Performing 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.

  In addition, the Integration Broker Service Operation EOAW_APPROVALS and its Handler has to be Active and Queue Name EOAW_APPROVALS also has to be in Queue Status of Run for Mass Approvals to work.

• 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 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 push back 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.

  Pushback button is only displayed on the second and subsequent levels of approvers for a requisition or requisition line. For example, consider the requisition submitted for approvals requiring Approver 1 to approve first and Approver 2 to approve last. When the first approver receives the requisition workflow approval routing, Push Back action is not available for the first approver. Only after the first approver has approved the requisition and routed to the second approver, Push Back button is available for selection for the second approver.

• 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.

  The ability to add or remove ad hoc approvers depends on whether the user has been assigned the eProcurement role actions ALLOW_ADHOC_ONPREVW and ALLOW_ADHOC_ONSUBMIT.

• 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:

1. Go to the Manage Requisition Approvals page.

2. 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.

3. Change the Action/Status field for any requisitions that you do not want included in the mass approval action.

4. Click the Submit button.

This example illustrates the fields and controls on the Manage Requisition Approvals page.

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

1. Identify a requisition that is in pending status.

2. Select the Approve, Deny, or Hold option in the Action/Status field.

3. Click the Submit button at the bottom of the page.

4. To Approve, Deny, or Hold all the pending requisitions, select from Mark All: Approve, Deny, or Hold one of the actions.

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

1. 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.

2. 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.

3. Enter comments in the Comment section at the bottom of the page. A comment is required before you can deny, push back or hold a requisition line. Only one comment is allowed per save.

4. You can view the Header comments and attachments by clicking the Header Comments link.

5. Click the Approve, Deny, or Hold button.

This example illustrates the fields and controls on the Requisition Approval page.

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 .

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:

This example illustrates the fields and controls on the Insert additional approver or reviewer page.

This example illustrates the fields and controls on the Review/Edit Approvals section after an ad hoc approver has been added (partial page).

Approving Requisition After Editing

When there are many requisitions submitted for approval and after the approval if one of the requisition line is edited and again submitted for approval then only that particular requisition line will be processed. This is taken care by the user entered criteria REQ_LINE.APPR_REQ in the Criteria Definition page whose value if equals Y, submits only the edited requisition line for approval and not all the lines. This criterion has to be defined for the path and it is applicable only for line level approvals and not for header level approvals.

This example illustrates the fields and controls on the Manage Requisitions page.

This example illustrates the fields and controls on the Approval Status page.

Use the Manage Requisition Approvals page (PV_APP_MAN_PG) to view and take action on requisitions that require your approval or requisitions that previously required your approval.

Navigation:

eProcurement > Manage Requisition Approvals

This example illustrates the fields and controls on the Manage Requisition Approvals page. You can find definitions for the fields and controls later on this page.

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.

Use the Requisition Approvals page (PV_REQ_APPROVAL) to view the requisition approval details for the selected requisition.

Navigation:

eProcurement > Manage Requisition Approvals. Select a Requisition ID

This example illustrates the fields and controls on the Requisition Approval page. You can find definitions for the fields and controls later on this page.

This example illustrates the fields and controls on the Requisition Header Comments and Attachments page.

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 and Approval Process Setup 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 push back returns the line to the previous approval step.

• Adding or removing ad hoc approvers or reviewers.

• Making comments to be viewed by other approvers or reviewers.

• Viewing header comments and attachments.

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.

When Display Approval Chunking check box is selected and the Max Rows to Retrieve For: Approval Monitor field is set to a particular value on the eProcurement Installation Options page, and there are more requisition lines to be approved than the value entered in the Approval Monitor field page, the system displays the approval chunking icons and the individual requisition lines pending for approval under Review/Edit Approvers section on the Requisition Approval page. This only impacts line level requisition workflow approval.

The number of lines that are displayed on this page is determined by the Display Approval Chunking check box and the Max Rows to Retrieve For: Approval Monitor field on the eProcurement Installation Options page.

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.

This example illustrates the fields and controls on the Requisition Line Comments and Attachments page. You can find definitions for the fields and controls later on this page.

Field or Control	Description
	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.
Substitute Item In Use	Select to display all the related substitute items
Requester's Comments	Click to view line comments and attachments.
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. The Approver must enter a comment to place the requisition on hold. The comment is sent to the requester and the requester is added as an ad hoc reviewer to this approval step.
Pushback	Select to return a pending approval requisition to the previous approver with comments. This is possible only if a previous approver was in the same path. You cannot push back a requisition across stages.

Use the Requisition Line Detail page to view details about requisition line items.

Navigation:

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

This example illustrates the fields and controls on the Line Details page.

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