Steps
to Complete the Email ManagerNote: Only supervisors have access to the Requisition Options option.
From the Accounts Payable screen, select the Requisitions menu and then Requisition Options.
Click the General tab to complete the general requisition options.
Select the Warn if Requisition Over Budget field to have the system display a warning icon in Accounts Payable (or display a message in Web Link, if applicable) when entering a detail line item on a requisition or approving a requisition with an amount that goes over budget for the specified account number. A checkmark will appear in the box if the field is selected.
Select the Allow Override of Approval Tree field to allow users to utilize any approval tree for requisitions they enter. A checkmark will appear in the box if the field is selected.
Note: If this field is not selected, all users must be assigned to at least one approval tree within the User Security option, and the users will only be able to enter requisitions using an assigned approval tree.
Select the Allow Approvals Out of Sequence field to enable the Approve Requisitions Out of Sequence field within the Requisition Approvals option in order to permit users to approve requisitions out of the normal sequence order if needed. A checkmark will appear in the box if the field is selected.
Select the Allow Recall of Requisitions field to allow a user who submitted a requisition to recall it. A checkmark will appear in the box if the field is selected.
Note: If this field is selected, a user can recall a requisition by going into the Requisition Entry option and using the Recall Submitted Requisition button. Only requisitions that have not been converted to a purchase order can be recalled.
Select the Disable Requisition Number in Data Entry field to have the Requisition Number field be disabled (gray) when entering requisitions so that users are unable to enter or change the requisition number (a requisition number will be automatically assigned by the system when the requisition is saved). A checkmark will appear in the box if the field is selected.
To send notification emails for requisitions, click the Go To button for the Email Information field to open the Email Manager option and then complete the following: 1) complete the General Options tab (if not already completed) by selecting the Enable Email Manager field and completing the remaining fields; 2) if needed, on the Email Addresses tab, add an email address to use when emailing requisition notifications; and 3) complete the Requisition Options section on the Accounts Payable tab.
Steps
to Complete the Email Manager
Tip: Regardless if the system is set up to send email notifications or not, an alert will appear on the Accounts Payable screen if requisitions are pending the approval of the user currently logged into the system.
In the Requisition Entry/Approval Defaults List, define the data entry preferences and approver changes to use as the defaults when entering and approving requisitions in Accounts Payable or Web Link (if applicable).
Tip: If needed, the defaults can be changed (overridden) for each approval tree (on the Approval Tree tab; refer to Step 3 below).
Note: The settings for the Data Entry Preferences fields are only applicable when entering requisitions (using the Requisition Entry option); the settings for the Approver Changes fields are applicable when approving requisitions (using the Requisition Approvals option).
Data Entry Preferences:
To define a field so it will automatically repeat the information from the previous entry without requiring an additional keystroke by the user, select the Repeat field (column) for the desired field, if applicable. A checkmark will appear in the box if the option is selected.
To define a field so it will not display on the entry screen, select the Hide field (column) for the desired field, if applicable. A checkmark will appear in the box if the option is selected.
Note: If a field is marked as Required by the system (the Required field is selected and disabled (gray)), the Hide field cannot be selected as the field must appear on the screen. Also, if applicable, only the Repeat field or the Hide field can be selected by the user for a particular field; both options cannot be selected for the same field.
To define a field as one a user entering a requisition must complete, select the Required field (column) for the desired field, if applicable. A checkmark will appear in the box if the field is selected.
Note: If applicable, only the Hide field or the Required field can be selected by the user for a particular field; both options cannot be selected for the same field.
Approver Changes:
To define a field so it can be changed within the Requisition Approvals option, select the Allow Approver Edits field (column) for the desired field, if applicable. A checkmark will appear in the box if the option is selected.
Note: If the Allow Approver Edits field is selected for either the Requisition Detail Quantity field or the Unit Price field, the Allow Approver Edits field will automatically be selected for the Requisition Detail Amount field and cannot be changed.
Tip: The option for Approvers Add New Detail Lines is listed with the fields available on the screen when entering requisitions, and if the Allow Approver Edits field is selected for Approvers Add New Detail Lines, the approvers will be able to add new detail lines while approving requisitions (and also edit any fields on the detail lines they added or delete the detail lines they added).
If the Allow Approver Edits field is selected for a field, the Requires Restart of Approval field (column) is enabled. If applicable, to define a field so that it sends a requisition back through the entire approval process if the particular field is changed (within the Requisition Approvals option), select the Requires Restart of Approval field (column) for the desired field. A checkmark will appear in the box if the option is selected.
Tip: If the Requires Restart of Approval field is selected for Approvers Add New Detail Lines, a requisition will be sent back through the entire approval process if an approver adds a new detail line (or deletes a detail line the approver had previously added).
Click the Save button.
Click the Approval Tree tab to define the approval trees for requisitions for your organization.
Note: Each requisition must be tied to an approval tree, so there must be at least one approval tree defined in the system.