Quick Steps: Approve / Edit Purchase Requisitions

Who does this?  Individuals with approval authority over the PTAs charged in a requisition

When?  Upon receipt of a system generated email notification informing the authorized approver that there are requisitions requiring approval action

How?  Using the SU Workflow Notification module of the Oracle Financials application, requisitions are reviewed and approved to ensure that:

• the expenditure is reasonable, necessary and complies with all University policies;
• the charges are correct, allowable for the account, allocable, and properly coded;
• charges are appropriately documented and are recorded in a consistent manner; and
• funds are available in the account being charged.

 

On this page:

• Review and Approve Purchase Requisitions
• Edit and Approve Purchase Requisitions by Approver

 

Review and Approve Purchase Requisitions (6 steps)

Find requisitions to approve:

1. Enter ofweb in your web address bar.
2. Enter your SUNet ID and password as prompted.
3. Click SU Workflow Notifications link in the left box in the Navigator.
4. Click Notifications link in the right box in the Navigator.

Note:  Notifications can also be received in email. The notification contains a link to the Notifications Worklist.

Open the notification:

1. Click Purchase Requisition [X] for [originator name] link in Subject column.

Open the Requisition Display:

1. Click View Requisition Details link in Related Applications section.
2. Click the icon in Details column.
3. Click Show Additional Information link.

Review the requisition:

1. Examine the Requisition Display for correctness.
2. Click OK button twice to return to the Notification.

Approve or reject the requisition:

Note:  Clicking Approve or Reject returns the screen to the Notifications Worklist.

1. Click Approve button if the requisition is correct.


~ OR ~

2. Enter an explanation in Note box at the bottom of the notification.
3. Click Reject button to return the requisition to the originator for correction.

Complete transaction review:

1. Click the appropriate link to review another transaction.


~ OR ~

2. Click logout link at the top if finished.

 

Edit and Approve Purchase Requisitions by Approver (8 steps)

Find requisitions to approve:

1. Enter ofweb in your web address bar.
2. Enter your SUNet ID and password as prompted.
3. Click SU Workflow Notifications link in the left box in the Navigator.
4. Click Notifications link in the right box in the Navigator.

Note:  Notifications can also be received in email. The notification contains a link to the Notifications Worklist.

Open the notification:

1. Click Purchase Requisition [X] for [originator name] link in Subject column.

Open the Requisition Display:

1. Click View Requisition Details link in Related Applications section.
2. Click the icon in Details column.
3. Click Show Additional Information link.

Review the requisition:

1. Examine the Requisition Display for correctness.
2. Click OK button twice to return to the Notification.

Edit the requisition:

1. Click Edit Requisition link in Related Applications section
2. To delete an item, click the trash can at the end of the item line
3. Click Approver Checkout button
4. Edit the information displayed, if needed, or click Edit Lines button
5. Click the checkbox in Select column for the item to be edited
6. Click Update, Copy, or Delete button as appropriate
7. Edit the information displayed
8. Click Return button
9. Repeat for other items if needed
10. Click Return button

Complete approver checkout:

1. Click Next button.
2. Edit the Approver List if needed.
3. Add Attachments if needed.
4. Click Next button.
5. Click Submit button.
6. Click Continue button.

Approve or reject the requisition:

1. Click Approve button if the requisition is correct.


~ OR ~

2. Enter an explanation in Note box at the bottom of the notification.
3. Click Reject button to return the requisition to the originator for correction.

Complete transaction review:

1. Click the appropriate link to review another transaction.


~ OR ~

2. Click logout link at the top if finished.

 

What Happens Next?

• The transaction is routed to the next approver.
• After approval, the requisition is converted to a purchase order.
• SmartMart purchase orders are immediately routed to the supplier.
• RPO purchase orders must be printed by the originator and sent to the supplier.
• Standard purchase orders are approved by Purchasing and Contracts and sent to the supplier.

Questions?

• For additional help, submit a HelpSU ticket. Select Request Category Administrative Applications and Request Type Oracle Financials.
• For additional training, take FIN-0410: Non-Catalog Purchases Using Oracle Internet Procurement.