Requisition Approval Workflow States
When a requisition request enters the Requisition Approval Workflow, it goes through the states within each workflow for validation and approval routing. The following workflow states are described in this section to help you understand how the request is routed and processed.
Requsition Approval – Main States:
Check User Role
The Requisition Approval – Main workflow is initiated whenever you create or edit a request. The request enters the Check User Role state where Employee Center role verification is made on your employee record. If your role is valid, the request enters the Initiate state, otherwise it proceeds to the Exit state.
Initiate Requisition Approval – Emp Ctr
Only requests from users with the Employee Center role transition to this state, which initiates the Requisition Approval – Employee Center workflow.
Exit – Non Employee Center
When the request enters the Exit state, it means that you have not been assigned the Employee Center role. The request cannot be transferred to the Requisition Approval – Employee Center workflow. The status of your request is automatically changed to Approved.
Requisition Approval – Employee Center States:
Approval Routing Feature Check
Requests that have been verified and transferred from the Requisition Approval – Main workflow enter the Approval Routing Feature Check state. Further verification is made to determine if you have enabled the Approval Routing feature in your account.
Check Immediate Approver
In this state, the workflow determines whether you have a designated supervisor or purchase approver. If there is no supervisor and approver indicated in your employee record, your request is automatically approved.
Check User Purchase Limit
When a request enters this state, the workflow validates the requisition amount against the employee’s purchase limit. If the amount does not exceed or is equal to the purchase limit, the request is automatically approved. If it exceeds the purchase limit, the request is set to Pending Approval status.
Check Highest Approver
In this state, the workflow validates the requisition amount against the highest approval limit. If the amount exceeds this limit, the request cannot be routed to an approver with sufficient limit. The workflow will display a message that there is no approver who can approve the request. Otherwise, the request transitions to the Entry state.
Entry
Requests that require approval enter this state where the workflow sets the initial approver. If you have a designated purchase approver and supervisor, the request is routed to the approver. If you have no purchase approver, the request is routed to the supervisor. The initial approver is informed about the request for approval through email.
If you have no designated purchase approver and supervisor, the request is automatically approved.
Pending Approval
When the initial approver is identified, the request enters this state where its status is set to Pending Approval. The workflow enables the Approve and Reject buttons on the requisition. Only the current approver has access to these options. The transaction is locked for editing from all roles, except the administrator.
The request transitions to the Rejected state if not approved; otherwise, it proceeds to the Set Next Approver state.
Set Next Approver
When the request is approved by the initial approver, it enters the Set Next Approver state. The workflow determines if there are succeeding approvers in the approval hierarchy. If so, the next approver is sent an email notification regarding the pending request. The request returns to the Pending Approval state, where it will await the action of the next approver.
After each approval of succeeding approvers, the cycle continues until the request reaches the approver who has the sufficient approval limit.
Approved
A requisition enters this state when any of the following conditions resulting from actions in the previous states have been met:
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There is no assigned purchase approver and supervisor on the employee record.
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The requisition amount does not exceed or is equal to the employee purchase limit.
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The purchase approver or supervisor approves the request.
As the requestor, you are notified through email of the requisition approval.
Rejected
A requisition transitions to this state if it is rejected by the purchase approver or supervisor. You are informed of the rejected request through email. The transaction is unlocked for editing, correction, and submission. When you edit and submit the request, it goes through the requisition approval process again.