflow, you can access this page when you select a requisition from your worklist. |
|
|
EXCH_RT_DTL_INQ |
Click the Show Req App Currency (show requisition approved currency) button on the Requisition Amount Approval page or the Requisition ChartField Approval page. |
View the rules used to calculate exchange rates for the transaction. |
|
|
REQ_ITM_DESCR |
Click the Description link on the Requisition Amount Approval page. This link is located on the Line Details grid. |
View descriptions for a specific item. |
|
|
REQ_APPROVAL_CHRT |
Purchasing, Requisitions, Approve ChartFields, Requisition ChartField Approval |
Approve, deny, or recycle a requisition based on the ChartFields that appear. You can also view details for ChartField approvals. If you have a requisition approval role in workflow, you can access this page when you select a requisition from your worklist. |
Approving Requisition AmountsAccess the Requisition Amount Approval page.
Amount Details
The amounts that appear are the amounts that you are to approve. You can change these values on the Maintain Requisitions - Requisition page and Maintain Requisitions - Schedule page.
Line Details - Amounts/Qty Tab
|
Amount |
Displays the price of the items on the requisition line. |
|
Base Amt (base amount) |
Displays the price of the items on the requisition line expressed in the base currency. |
|
Revision |
Displays the manufacturer product revision number for the ordered item. If the ship to is an inventory business unit, and the item is under revision control in that business unit, the revision automatically defaults to that effective on the due date. |
Line Details - Details Tab
Select the Details tab.
|
Price Tol /Price Tol Under(price tolerance/price tolerance under) |
Displays the over and under price tolerance amount for the selected requisition line. |
|
% Prc Tol /% Prc Tol Under(price tolerance percentage/price tolerance under percentage) |
Displays the over and under price tolerance percentage for the selected requisition line. |
|
RFQ Required (request for quote required) |
Designates whether the purchase of this requisition line item requires an RFQ. |
See Also
Entering Requisition Header Information
Entering Requisition Schedule Information
Approving Requisition ChartFieldsAccess the Requisition ChartField Approval page.
Distributions/ChartFields
These are the ChartField values that you are to approve. You can change these values on the Maintain Requisitions - Requisition page and Maintain Requisitions - Distributions page.
See Also
Entering Requisition Header Information
Entering Requisition Schedule Information
Approving Requisition ChartFields