Approving Requisitions With the Approval Framework
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.
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.
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 only applies 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.
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.
Self approval of requisitions. This feature can be restricted or turned off.
For a complete list of approval features, see the Understanding Approval Features section of the Understanding the Approval Framework of the PeopleSoft Approval Framework 9.2.
See "Understanding the Approval Framework," PeopleSoft FSCM 9.2: Approval Framework.
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.
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:
This example illustrates the fields and controls on the Manage Requisition Approvals page (partial page). You can find definitions for the fields and controls later on this page.
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.
Use the Requisition Approval page (PV_REQ_APPROVAL) to 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.
Navigation:
This example illustrates the fields and controls on the Approving an entire requisition using the Manage Requisition Approvals page (partial page). You can find definitions for the fields and controls later on this 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.
This example illustrates the fields and controls on the The Requisitions group box within the Manage Requisition Approvals page (partial page). You can find definitions for the fields and controls later on this 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.
This example illustrates the fields and controls on the The Requisition Approval page (partial page). You can find definitions for the fields and controls later on this page.
Note: If commitment control is turned on for approvals in PeopleSoft Purchasing, 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 pushing 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.
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. You can find definitions for the fields and controls later on this page.
This example illustrates the fields and controls on the Review/Edit Approvals section after an ad hoc approver has been added (partial page). You can find definitions for the fields and controls later on this page.
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Page Name |
Definition Name |
Usage |
|---|---|---|
|
PV_APP_MAN_PG |
View and take action on requisitions that require your approval or requisitions that previously required your approval. |
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|
PV_REQ_APPROVAL |
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. |
|
|
None |
View details about requisition line items. |
|
|
REQ_RC_WB |
Submit requisitions into the approval workflow process by selecting the requisitions and then clicking the Approve button. Requisitions can also be unapproved. |
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:
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.
Field or Control |
Description |
|---|---|
Requisition ID |
Select a 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 PeopleSoft Purchasing business unit containing the requisitions that you want to review for approval. |
Status |
Select a requisition status used by the requisitions that you want to review for approval. Requisitions that appear in the search results are those in the status you select and that meet the other search criteria 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 requisition 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 which you want to manage requisitions. Operators are people who have created requisitions for someone else. Only the requisitions submitted by this specific 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 Supplier ID. |
Search |
Click to initiate your search. |
Clear |
Click to erase your current search criteria in the Search Requisitions group box. |
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Click the Expand All icon to display requisition detail including line and header level information. |
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Indicates that there are lines pending approval for the requisition. |
Req 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. |
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Indicates that the requisition has a high priority. Priorities are assigned when the requisition is created or edited. |
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Indicates that a specific header or line is pending approval. |
Mark All |
Use the Mark All row to perform a mass approval action on several requisitions at one time. After using the Mark All row, you must save (submit) the page to perform this action. Possible actions are:
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Use the Requisition Approval page (PV_REQ_APPROVAL) to .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.
Navigation:
This example illustrates the fields and controls on the Requisition Approval page (1 of 3). You can find definitions for the fields and controls later on this page.
This example illustrates the fields and controls on the Requisition Approval page (2 of 3). You can find definitions for the fields and controls later on this page.
This example illustrates the fields and controls on the Requisition Approval page (3 of 3). You can find definitions for the fields and controls later on this page.
Use the Requisition Approval page to perform your approval tasks on a single requisition, 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.
Field or Control |
Description |
|---|---|
Requester |
Click to access the Requester Information page. The page displays details about who created the requisition and includes the requester's supervisor and reporting structure, department, email ID, and telephone number. The information displayed can be changed by modifying the approver information view that is registered on the Register Transactions page. |
Requester's Justification |
Displays any comments the requester entered to justify the need for the requisition. |
View printable requisition |
Click this link 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.
Field or Control |
Description |
|---|---|
|
The Awaiting Approval icon displays with a requisition line to indicate the line is pending approval. |
Item Description |
Click this link 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 |
Click to either select all line items or to clear all line item check boxes. You can select this check box to approve, deny, or hold all lines or select individual check boxes to for single lines. |
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- 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 Pushback to return an approved requisition back to the previous approver or the requester with comments. This is possible only if there was a previous approver 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 + symbol to insert ad hoc approvers and reviewers. If you want to remove an ad hoc approver or reviewer click the minus — symbol.
All qualified ad hoc approvers or reviewers must be defined as part of the Ad Hoc User List on the Configure Transactions 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.
Use the Requisition Line Details page (None) to view details about requisition line items.
Navigation:
Select one or more lines.
Click the View Line Details button on the Requisition Approval page.
This example illustrates the fields and controls on the Requisition Line Details page. You can find definitions for the fields and controls later on this page.
Use this page to review shipping and accounting details for line items that you selected to review using the Requisition Approval page.