PeopleSoft eProcurement 9.1 PeopleBook

Using the Approval Framework in PeopleSoft eProcurement

This chapter provides an overview of the approval framework and discusses how to:

Set up approval framework in PeopleSoft eProcurement.
Perform approval tasks for requisitions.

Understanding the Approval Framework

Many daily tasks are part of a larger process that involves several steps and people working together. The term workflow refers to this process, which could encompass, for example, the approval of a requisition. To facilitate this type of multiuser process, the PeopleSoft product can automatically trigger workflow notifications to inform the next approver in the process of work awaiting him or her. When the process is complete, the transaction is promoted to its next stage. In the case of a requisition, the next stage is that it is sourced as a purchase order. PeopleSoft applications offer two types of workflow:

PeopleTools Workflow Technology, documented in the PeopleTools PeopleBook: Workflow Technology. This method requires you to use PeopleSoft Application Designer, PeopleCode, and Workflow Administrator.
PeopleSoft Approval Framework, documented in the PeopleSoft Approval Framework PeopleBook. The standard PeopleSoft workflow requires advanced technical skills in PeopleSoft PeopleTools to create and maintain workflow; in contrast, the Approval Framework provides an alternative workflow that is much easier to create and maintain. For example, all of the steps in Approval Framework are defined by means of PeopleSoft pages rather than the underlying PeopleSoft PeopleCode, so functional users can design and maintain workflow using these online PeopleSoft pages without technical developers having to create workflow rules.

Within PeopleSoft eProcurement, the approval of requisitions is handled by the Approval Framework. Most of the work has already been done for you and is delivered with your PeopleSoft system. You need to activate the workflow and adjust the approval setup to identify your individual users, templates, and servers. This chapter discusses the setup of requisition approval within PeopleSoft eProcurement. Requisitions that have been changed and require reapproval are approved in the same component as the original requisitions.

After a requisition is created, the system routes the transaction to an approver. The approver can view and take action in two ways: using his or her worklist or navigating directly to the Manage Requisition Approvals page. The approver can preview, in a graphical format, the path that the requisition approval will take, view who has already approved the requisition, and see any comments that previous approvers have entered.

While the system awaits approval action, the approval framework maintains the overall state of the requisition, invokes routings, and interacts with the application classes.

During the approval process these actions take place:

The system notifies approvers and reviewers that a pending requisition needs their attention.
Approvers and reviewers access the requisition details, provide comments, and take action (approve, deny, or push back) for the requisition.
The system checks for additional routings in the same routing path.

If all steps have been completed for the stage, then the next step is started in the next stage. If multiple routing paths exist, the system routes them in parallel.
Once all approvers of a requisition have approved it, the Approval Framework notifies the PeopleSoft eProcurement application. The requisition is then ready for the next step.

Setting Up Approval Framework in PeopleSoft eProcurement

This section discusses how to:

Set up the Approval Framework in PeopleSoft eProcurement.
Use the Maintain Approval Workflow page.
Set up email approvals for PeopleSoft eProcurement.
Determine the maximum requisition lines to display.

Complete information about the setup and use of the Approval Framework is located in the PeopleSoft Approval Framework 9.1 PeopleBook.

Use the following steps to set up the requisition approval process within PeopleSoft eProcurement:

Set Up the User Profile Component

For users with PeopleSoft eProcurement:

Use the User Profile-Workflow page to identify the supervisor who should approve the user's new requisitions or purchase orders.
Use the User Profile-Roles page to enter the roles of the user. A role is a class of users who perform the same type of work, such as an eProcurement requestor, buyer, or manager. A role describes how people fit into workflow. Roles are defined under PeopleTools, Security, Permissions & Roles, Roles.

See PeopleSoft Approval Framework 9.1 PeopleBook, "Defining Users for Approval Framework"

Define User Lists

Use the User List Definition page to define lists of users who can approve transactions. Your list of approvers can be defined as a particular user role, SQL definition, PeopleSoft Query, or Application Class. These lists are used with steps in the approval process. The PeopleSoft product delivers a set of default SQL definitions and default user list roles.

See PeopleSoft Approval Framework 9.1 PeopleBook, "Defining User Lists"

Grant eProcurement Role Actions to the Appropriate User Roles

PeopleSoft eProcurement comes with several predefined role actions that restrict or grant user access to certain actions. Use the eProcurement Role Actions page to assign role actions to specific user roles. The following role actions can enable approval features for requisitions:

ALLOWHOLD: Displays the Hold button on requisition approval pages.
ALLOW_ADHOC_ONSUBMIT : Allows for adding or removing ad hoc approvers after you submit the requisition.
ALLOW_ADHOC_ONPREVW : Enables users to add or remove ad hoc approvers on requisition preview.
CANCHANGEALL: Enables a requester to change any field on the requisition without restarting the approval process while the requisition is in a pending approved status.
CANCHANGEDISTRIB: Enables the requester to change any field on the requisition distribution without restarting the approval process while the requisition is in a pending approved status.
CANCHANGEHEADER: Enables the requester to change any field on the requisition header without restarting the approval process while the requisition is in a pending approved status.
CANCHANGELINE: Enables the requester to change any field on the requisition line, with the exception of quantity and price, without restarting the approval process while the requisition is in a pending approved status.
CANCHANGESCHEDULE: Enables the requester to change any field on the requisition schedule without restarting the approval process while the requisition is in a pending approved status.
MASS_APPROVER: Enables a requester to approve multiple requisitions at one time. The Approve Requisitions component is where the actions are enabled.
WF_EXPAND_APPROVER:Enables users to always see the Review/Edit Approvers section in the eProcurement Approval page when it is expanded.

See Attaching Role Actions to User Roles.

Create Change Templates

Define change templates for requisitions to identify when a change to a requisition field should initiate the reapproval of the requisition by the Approval Framework. To create a change template for requisitions, use the change template type of Requisition. When you first create the change template, the system supplies the default approval workflow trigger for the following fields in both the REQ_LINE and REQ_LINE_SHIP records:

MERCHANDISE_AMT
PRICE_REQ
QTY_REQ

Once you have created the change template for requisitions, attach the template to the Purchasing business unit using the Purchasing Definition-Req Change Options page. The change template entered in this page is shared by the same business unit across the PeopleSoft Purchasing, eProcurement, and Services Procurement applications. If no requisition change template is defined for the business unit, then any field changes start the re-approval of the requisition line using the approval framework feature.

See Creating Change Templates.

See Establishing Change Options and Approval Rules.

Review the Approval Transaction Registry

The Approval Transaction Registry is the interface application used to register an application with the approval framework. You use the Register Transactions page to link the components, event handler, records, and classes that you created to the approval process for an application transaction, such as a requisition. The main records and components that make up the transaction are registered, along with the approval transaction on which to base the approval process definition.

Any PeopleSoft-delivered approvals already have the Approval Transaction Registry populated. No additional configuration is typically needed. This includes the transaction registry for requisition approval (process ID Requisition).

The transaction registry with the process ID of Requisition uses the cross-reference table PV_REQ_AW and the default approval component of PV_REQ_APPROVAL. Note that a changed requisition uses the same workflow setup as the original requisition; it is a reapproval of the requisition. PeopleSoft Purchasing and PeopleSoft eProcurement share the same setup data, even though the objects begin with PV.

See PeopleSoft Approval Framework 9.1 PeopleBook, "Defining the Approval Transaction Registry"

Configure the Approval Transactions

Use the Configure Transactions page to select and define elements that determine what triggers a notification, who receives the notification, and the content of the notification. Notifications are mapped to work with the approval transaction registry and include menus and components and SQL definitions.

For the process ID of Requisition, use the approval component of PV_REQ_APPROVAL.

See PeopleSoft Approval Framework 9.1 PeopleBook, "Configuring Approval Transactions"

Set Up Process Definitions

Use the Setup Process Definition component to define an approval definition process. This definition is made up of the stages, paths, steps, and criteria that build a workflow.

See PeopleSoft Approval Framework 9.1 PeopleBook, "Defining the Setup Process Definition Component"

Authorize Approvers and Roles for Dynamic Approval

PeopleSoft applications use workflow to configure approval paths in two manners. The first configuration is to define every approval in step-by-step fashion. The second manner is to create dynamic approvals. Use the Approval Authorization component to authorize roles and approvers for dynamic paths.

See PeopleSoft Approval Framework 9.1 PeopleBook, "Defining Dynamic Approvals"

Set Up the Approval User Monitor

The approval monitor gives administrators a view into all approvals to which they have access, as well as the ability to take necessary actions on pending approvals. Each process ID can be configured using the Approval Monitor Configuration page (eProcurement, Administer Procurement, Maintain Workflow, Monitor Configuration).

Once configured, the Monitor Approvals page can be accessed from eProcurement, Administer Procurement, Maintain Workflow, Monitor Approvals.

See PeopleSoft Approval Framework 9.1 PeopleBook, "Using the Approval Monitor"

See Setting Up Event Notifications and Escalations.

Define Ad Hoc Notification Templates

Use the Generic Template Definition page to establish a common format for all ad hoc notifications. This provides functionality that is similar to the Approval Monitor but not limited to the administrators.

See PeopleSoft Approval Framework 9.1 PeopleBook, "Defining Notification Templates for Approval Framework"

Set Up Email Approvals for PeopleSoft eProcurement

The email collaboration feature enables applications to send, receive, and process emails with interactive content. You can use it to send email approvals for requisitions. You can send an HTML form to a user, and that user does not need to log in to his or her system to perform tasks.

See Set Up Email Approvals for PeopleSoft eProcurement.

Set Up the Notification and Escalation Manager

The Notification and Escalation Manager (NEM) is a mechanism used to process notifications and escalations on a specified interval. For example, escalations are used when an approver has not responded within a specified time period to a transaction that is pending approval. You can specify the time period (timeout) and you can specify alternate approvers to notify and to whom to escalate the approval for further action. Timeout options are defined on the Approval Path Definition page.

To set up the NEM, use the following pages: Event Types, Setup Event, Event Status, and Schedule JobSet Definitions.

See PeopleSoft Approval Framework 9.1 PeopleBook, "Using the Notification and Escalation Manager"

Register Worklists with the Activity Monitor

Use the Register Worklist for Activity Monitor page to register the business process name, activity name, and work list name with the activity monitor.

Determine the Maximum Rows for the Approval Monitor and Other Pages

On the eProcurement Installation Options page, enter the maximum number of requisition lines to be displayed at one time in the Review/Edit Approvers section of the workflow approval components. You can access additional lines by using the chunking options at the top of the section, including using the Next Item button or Last Item button, or entering a range of requisition lines and clicking the Retrieve button. The default for this field is 5.

See Determine the Maximum Rows for the Approval Monitor and Other Pages.

Activate Workflow

Activate the approval framework for requisitions by using the:

Purchasing Definition-Req Change Options page. Use the Purchasing business unit to enable the Approval Framework for requisitions in both PeopleSoft Purchasing and PeopleSoft eProcurement. Select the Workflow Approval Required check box to enable requisition approval within the business unit. Select this check box to replace the PeopleTools workflow technology (virtual approver) in PeopleSoft Purchasing with the Approval Framework. If you enable the Approval Framework for the Purchasing business unit, then it is enabled for eProcurement also. The Change Template entered on this page is used by PeopleSoft Purchasing, eProcurement, and Services Procurement to determine which field changes to the original requisition will launch the approval framework for requisition reapproval.. Select the Resubmit Workflow for Quantity and Price Decrease check box to require approval of a requisition change with a decrease in item quantity or price.

See Establishing Change Options and Approval Rules.
eProcurement Business Unit Options page. Select the Workflow Approval Required check box to enable requisition approval within the eProcurement business unit. Select the Resubmit Workflow for Quantity and Price Decrease check box to require reapproval of a requisition with a decrease in item quantity or price. If the Workflow Approval Required check box is selected on the PeopleSoft Purchasing business unit, then the Approval Framework is enabled for both Purchasing and eProcurement and this check box on this page is unavailable. Selecting the Workflow Approval Required check box on the eProcurement business unit but not the Purchasing business unit enables the Approval Framework only in PeopleSoft eProcurement; in this case, if you edit an eProcurement requisition within a Purchasing component, then the virtual approver is used instead of the approval framework. Note that a requisition added in PeopleSoft eProcurement (that is, having a SYSTEM_SOURCE of EPO) can be changed by means of the PeopleSoft Purchasing components only if you have selected the Allow Req Change in Purchasing check box on this page (eProcurement Business Unit Options page). When approval framework is used in PeopleSoft Purchasing, a requisition added in PeopleSoft Purchasing cannot be altered by means of the PeopleSoft eProcurement components.

See Defining Business Unit Options for PeopleSoft eProcurement.

Pages Used to Set Up Approval Framework in PeopleSoft eProcurement

Page Name	Definition Name	Navigation	Usage
Maintain Workflow	PV_ADM_WORKFLOW	eProcurement, Administer Procurement, Maintain Workflow	Access many of the pages and components that you use to set up the Approval Framework for PeopleSoft eProcurement. Access to this page is limited to users with the SYSTEM_ADMIN action role.
User Profiles - Roles	USER_ROLES	PeopleTools, Security, User Profiles, User Profiles Select the Roles tab. For PeopleSoft eProcurement, use eProcurement, Administer Procurement, Maintain Workflow, Workflow Roles.	Attach workflow roles to users. See PeopleSoft Approval Framework 9.1 PeopleBook, "Defining Users for Approval Workflow"
User Profiles - Workflow	USER_WORKFLOW	PeopleTools, Security, User Profiles, User Profiles Select the Workflow tab. For PeopleSoft eProcurement, use eProcurement, Administer Procurement, Maintain Workflow, Set Supervisors.	Define supervisors. See PeopleSoft Approval Framework 9.1 PeopleBook, "Defining Users for Approval Workflow"
User List Definition	PTAF_USER_LIST	Enterprise Components, Approvals, Approvals, User List Setup For PeopleSoft eProcurement, use eProcurement, Administer Procurement, Maintain Workflow, User List Definition.	Define user-list definitions. See PeopleSoft Approval Framework 9.1 PeopleBook, "Defining User Lists"
eProcurement Role Actions	PV_ACTIONS	eProcurement, Administer Procurement, Maintain System Users and Roles, eProcurement Role Action	Assign actions to user roles. See Maintaining System Users and Roles.
User Preferences: Procurement - Requisition Authorizations	OPR_REQ_AUTH	Set Up Financials/Supply Chain, Common Definitions, User Preferences, Define User Preferences, Procurement Click the Requisition Authorizations link on the Procurement page.	Authorize users to initiate and update requisitions for applicable requesters. Define a user's requisition processing authority in relation to applicable requesters.
Change Template	CHNG_ORD_TEMPLATE	Set Up Financials/Supply Chain, Product Related, Procurement Options, Purchasing, Change Template	Identify the fields on a requisition, purchase order, or contract that can initiate the following actions when the field is changed. For a requisition, identify the field changes that create change tracked records, reapproved by the Approval Framework, and creation of a change request. For a purchase order, identify the field changes that create change tracked records and re-approved by the Approval Framework.
eProcurement Business Unit Options	PV_BUS_UNIT_PM	eProcurement, Administer Procurement, Maintain Business Units, eProcurement Business Unit Options	Define business unit options for PeopleSoft eProcurement.
Purchasing Definition-Req Change Options	BUS_UNIT_REQ_APPR	Set Up Financials/Supply Chain, Business Unit Related, Purchasing, Purchasing Definition, Req Change Options	Define requisition approval requirements for each business unit.
Register Transactions	EOAW_TXN	eProcurement, Administer Procurement, Maintain Workflow, Register Transactions Enterprise Components, Approvals, Approvals, Transaction Registry	Register an application with the approval framework.
Configure Transactions	EOAW_TXN_NOTIFY	eProcurement, Administer Procurement, Maintain Workflow, Configure Transactions Enterprise Components, Approvals, Approvals, Transaction Configuration	Use the Configuration Transactions page to configure how the system uses the particular implementation of approval triggers.
Service Operations-General	IB_SERVICE	PeopleTools, Integration Broker, Integration Setup, Service Operations	Click the Active check box for the PV_EMAIL_REQ_APPROVAL service operation.
Setup Process Definitions	EOAW_PRCS_MAIN	eProcurement, Administer Procurement, Maintain Workflow, Setup Process Definitions Enterprise Components, Approvals, Approvals, Approval Process Setup	Define workflow approval process stages.
Approval Authorization	EOAW_AUTH	eProcurement, Administer Procurement, Maintain Workflow, Approval Authorization Enterprise Components, Approvals, Approvals, Authorize Approvers	Authorize roles and approvers for dynamic paths.
Approval Monitor Configuration	EOAW_MONDIS_CONFIG	eProcurement, Administer Procurement, Maintain Workflow, Monitor Configuration Enterprise Components, Approvals, Approvals, Monitor Configuration	Configure the approval monitor.
Monitor Approvals	EOAW_ADM_MON_SRC	eProcurement, Administer Procurement, Maintain Workflow, Monitor Approvals Enterprise Components, Approvals, Approvals, Monitor Approvals	View all approvals to which you have access, as well as take necessary actions on pending approvals.
Generic Template Definition	WL_TEMPLATE_GEN	PeopleTools, Workflow, Notifications, Generic Templates	Use the Generic Template Definition page to establish a common format for all ad hoc notifications.
Event Types	EOAW_NEM_EVENTS	eProcurement, Administer Procurement, Maintain Workflow, Event Types Enterprise Components, Approvals, Notification and Escalations , Events	Associate events to a server.
Setup Event	EOAW_NEM_SETUP	eProcurement, Administer Procurement, Maintain Workflow, Event Definition Enterprise Components, Approvals, Notification and Escalations , Notifications and Escalations	Set up an escalation event and define the evaluation and action details.
Event Status	EOAW_NEM_STATUS	eProcurement, Administer Procurement, Maintain Workflow, Event Status Enterprise Components, Approvals, Notification and Escalations, Status	Check status of notification.
Schedule JobSet Definitions	SCHDLDEFN	eProcurement, Administer Procurement, Maintain Workflow, Schedule Notification Job PeopleTools, Process Scheduler, Schedule JobSet Definitions	Set up a NEM to define the job to run and how often to run it.
Register Worklist for Activity Monitor	PV_WL_REGISTRY	eProcurement, Administer Procurement, Maintain Workflow, Activity Monitor Registry	Register the business process name, activity name, and work list name with the activity monitor.
eProcurement Installation Options	PV_INSTALLATION_PV	eProcurement, Administer Procurement, Maintain Overall System Options, eProcurement Installation Options	Set up PeopleSoft eProcurement installation options including the maximum number of requisition lines to be displayed at one time in the Review/Edit Approvers section of the workflow approval components. Access to this page is limited to users with the SYSTEM_ADMIN action role.

Using the Maintain Approval Workflow Page

Access the Maintain Workflow page (eProcurement, Administer Procurement, Maintain Workflow).

Use the Maintain Workflow page to gain easy access to many of the pages needed to set up the requisition approval process within PeopleSoft eProcurement. For more information about these pages, see the beginning of this section.

Setting Up Email Approvals for PeopleSoft eProcurement

These steps describe the flow of email collaboration:

A system event triggers PeopleSoft PeopleCode, which creates a collaborative email and sends it to a user.
The user who receives the email takes appropriate action and clicks Submit.
The user's submission is sent to an email account that is designated for holding responses.
An application engine program runs on a configured interval, polling the repository for new emails. It processes the emails and publishes them as service operation messages.
The service operation runs, enabling the implementing application to process the data in a known and supported format.

To set up email approvals:

On the Register Transactions page, complete the Notification Options section to include email notifications. Be sure to select the Use Email Approvals check box. Update the Register Transactions page for the process ID of Requisition.

See PeopleSoft Approval Framework 9.1 PeopleBook, "Defining the Approval Transaction Registry"
On the Configure Transactions page, complete the Notification Options section. Select the Sent Email Approvals to All check box or add a user list in the Email Approval User List field. Update the Configure Transactions page for the process ID of Requisition.

See PeopleSoft Approval Framework 9.1 PeopleBook, "Configuring Approval Transactions"
Design the format of the email to be sent using the Form Element Designer page, Form Layout Designer page, and Field Mapping page within the Email Collaboration menu (Enterprise Components, Approvals, Email Collaboration). For directions, see the Using Email Collaboration chapter of the Enterprise Components: PeopleSoft Approval Workflow Engine 9.1 PeopleBook.
Use the Node Properties page to modify the PSFT_EMC_GETMAIL node to enable email collaboration. For directions, see the Using Email Collaboration chapter of the Enterprise Components: PeopleSoft Approval Workflow Engine 9.1 PeopleBook.
Set up the Requisition Approval (PV_EMAIL_REQ_APPROVAL) service operation within PeopleSoft Integration Broker and Enterprise Components. For directions in activating a service operation, see the Implementing Integrations chapter of the PeopleSoft Supply Chain Management Integration 9.1 PeopleBook.
Schedule the PeopleSoft Application Engine program EOAWEMC to run on a regular basis. For directions, see the Using Email Collaboration chapter of the Enterprise Components: PeopleSoft Approval Workflow Engine 9.1 PeopleBook.

PeopleSoft delivers service operations in PeopleSoft Integration Broker with a default status of Inactive. You must activate each service operation before attempting to send or receive data from a third-party source. Use the information in this table and refer to the setup instructions in the PeopleSoft Supply Chain Management Integrations 9.1 PeopleBook, "Implementing Integrations" chapter, Setting Up Service Operations section.

Service Operation	Direction and Type	Handlers	Chunking Available?	Integrates With
PV_EMAIL_REQ_APPROVAL	Inbound Asynchronous	EmailSubscription	No	External XML

Service Operation

Direction and Type

Handlers

Chunking Available?

Integrates With

PV_EMAIL_REQ_APPROVAL

Inbound

Asynchronous

EmailSubscription

External XML

Determining the Maximum Requisition Lines to Display

Access the eProcurement Installation Options page (eProcurement, Administer Procurement, Maintain Overall System Options, eProcurement Installation Options).

Chunking displays the requisition lines in groups to make large requisition more manageable. On the eProcurement Installation Options page, use the following fields to set up requisition line chunking for the approval framework:

Approval Monitor	Enter the maximum number of requisition lines to be displayed at one time (chunking) in the Review/Edit Approvers section of the workflow approval components and in the Confirmation page of the Create Requisition component. The default for this field is 5.
Display Approval Chunking	Select this check box to enable chunking on the Review/Edit Approvers section of the workflow approval components and on the Confirmation page of the Create Requisition component. This check box only impacts line level approvals.

For additional information about the eProcurement Installation Options page, see the "Setting Up PeopleSoft eProcurement Installation Options" section of this PeopleBook.

See Setting Up PeopleSoft eProcurement Installation Options.

On the Requisition Approval page (eProcurement, Approve Requisition. Click the Requisition ID link), you can access additional lines by using the chunking options at the top of the Review/Edit Approvers section. You can:

Use the Requisition Line(s) and the To field to enter a range of lines to view within the Review/Edit Approvers group box, then click the Retrieve button.
Use the First Item, Previous Item, Next Item, or Last Item button to move between chunks.

See Setting Up Installation Options.

Performing Approval Tasks for Requisitions

This section discusses how to:

Search for requisitions requiring approval.
Perform eProcurement requisition line approval tasks.
View details about requisition line items.

Understanding Approval Tasks for Requisitions

Use the Approve Requisitions component to perform a number of approval tasks, including:

Approving a requisition or requisition line. You can approve the entire requisition at the header level or approve individual lines at the line level.
Performing mass approvals. Using the Manage Requisition Approvals page, you can select multiple requisitions to be approved or denied at one time. Use the Mark All icons to perform mass approval. The Mark All icons do not appear unless the user has the eProcurement role action of MASS_APPROVER attached to his user role.
Denying a requisition or requisition line. You can deny some lines of the requisition and approve others, making line-level approvals independent for each line. Once a requisition or requisition line is denied, the workflow stops.
Holding a requisition or requisition line. This action gives the approver time to research an issue and prevents the approval process from going to the next approval step until the approver takes action on the requisition or requisition line. When an approver uses the hold action, the system inserts the requisition's originator (i.e. requester) as an ad hoc reviewer at the current approval step and the approver can add a comment requesting more information from the requester. If multiple approvers are required to approve in this one approval step in the approval framework, then the other approvers of the same step can approve or deny the requisition or requisition line; however, the approval process does not move to the next approval step until the hold is removed by the approver who entered it. The hold option does not display unless the user has the eProcurement role action of ALLOWHOLD attached to his user role.
Pushing back a requisition or requisition line. A pushback returns the transaction to the previous approval step. The meaning of push back is that the approver is questioning the prior step's approval and is requesting clarification.
Adding or removing ad hoc approvers or reviewers. During the approval process, approvers can add other approvers or reviewers to the current or a later stage of the approval process. For example, if a buyer wants input from an inventory analyst, she can add the analyst as an approver. This action is called ad hoc approval, and it applies only to the approval instance in which the addition occurs and does not affect the underlying process definition used for other requests.
Reviewing an online requisition that shows the layout of the printed version. The requisition opens up as a second window and can be printed. The Oracle BI Publisher is used to generate this report, and you can customize it.
Making comments to be viewed by other approvers or reviewers.
Approving a requisition that has been changed. When a requisition is changed during or after the approval process, the Approval Framework can require re-approval of the changes using the same approval component as the original requisition.

Approving, Denying, or Holding a Requisition

A requisition can be approved, denied, or put on hold at the header or line level. The Manage Requisition Approvals component enables you to:

Approve, deny, or hold multiple requisitions at one time using the mass approval feature on the Manage Requisition Approvals page.
Approve, deny, or hold requisitions at the header level using the Manage Requisition Approvals page.
Approve, deny, or hold requisition lines using the Manage Requisition Approvals page.
Approve, deny, or hold requisition lines using the Requisition Approval page where you can view more details and add ad hoc approver and reviewers.

To approve, deny, or hold multiple requisitions using the mass approval feature:

Go to the Manage Requisition Approvals page.
Select the Approve, Deny, or Hold button on the Mark All row. All displayed requisitions are marked with this action in the Action/Status field.
Change the Action/Status field for any requisitions that you do not want included in the mass approval action.
Click the Submit button.

To approve, deny, or hold requisitions (header level) using the Manage Requisition Approvals page:

Select a requisition that is in pending status.
Select the Approve, Deny, or Hold option in the Action/Status field.
Click the Submit button at the bottom of the page.

To approve, deny, or hold one or more requisition lines from the Manage Requisition Approvals page:

Expand a requisition in the Requisitions group box so that the lines are displayed. You can only approve, deny, or hold lines that are in a pending status.
Using the Action/Status field at the requisition line level, select an option for each requisition line that you want to approve, deny or put on hold.
Click the Submit button at the bottom of the page.

To approve, deny, or hold requisition lines using the Requisition Approval page:

On the Manage Requisition Approvals page, select the Requisition ID link to access the Requisition Approval page. This page displays the lines within one requisition that are pending an approval action.
In the Line Information group box, select one or more requisition lines by selecting the check box next to the line. You can also use the Select All option. You can only take action on lines that are in the pending status.
Enter comments in the Enter Approver Comments section at the bottom of the page. A comment is required before you can deny or hold a requisition line. Only one comment is allowed per save.
Click the Approve, Deny, or Hold button.

Note. If commitment control is activated for approvals in PeopleSoft eProcurement, then you must add a row to the Source Transactions component. From the Source Transactions component, select the source transaction type of REQ_PREENC. and click the Selection Criteria tab. Add a row with a Field Name of REQ_STATUS, and a Field Value of LA .

Pushing Back Requisitions

To pushback a requisition line, access the Requisition Approval page and:

Select a line that is pending the approval.
Enter comments in the Enter Approver Comments section. This is required before you push back the requisition.
Click the Pushback button in the Line Information section. To push back the entire requisition, use the Pushback button under the Enter Approve Comments section.

Note. Requisition line approval appears as the Pushback button at the Line Information section.

Insert Ad Hoc Approvers

To insert ad hoc approvers and reviewers, go to the Requisition Approval page and click the plus + icon for a pending requisition line. The Insert additional approver or reviewer window appears for you to select the user ID and to indicate whether the person is an ad hoc approver or reviewer for this line.

You cannot change ad hoc approvers or reviewers; however, you can delete and add them again to indicate whether they are approvers or reviewers. To delete an approver or reviewer, click the minus – icon. To add multiple approvers or reviewers, click + at the point where you want the additional approver or reviewer to receive the approval.

For you to add ad hoc approvers and reviewers:

The user must by linked to a user role included in the eProcurement role action of ALLOW_ADHOC_ONPREVW. This eProcurement role action allows the user to add or remove ad hoc approvers while reviewing the requisition. In addition, you can use the ePro role action of ALLOW_ADHOC_ONSUBMIT to enable a user to add or remove ad hoc approvers when entering a new requisition.
Use the Ad Hoc User List field on the Configure Transactions page to limit the users that can be added as ad hoc approvers and reviewers. If this field is left blank, then any active user can be added as an ad hoc approver or reviewer.

When you click the + icon on the Review/Edit Approvers section of the Requisition Approval page, the following window appears:

Pages Used to Perform Approval Tasks for Requisitions

Page Name	Definition Name	Navigation	Usage
Manage Requisition Approvals	PV_APP_MAN_PG	eProcurement, Manage Requisition Approvals	View and take action on requisitions that require your approval or requisitions that previously required your approval.
Requisition Approval	PV_REQ_APPROVAL	eProcurement, Manage Requisition Approvals Click the Requisition ID link. Worklist, Worklist. For the work item, Approval Routing Click the Requisition ID link on the row.	Perform approval tasks on one individual requisition. You can view requisition details, enter comments, add ad hoc approvers and reviewer, as well as approve, deny, or hold a requisition line.
Requisition Line Details	None	On the Requisition Approval page, select one or more lines and click the View Line Details button.	View details about requisition line items.

Searching for Requisitions Requiring Approval

Access the Manage Requisition Approvals page (eProcurement, Manage Requisition Approvals).

The Manage Requisition Approvals page enables you to view and take action on requisitions that require your approval or view requisitions that previously required your approval.

Use the Search Requisitions group box to search for requisitions needing your approval. Requisitions displayed are based on the user ID of the person accessing this page. You can limit the scope and number of requisitions that appear on the page. For example, you can limit the search results to a specific business unit, requester, or approval status. After displaying the requisitions, you can select individual requisitions to review and update.

Requisition ID	Select the specific system-assigned identifier of the requisition that you want to review or maintain. This limits the search results to one specific requisition.
Requisition Name	Select the name of a specific requisition that you want to view or maintain. This is the name the requester assigned to the requisition. If a name was not assigned, the system uses the requisition ID as the name. This limits the search results to one specific requisition.
Business Unit	Select a business unit containing the requisitions that you want to review for approval.
Status	Select the status of the requisitions that you want to review for approval. Requisitions that appear in the search results are those in the status that you select and that meet the other search criteria that you enter. Status values are: Approved: Displays all requisitions that you have approved. Denied: Displays all requisitions that you have denied. On Hold: Displays all requisitions that you have placed on hold. Pending: Displays all requisitions that are waiting for your action. Pushedback: Displays all requisitions you have pushed back to the previous approver.
Date From and Date To	Select a range of dates to select requisitions to view.
Requester	Select the user who entered the requisitions.
Entered by	Select an operator for whom you want to manage requisitions. Operators are people who have created requisitions for someone else. Only the requisitions submitted by this operator appear in the list.
Show Advanced Search	Click to display additional search criteria to locate requisitions. Additional fields are Item/Job Title (for item description or job title) and Vendor ID.
Search	Click the Search button to initiate your search.
Clear	Click the Search button to erase your current search criteria in the Search Requisitions group box.
	Click the Expand All icon to display requisition detail including line and header-level information.
	Indicates that lines are pending approval for the requisition.
Req ID(requisition ID)	Click to access the Requisition Approval page, where you can perform approval tasks, such as approve, deny, or hold. In addition, you can add comments and add ad hoc approvers and reviewers.
	Indicates that the requisition has a high priority. Priorities are assigned when the requisition is created or edited.
	Indicates that a specific header or line is pending approval.
Mark All	Use the Mark All row to perform a mass approval or mass denial of several requisitions at one time. The Mark All row does not appear unless the user has the eProcurement role action of MASS_APPROVER attached to his user role. Click Approve to mark all displayed requisitions as Approve in the Action/Status field. You must save (submit) the page to perform this mass approval. Click Deny to mark all displayed requisitions as Deny in the Action/Status field. You must save (submit) the page to perform this mass denial. Click Hold to mark all displayed requisitions as Hold in the Action/Status field. You must save (submit) the page to perform this action. Within the PeopleSoft Purchasing application, if a user has the authority to access the Manage Requisition Approvals component, then mass approval is allowed regardless of the eProcurement role action.
Create New Requisition	Click to access the Create Requisition page, where you can create a new requisition.
Manage Requisitions	Click to access the Manage Requisitions page, where you can work with requisition details.

Performing eProcurement Requisition Line Approval Tasks

Access the Requisition Approval page (eProcurement, Approve Requisitions. Click the Requisition ID link).

Use the Requisition Approval page to perform your approval tasks, including:

Approving one or more requisition lines. The line-level approval can be used only if the process ID is configured for line-level approval on the Register Transactions page.
Denying one or more requisition lines.
Placing one or more requisition lines on hold. This action inserts the requester as an ad hoc reviewer and requires you to enter comments to be sent to the requester.
Pushing back one or more requisition lines. A pushback returns the line to the previous approval step.
Adding or removing ad hoc approvers or reviewers.
Reviewing an online requisition that shows the layout of the printed version.
Making comments to be viewed by other approvers or reviewers.

The page displays details about the requisition, such as the requester, the date it was entered, the requisition name and ID, and the requisition priority. Also appearing is the total monetary value of the requisition and the currency used.

Note. If you select a line that does not require action, you receive a message telling you to select a line that is pending an approval.

Requester	Click to access the Requester Information page. This page displays details about who created the requisition, including the requester's supervisor and reporting structure, department, email ID, and telephone number. You can change the information displayed by modifying the approver information view that is registered on the Register Transactions page.
Requester's Justification	Displays any comments that the requester entered to justify the need for the requisition.
Edit Requisition	Click to access the Edit Requisition component, where you can change the requisition. Once you have made your changes and saved the requisition, you can use the Return to Approve Requisition link on the Confirmation page to return to this page as long as the approval workflow process is not restarted by your change. To make changes to the requisition without reinitiating workflow, your user ID must be linked to the appropriate eProcurement role action; these actions include, CANCHANGEALL, CANCHANGEHEADER, CANCHANGELINE, CANCHANGESCHEDULE, and CANCHANGEDISTRIB.
View printable requisition	Click to review an online requisition that shows the layout of the printed version. The requisition opens up as a second window and can be printed. The Oracle BI Publisher is used to generate this report, and you can customize it.

Line Information

Use this section of the Requisition Approval page to review requisition line details and perform approval tasks. Line items that are awaiting approval are highlighted and selected as default values when you access the page.

	The Awaiting Approval icon appears with a requisition line to indicate that the line is pending approval.
Item Description	Click to view details about an item contained on a requisition. As you review approvals, you can see the item details and an image of the item.
Requester's Comments	Click to review comments made by the requester about a requisition line item.
Select All/Deselect All	Select this check box to select all line item check boxes; deselect this check box to deselect all line item check boxes. You can use this check box to approve or deny all lines or you can select individual check boxes for single approval or denials.
View Line Details	Click to access the Requisition Line Details page, where you can view details about the requisition line items that you selected.
Approve	Click to approve the selected requisition line items. When you approve a line-level or header-level item, the system routes the requisition line to the next approver and updates the approval status for the line.
Deny	Click to deny the selected requisition line items. Before the system accepts a denial, you must enter comments indicating why you did not approve the lines.
Hold	Click to put the selected requisition lines on hold. You must enter a comment that is sent to the requester. The requester is added as an ad hoc reviewer to this approval step.
Pushback	Select to return an approved requisition to the previous approver or requester with comments. This is possible only if a previous approver was in the same path. You cannot push back a requisition across stages.

Review/Edit Approvers

Use this section of the Requisition Approval page to review the approval flow, such as who approved the requisition before you and who will approve it after you. Click the plus + icon to insert ad hoc approvers and reviewers. If you want to remove an ad hoc approver or reviewer, click the minus — icon.

To add ad hoc approvers and reviewers:

The user must be linked to a user role included in the eProcurement role action of ALLOW_ADHOC_ONPREVW. This eProcurement role action enables the user to add or remove ad hoc approvers while reviewing the requisition. In addition, you can use the ePro role action of ALLOW_ADHOC_ONSUBMIT to enable a user to add or remove ad hoc approvers when entering a new requisition.
All qualified ad hoc approvers or reviewers must be defined as part of the Ad Hoc User List on the Configure Transactions page.

Requisition Line(s), To. and Retrieve

Use the Requisition Line(s) field and To field to enter a range of lines to view within the approval group box. These chunking fields are displayed if you have selected the Display Approval Chunking check box on the eProcurement Installation Options page.

Enter Approver Comments

Use this section to enter comments about the requisition. If you deny a requisition, the system requires that you enter a comment.

Viewing Details About Requisition Line Items

Access the Requisition Line Details page (On the Requisition Approval page, select one or more lines and click the View Line Details button).

Use this page to review shipping and accounting details for line items that you selected to review using the Requisition Approval page.