REQUISTION APPROVAL – TABLE OF CONTENTS
REQUISITION APPROVAL -------------------------------------------------------------------------------------- 2
Requisition Approval ------------------------------------------------------------------------------------- 6
Requisition Approval with Multiple departments ------------------------------------------------- 9
Reassign requisition Approval------------------------------------------------------------------------- 12
Updated 5/23/03
Procure to Pay –Requisition Approval
Page 1 of 12
REQUISITION APPROVAL
ROLES
INITIAL APPROXIMATE RESOURCES:
Initiators
Approvers
Receivers
OVERVIEW
This section outlines the workflow approval rules built into the PeopleSoft Purchasing
system as well as the process for processing the approvals.
The online workflow approval and receiving processes will replace the manual signature
approval currently provided on the vendor invoice. Once the request is approved, the
system will generate a purchase order (PO), which is authorization to purchase the goods
or services.
The workflow approval process has been developed to meet the approval requirements of
USF. These requirements were based on the signature authority defined in the SAMAS
system with some modifications to the rules. The rules for the approval process are a
sequential path that requires approval by one role before routing to the next role can
occur. The exception is that once the requisition reaches the purchasing area there will
be some dollar limits for the purchase agent roles.
NOTE: The information in this guide is based on certain assumptions:


Users have previously received training in PeopleSoft 8.4 navigation
Control tables have been set up with needed values prior to performing the activities
described below.
The process flows on the following pages outline the logic behind the workflow approval:
Updated 5/23/03
Procure to Pay –Requisition Approval
Page 2 of 12
A
Initiator Enters (adjusts)
and Budget Checks
Requisition
Does the Project CF
have a valid project
or grant id?
Yes
Route to Authorized
Project/Grant Approver
No
Does Fund require
special approval?
Is there a valid value
in the Initiative CF?
Approved?
Yes
Yes
Yes
Route to Authorized
Fund Approver
Route to Authorized
Initiative Approver
Is a 2nd level of
approval required?
No
No
No
A
Route back to
initiator for
action
Yes
Yes
Yes
Approved?
Route to Authorized
2nd Level Approver
Approved?
No
No
No
A
Route back to
Initiator for
action
No
Approved?
Yes
No
Yes
Route to Authorized
Dept Approver
Approved?
No
Amount < $1,000
and LPO eligible
based on Item
Category?
Yes
B
Route to
Purchasing for
further approval
PO Staged and Created
Updated 5/23/03
Procure to Pay –Requisition Approval
Page 3 of 12
Is there a Buyer
name associated
with the Requisition?
B
Yes
Route to Buyer
for Approval
Yes
Route to
Purchasing Agent
for Approval
No
Is Requisition
< 15,000?
No
Route to
Senior Purchasing Agent
for Approval
Is Requisition
> 25,000?
No
Yes
Route to
Purchasing Supervisor
for Approval
Is Requisition
> 1,000,000?
No
Yes
Route to
President
for Approval
Approved?
No
Yes
A
Route back to
Initiator for
action
Updated 5/23/03
Procure to Pay –Requisition Approval
PO Staged and Created
Page 4 of 12
OCCURRENCE
Frequently as needed throughout the day.
DOCUMENTS REQUIRED
None
SCENARIOS:
ROLES PERFOMING:
Approve Requisition
Approve Requisition with multiple
departments
Reassign Requisition Approval
Approvers
Approvers
Updated 5/23/03
Procure to Pay –Requisition Approval
PAGE:
4
5
Page 5 of 12
Requisition Approval
Short Guide:
Step 1:
Step 2:
Step 3:
Step 4:
STEP 1
NAVIGATE TO WORKLIST FOR ACCESS TO REQUISITIONS NEEDING APPROVAL
1.1
STEP 2
Navigate to Worklist for Access to Requisitions Needing Approval
Select Requisition to Approve
Approve Requisition
Verify Requisition No Longer on Worklist
Navigate to the Worklist page by clicking on the Worklist link towards the top of the
page.
SELECT REQUISITION TO APPROVE
2.1
From the Worklist click on the hyperlink for the Requisition you wish to
work/approve.
NOTE: The link will indicate the Approval Instance, PO Business Unit, Requisition ID,
Vendor, Requestor and Department.
Updated 5/23/03
Procure to Pay –Requisition Approval
Page 6 of 12
STEP 3
APPROVE REQUISITION
3.1
Select the appropriate Approval Action. The available values are as follows:
 Approve – Approves the requisition to whatever level the approver is authorized
to approve. If there are additional approval levels required the system will
continue to route the requisition
 Deny – Will mark the requisition as unapproved and route the requisition back to
the initiator for further action.
 Recycle – Will mark the requisition as unapproved and route the requisition back
one level in the approval process. (Not generally used at USF)
Note: the Approval Action should default to ‘Approve’.
3.2
Click on
to save the approval action and continue the workflow process
NOTE: If you are not the final approver, you will receive the following message:
Click
to send the requisition to the next level in the approval process.
NOTE: If you are the final approver, the Approval Status will change to ‘Complete’
from ‘In Process’.
Updated 5/23/03
Procure to Pay –Requisition Approval
Page 7 of 12
STEP 4
VERIFY REQUISITION NO LONGER ON WORKLIST
4.1
Once you have approved or denied the requisition, it should no longer appear in
your work list. Click on
removed.
to verify the item you worked has been
NOTE: Item worked is no longer on the Worklist.
Updated 5/23/03
Procure to Pay –Requisition Approval
Page 8 of 12
REQUISITION APPROVAL WITH MULTIPLE DEPARTMENTS
When the expense on a requisition is distributed across multiple departments, the workflow approval will
send the worklist item to only one department. Prior to approval, the approver must notify the applicable
Signature Authorities associated with the remaining departments.
Short Guide:
Step 1:
Step 2:
Step 3:
Step 4:
Step 5:
STEP 1
NAVIGATE TO WORKLIST FOR ACCESS TO REQUISITIONS NEEDING APPROVAL
1.2
STEP 2
Navigate to Worklist for Access to Requisitions Needing Approval
Select Requisition to Approve
Send Notification
Approve Requisition
Verify Requisition No Longer on Worklist
Navigate to the Worklist page by clicking on the Worklist link towards the top of the
page.
SELECT REQUISITION TO APPROVE
2.1
From the Worklist click on the hyperlink for the Requisition you wish to
work/approve.
NOTE: The link will indicate the Approval Instance, PO Business Unit, Requisition ID,
Vendor, Requestor and Department.
STEP 3
SEND NOTIFICATION
Updated 5/23/03
Procure to Pay –Requisition Approval
Page 9 of 12
STEP 4
3.1
The Approval page will contain a message flagging the requisition as having
multiple distributions.
3.2
Click on
3.3
Enter the email address(es) for the remaining departments, requesting them to
enter a Header Comment to the Requisition signifying their approval.
3.4
Click on
and the system will take you to the Send Notification page
to send the Notifications.
APPROVE REQUISITION
4.1

Updated 5/23/03
Select the appropriate Approval Action. The available values are as follows:
Approve – Approves the requisition to whatever level the approver is authorized
to approve. If there are additional approval levels required the system will
continue to route the requisition
Procure to Pay –Requisition Approval
Page 10 of 12

Deny – Will mark the requisition as unapproved and route the requisition back to
the initiator for further action.
Recycle – Will mark the requisition as unapproved and route the requisition back
one level in the approval process. (Not generally used at USF)

Note: the Approval Action should default to ‘Approve’.
4.2
Click on
to save the approval action and continue the workflow process
NOTE: If you are not the final approver, you will receive the following message:
Click
to send the requisition to the next level in the approval process.
NOTE: If you are the final approver, the Approval Status will change to ‘Complete’
from ‘In Process’.
STEP 4
VERIFY REQUISITION NO LONGER ON WORKLIST
See Step 3 from the Requisition Approval section above
Updated 5/23/03
Procure to Pay –Requisition Approval
Page 11 of 12
REASSIGN REQUISITION APPROVAL
SHORT GUIDE:
Step 1:
Step 2:
Step 3:
STEP 1
Navigate to Worklist for Access to Requisitions Needing Approval
Reassign Requisition
Verify Requisition No Longer on Worklist
NAVIGATE TO WORKLIST FOR ACCESS TO REQUISITIONS NEEDING APPROVAL
See Step 1 from the Requisition Approval section above
STEP 2
STEP 3
REASSIGN REQUISITION
2.1
Click on the
button next to the item you wish to reassign.
2.2
Enter the User ID of the person you wish to reassign the approval to
2.3
Enter a Comment if desired
2.4
Click
to return to your Worklist
VERIFY REQUISITION NO LONGER ON WORKLIST
The reassigned requisition should no longer appear on your Worklist.
Updated 5/23/03
Procure to Pay –Requisition Approval
Page 12 of 12