​Introduction

You will approve requisitions or requisition items after fiscal coding. Generally, the approval is based on the workflow to which the requisitions are assigned, but other rules can affect approval as well. (A workflow is the path for routing a requisition to a person or a group for approval.)

• At least one workflow is required.
• Each workflow can have as many approval levels and as many approvers as needed.
• A requisition can be made up of several items and each can be assigned to different workflows. Therefore a requisition may need to be approved by several different approvers before it is ready for purchasing.
• The requisition line items and the approvers must be assigned to the same workflow in order for the approvers to be able to approve those line items.

Other rules that will affect your approval process:

• Your agency may use Requisition Departments for the approval process, but they are not required. If your Purchasing administrator restricts approvals by department, the administrator must assign approvers to the same Requisition Department as a requisition in order to approve it.
• Your Purchasing administrator may set up approver rules for each approver, restricting them to approving items based on dollar amount or a certain type of fiscal code(s).
• Your Purchasing administrator may enable certain approval restrictions, such as restricting approvers from approving their own requisitions.

Approve a Requisition or Requisition Item

Depending on your agency’s process and the role you have been assigned by your administrator:

1. On the Status screen, click Approve next to a requisition  (The Status may be Awaiting Line Approval or Awaiting Requisition Approval, depending on the status of the items in a requisition.)

Figure 1 - Status screen

2. The Approval screen will open. If there are notes or attachments, click the Req Notes, Req Atch, or the line item Notes and/or attachments (Atch) icons to review any information that helps you determine to approve the requisition line items. The icons will appear “filled” if there are notes or attachments.

Figure 2 - Notes and Attachments icons

3. Check the Show Fiscal Coding Titles check box to display and review the fiscal code titles. (An approver cannot change fiscal coding, but can reject an item for fiscal coding changes.)

Figure 3 – Show Fiscal Coding Titles

4. Check the Show Vendor Info check box to display and review the vendor information, if available.

5. Click Menu next to a line item and click Show Full Description to display the full text of the Description field.

6. Approve a requisition vs requisition items:

• To approve the entire requisition, click the Approve button. The Approve button will only be active if the approver has rights to approve every item.
• To approve individual items of the requisition, click Menu next to a line item, and then click Approve Line Item. Click OK when prompted.

Figure 4 - Approve button vs. Line Item Menu

7. When finished approving, the requisition status will be Ready for Purchasing.

Requisitions You Are Unable to Approve

If the Approve button is greyed out or individual items are greyed out, it is likely because there are administrative rules that prevent  you from approving them.

To find out, click Menu, next to an and then click View Reason.

Figure 5 – Items you cannot approve

The administrative rules set by your Purchasing administrator may include:

• You are not part of the requisition workflow.
• You are not part of the Requisition Department and your administrator has restricted approvals by department.
• The item(s) has fiscal coding or a dollar amount that your approval rules do not allow you to approve.
• You created the requisition and you are an approver, but the administrator has restricted approvers from approving their own requisitions.