Note: In order for the Requisition Approvals option to be available in Web Link, a user must have rights to approve requisitions (within the User Security option in the School Accounting System) and be assigned to an approval sequence on an approval tree in the School Accounting System.
Select the Data Entry menu and then Requisition Approvals.
In the Approval Type field, enter the type of approvals (Alternate Approvals, Approval Tree Owner, or Regular Approvals) to view and process, or click the down-arrow button to select the correct one, if applicable. To view the requisitions currently awaiting approval from you (the user logged into the system), enter Regular Approvals. To view the requisitions awaiting approval from others for which you are designated as an alternate approver (as defined in the Alternate User ID field for approval trees), enter Alternate Approvals. To view all the requisitions awaiting approval for which you are the owner (as defined in the Approval Tree Owner ID field for approval trees), enter Approval Tree Owner. The approval type of Alternate Approvals is only available to users designated as an alternate approver, and the approval type of Approval Tree Owner is only available to users designated as an approval tree owner. The default of Regular Approvals will appear, but can be changed if applicable.
Note: The requisitions that display for Regular Approvals or Alternate Approvals include only those which are currently at your sequence on the approval tree or the alternate user's sequence (if applicable); the requisitions that are awaiting approvals from other users for other sequences prior to yours will not appear unless the Approve Requisitions Out of Sequence field is selected (see below).
Only if the Allow Approvals Out of Sequence field in the Requisition Options option in the School Accounting System is selected, the Approve Requisitions Out of Sequence field appears to the right of the Approval Type field. If applicable, select the Approve Requisitions Out of Sequence field to display all requisitions pending approval from you including those that are currently awaiting approval from other users first for other sequences on the approval trees. A checkmark will appear in the box if the field is selected.
Tip: Select the Approve Requisitions Out of Sequence field if you will soon be gone for a period of time and would like to approve requisitions that will be moving through the approval process and needing your approval before your return.
If Alternate Approvals is selected as the Approval Type, enter the ID of the user for which you are an alternate and want to view the requisitions pending that user's approval in the User ID field, or click the down-arrow button to select the correct user. Only the users for which you are an alternate approver that have requisitions pending their approval can be entered here.
The applicable requisitions appear in the Requisitions Awaiting Approval/Rejection List. If desired, change the filters to modify the requisitions displayed on the screen.
Complete the approval process for the desired requisitions:
To process one requisition at a time, along with viewing the details included on a requisition and/or making changes to a requisition (if needed) prior to completing the approval process, do the following:
Click the Edit link located to the left of the desired requisition, or double-click on a requisition; all the detail information for the specified requisition will then display.
The budget balance (including the total of unposted invoices, unposted purchase orders, and approved requisitions for a particular account number, if applicable) will display in the Detail Information List for each detail line item included on the requisition; if the account number is in a fund defined as an activity fund, the appropriate fund balance will also display. Also, the total of all submitted requisitions that have not yet been approved for the particular account number (including the detail line items on the current requisition) will display.
If desired, enter a comment to track for approving or rejecting the requisition in the Your Comment field. The comment can be up to 1,000 characters long. If a comment was previously entered by the user, the previous comment will appear, but can be changed.
Note: If a change is made to the requisition (to the fields defined to be edited (as set within the Requisition Options option in the School Accounting System)), a comment will automatically be added in this field stating the fields that were changed.
Tip: Once the requisition is processed, the comment will be added to the Comments List displayed below the Your Comment field. The system will automatically display the ID of the current user in the User ID field and the date the comment was entered (or updated) in the Date Updated field. The information in the Comments List cannot be changed.
If needed, the fields defined to be edited (as set within the Requisition Options option in the School Accounting System) can be changed or completed for a requisition at this time. To make a change, click in the appropriate field, and then key the correct information or click the Search button to select the correct item (if applicable).
Tip: The Requisition Amount field for a requisition will automatically be updated if the amounts for the detail line items were changed.
If desired, to view (and edit, if applicable) the bids or quotes received from other vendors for a line item on the requisition, click the Bid Detail button to the right of the Bids field. If applicable, to edit the bids at the Detail Bids screen, complete one of the following: 1) to enter an additional bid, click the Add New button, complete the necessary information for the bid, and click the Save button; 2) to edit an existing bid, click the Edit link located to the left of the desired bid, enter the updated information, and click the Save button; or 3) to delete a bid, click the Delete link located to the right of the desired bid and when prompted to delete the bid, click OK. After making changes to the bids on the Detail Bids screen, click the Save button to save the changes and close the Detail Bids screen.
If the URL field is completed for a detail line, click the Go To button to the right of the URL field to launch the Internet browser and display the specified website.
If the Approvers Add New Detail Lines option has the Allow Approver Edits field selected within the Requisitions Options option (in the School Accounting System), new detail lines can be added, if needed, by clicking the Add Row button located at the top of the Detail Information List and then completing the fields of information for the line. If applicable, when adding a new detail line, any of the fields can be completed (not just those that are defined to be edited within the Requisition Options option).
Note: A detail line that was added by an approver can be edited by any approver, but only the fields defined to be edited will be enabled for the other approvers, while all the fields are enabled for the approver who added the line. If needed, a detail line that was added by an approver can be deleted but only by the particular approver who added it (to delete a detail line, click the Delete link located to the right of the desired line item; when prompted to delete the line, click OK).
Tip: If a new detail line is added or deleted, a comment will automatically be added in the Your Comment field, and the Requisition Amount field will automatically be updated when the changes are saved.
Click the Approve button to approve the requisition, or click the Reject button to reject the requisition. If needed, click the Save button to save any changes that were made and not actually approve or reject the requisition at this time; click OK when prompted and then click the Cancel button to return to the Requisition Approvals screen.
Note: If changes were made to a line item (if applicable) causing the line item to go over budget for the account number and the Warn if Requisition Over Budget field is selected in the Requisition Options option in the School Accounting System, a message will appear stating the entry has a negative budget balance; click OK to continue to save with the negative balance, or else click Cancel to make changes as needed prior to saving.
Tip: If desired, click the Print Requisition button to preview or print a copy of the requisition form for the current requisition number displayed. The Print Requisition button only appears if the Default Requisition Form Report field is completed for the specified approval tree in the Requisition Options option within the School Accounting System. A PDF viewer, such as Adobe® Reader, must be installed on your computer prior to running the report; if you do not have a PDF viewer, download Adobe® Reader free of charge by going to http://get.adobe.com/reader/ and following the instructions.
To process multiple requisitions at a time (if applicable), without viewing the details included on a requisition and/or without making changes to a requisition prior to completing the approval process, do the following:
Note: The ability to process multiple requisition approvals at a time is only available if the Allow Requisition Mass Approval Process in Web Link field is selected within the Web Link Setup Options option in the School Accounting System; otherwise, the columns for Approve, Reject, and Has Negative Budget Balances do not appear in the Requisitions Awaiting Approval/Rejection List.
To approve a requisition, select the Approve field to the left of the desired requisition in the Requisitions Awaiting Approval/Rejection List. A checkmark will appear in the box if the field is selected.
To reject a requisition, select the Reject field to the left of the desired requisition in the Requisitions Awaiting Approval/Rejection List. A checkmark will appear in the box if the field is selected.
To select all the requisitions listed on the screen for approval or rejection, click the box located above the appropriate column at the top of the screen (above the Approve or Reject column heading). A checkmark will appear in the box if the field is selected, and all the requisitions will have the particular field (Approve or Reject field) selected.
After all the desired requisitions have been selected to be approved or rejected, click the Process button.
A prompt will appear stating the number of requisitions successfully processed of the total number selected; click OK.
Note: If there were any requisitions that had not been processed successfully, complete the steps above to process one requisition at a time.
Note: If approving requisitions out of the normal order of an approval tree by using the Approve Requisitions Out of Sequence field (and Regular Approvals or Alternate Approvals is selected as the Approval Type), the requisitions will still be pending for the other users with approval sequences preceding and following your sequence. If approving as the owner of the assigned approval trees (Approval Tree Owner is selected as the Approval Type), the requisitions will be considered fully processed and will not require approval from other users on the approval tree. If a requisition is rejected by one approver on the approval tree, the requisition will not proceed to the next approval sequence on the approval tree, and will instead be sent back to the submitter. If a change is made to a requisition for a field defined with the Requires Restart of Approval field selected in the Requisition Options option in the School Accounting System, the requisition will be sent back to the first sequence on the approval tree.
If designated to do so in the Email Manager option (in the School Accounting System), a notification email will be sent at this time to the appropriate user(s) with the next approval sequence as based on the approval tree assigned to the requisition (or to the first approval sequence if the approval process needed to restart, if applicable), to the user who submitted the requisition if completely processed (received final approval or rejected), to the prior approvers and/or submitter if the requisition was changed (if applicable), and/or to the user who is designated to receive an email for requisitions that received final approval.
Note: If there were notification email messages that did not go through, an error will be tracked in the Activity Log option (on the System Log tab) in the School Accounting System and an alert will appear on the main School Accounting System screen. If an email is rejected, the rejection notice will be sent to the appropriate address for the designated email address in the Email Manager option.