Delivered Workflows for PeopleSoft eProcurement

Appendix: Delivered Workflows for PeopleSoft eProcurement

This appendix discusses delivered workflows for PeopleSoft eProcurement.

Delivered Workflows for PeopleSoft eProcurement

This section discusses PeopleSoft eProcurement workflow. The workflows are listed alphabetically by workflow name.

Change Request Approval

This section discusses the Change Request Approval workflow.

Description

Event	A requester submits a change request that involves an increase in the scheduled quantity, price, or both. The requisition is submitted with changed values. Note. This approval workflow requires that you use the Maintain Workflow feature to set up roles and steps for use with the approval process.
Action	The system routes the change request to an approver for approval or denial.
Notification Method	Email and Worklist.
Email Template	Req Change Rqst Approval Rting.

Change Request Approved

This section discusses the Change Request Approved workflow.

Description

Event	An approver approves the change request.
Workflow Action	The system marks the change request as approved and routes it to a buyer for approval or denial.
Notification Method	Email and Worklist.
Email Template	Req chng rqst approved.

Change Request Buyer Approval

This section discusses the Change Request Buyer Approval workflow.

Description

Event	A requester submits a change request that does not involve a change in the scheduled quantity or price. The requisition is submitted with changed values.
Action	The system triggers the PV_PO_CHNG_REQST and using the change request notification activity PV_CHNG_APPRV to send the change request for approval or denial.
Notification Method	Worklist.

Change Request Denied

This section discusses the Change Request Denied process.

Description

Event	An approver denies the change request.
Action	The system marks the change request as denied, ending the workflow process.
Notification Method	Email and Worklist.
Email Template	Req Chng Reqst denied.

eProcurement New Item Request

This section discusses the eProcurement New Item Request process.

The eProcurement New Item Request process has two components:

Request a new item.
Respond to a new item request.

Requesting a New Item

Event

A requester who creates an requisition submits a New Item Request by using the Special Request - Special Item page.

Action

The system changes the New Item Request - Status to Pending.

The system creates a worklist entry for all users who have Item Notification role action.

Notification Method

Worklist

Responding to a New Item Request

Event	A user who has the Item Notification role action approves or denies the new item request by using the eProcurement New Item Request page.
Action	The system sends an email to the requester who requested the new item. If the item is approved, the email includes the SetID and the Item ID. The system updates the New Item Request - Status field on the Special Request - Special Item page. If the new item request is approved, the status is changed to Created and the SetID and Item ID fields appear. If the new item request is denied, the status is changed to Denied.
Notification Method	Email
Email Template	New Item Created and New Item Denied

Procurement Card Request Workflow

Use the Request Procurement Card page to request procurement cards for PeopleSoft eProcurement. After you enter information and save the page, workflow routes the procurement card to the correct authority for approval.

Note. There is no set up needed for PeopleSoft eProcurement’s procurement card request workflow process.

When using PeopleSoft Workflow to approve procurement card requests:

A requester who wants a procurement card fills out the Request Procurement Card page.
After the page is saved, a workflow event triggers the PV_CC_REQUEST business process.
PeopleSoft Workflow inserts a Worklist item in the To Do List of the user assigned on the User Profile - Roles page to the workflow role of administrator.
When the administrator selects the Worklist entry on the To Do List, the Employee Profile - Card Data page opens.
The administrator can add additional information and save (or cancel) the profile.

Requisition Approval

This section discusses the Requisition Approval process.

Description

Event	A requester submits a requisition, or submits and approves a requisition if self approval is in place.
Action	The system routes the requisition for further approval, if necessary.
Notification Method	Email and Worklist.
Email Template	Requisition Approval.

Requisition Approval Error

This section discusses the Requisition Approval Error process.

Description

Event	An approval workflow error occurred in the approval routing. This can occur as a result of the approval process configuration or because of approval rules or criteria violations.
Action	The system routes the requisition to the administrator for resolution.
Notification Method	Email and Worklist.
Email Template	Requisition Approval Error.

Requisition Approved

This section discusses the Requisition Approved process.

Description

Event	The requester approves the requisition and no further approvals are required.
Workflow Action	The system marks the requisition as approved.
Notification Method	Email.
Email Template	Requisition Approved.

Requisition Denied

This section discusses the Requisition Denied process.

Description

Event	An approver denies the requisition header.
Action	The system marked the requisition as denied, and stops the workflow process.
Notification Method	Email.
Email Template	Requisition Denied.

Requisition Escalation

This section discusses the Requisition Escalation process.

Description

Event	An approver has not responded to a requisition within the allotted time.
Action	The system notifies the approver and the approver's supervisor and routes the requisition to the step.
Notification Method	Email and Worklist.
Email Template	Requisition Escalation.

Requisition Line Approval

This section discusses the Requisition Line Approval process.

Description

Event	A requester submits a requisition for approval, or an approver approves the requisition line.
Action	The requisition line is routed for further approval.
Notification Method	Email and Worklist.
Email Template	Requisition Line Approval.

Requisition Line Approved

This section discusses the Requisition Line Approved process.

Description

Event	A requester or approver approves a requisition line and no further approvals are required.
Action	The system marks the requisition line as approved.
Notification Method	Email.
Email Template	Requisition Line Approved.

Requisition Line Denied

This section discusses the Requisition Line Denied process.

Description

Event	An approver denies a requisition line.
Action	The system marks the requisition line as denied.
Notification Method	Email.
Email Template	Requisition Line Denied.

Requisition Line Review

This section discusses the Requisition Line Review process.

Description

Event	A user submits a requisition line for approval or approves the requisition line.
Action	The system routes the requisition to a reviewer.
Notification Method	Email and Worklist.
Email Template	Requisition Line Review.

Requisition Review

This section discusses the Requisition Review process.

Description

Event	The requisition header is submitted for approval or is approved by requester and is routed to a user defined as a reviewer.
Action	The system routes the requisition to a reviewer.
Notification Method	Email and Worklist.
Email Template	Requisition Review.

Return to Vendor Exchange Notification Workflow

The Return to Vendor (RTV) Exchange workflow process (PV_RTV_EXCHANGE) delivered with PeopleSoft eProcurement lets goods be returned to vendors and exchanged for other items. The RTV process ensures that an exchange is completed properly by notifying the buyer that it has been entered.

Note. No setup is needed for the PeopleSoft eProcurement RTV Exchange workflow process.

When using Return to Vendor Exchange Workflow to notify buyers:

A requester who wants to exchange an item completes an RTV and selects Exchange.
When the RTV is saved, a workflow event triggers the PV_RTV_EXCHANGE business process. (This event is only triggered if the RTV action is Exchange.)
PeopleSoft Workflow retrieves the purchase order business unit, purchase order ID, and buyer ID from the RTV
PeopleSoft Workflow inserts a Worklist item in the buyer’s To Do List.
The buyer selects the Worklist entry, opening the PO.
The buyer can make modifications or add another PO to record the exchange.