Purchasing Workflow - New. Approval Process Definition

Transcription

1 The Asset Approval stage is optional, however it is highly recommended due to modifications that have been removed as part of the 9.2 upgrade. Previously, there were modifications upon saving the Purchase Order that would warn when there was missing or incomplete asset information. This Asset Approval workflow has been implemented to replace these modifications. Approval Process Definition In this stage, purchase orders will be routed to the Asset Approver under any of the following conditions: o If the Profile ID is blank and the account is an asset account. o If the Profile ID is populated and the account is not an asset account o If the account is in the 743% range and greater than $3, and the Profile ID is blank. These transactions will route to an approver with the Asset Approval role (BOR_PO_ASSET_APPR). If there is no one assigned the Asset Approval BOR_PO_ASSET_APPR role, it will route to the Purchasing Administrator. o The Purchasing Admin must be identified and assigned the BOR_PO_ADMINXX role (the XX is the first two digits of the SetID). 1 of 7

2 Institution Customization Options Institutions may choose to route all POs charged to an asset account even if the Profile ID is populated (to ensure the asset information is correct). Institutions can have multiple asset approvers and determine if they want all asset approvers to approve the PO or if only one has to approve it. 2 of 7

3 The PO Budget Ref Approval stage is optional, however it is highly recommended due to changes in the 9.2 application. In current 8.9, you can restrict who has access to changing the Budget Ref field on the PO. However, in 9.2 the ability to control access to changing the Budget Ref by user will no longer be available. This PO Budget Ref Approval workflow will be implemented as a monitoring tool to prevent the potential of an incorrect Budget Ref. Budget Ref Approval Process Definition In this stage, purchase orders will be routed to an approver under any of the following conditions: o If the budget reference on the purchase order is different from the budget reference on the requisition (if it was sourced from a requisition). o If the budget reference on the purchase order is not equal to the fiscal year as determined by the accounting date entered on the PO (if it was not sourced from a requisition). These POs will route to an approver with the BOR_PO_BUD_REF_APPR role. If there is no one assigned the BOR_PO_BUD_REF_APPR role, it will route to the Purchasing Administrator. o The Purchasing Admin must be identified and assigned the BOR_PO_ADMINXX role (the XX is the first two digits of the SetID). 3 of 7

4 Institution Customization Options Institutions may inactivate this stage, however, it is highly recommended. o In current 8.9, you can restrict who has access to changing the Budget Ref field. However, in 9.2 the ability to control access to changing the Budget Ref by user will no longer be available. o The benefit of using this workflow is that it will provide notification to knowledgeable staff that understands the impact of a potentially incorrect Budget Ref to review the PO prior to it getting budget checked. Institutions can have multiple Budget Ref approvers and determine if they want all Budget Ref approvers to approve the PO or if only one has to approve it. 4 of 7

5 The Buyer Approval stage is optional however it is recommended due to changes in the 9.2 application. The PO Chart field and amount approval functionality has been eliminated and can be replaced by workflow approval. This stage is specifically recommended for approvals when a PO is not created from an approved requisition. Approval Process Definition In this stage, purchase orders will be routed to a Buyer for approval based on the institution customization options defined. POs will route to an approver with the BOR_PO_BUYER_APPR role. If there is no one assigned the BOR_PO_BUYER_APPR role, it will route to the Purchasing Administrator. o The Purchasing Admin must be identified and assigned the BOR_PO_ADMINXX role (the XX is the first two digits of the SetID). 5 of 7

6 Institution Customization Options Institutions may inactivate this Stage. Institutions may have multiple Buyer approvers and determine if they want all Buyers to approve the PO or if only one has to approve it. Institutions may choose to only route purchase orders to this level if they were NOT sourced from a Requisition. Institutions may choose to add a monetary amount to only route Purchase orders to buyers if they are above a certain dollar threshold. Institutions may choose to have all POs route to a Buyer for approval. 6 of 7

7 1) Determine Stages that your institution would like to enable. Stage Stage 1 Asset Approval Stage 2 Budget Ref Approval Stage 3 Buyer Approval Activate (Yes or No) 2) Within each stage, determine institution customization options needed (additional dollar amount values, etc.). Stage Stage 1 Asset Approval Stage 2 Budget Ref Approval Stage 3 Buyer Approval One Approver or Multiple? If Multiple - One approval required or all? Asset Approval: Route all asset POs? Other Options 3) Determine who will be the Purchasing Admin for workflow issues. a. This person(s) will need to be granted the BOR_PO_ADMINXX role (XX is first two digits of your SetID) to their user ID. PO Admin Name User ID 4) Determine the number of days before sending a reminder to the approvers that they haven t approved it yet and how many days before it reassigns to the admin. Reminder to approvers Escalation to PO Admin Number of Days Institutions will need to begin determining who the approvers are for each stage and will provide this information at a later date prior to User Acceptance Testing. This will also need to be included in the Security review and the appropriate approval roles granted. 7 of 7