Module: Purchasing
Topic: Requisition Processing
How to Approve/Reject/Hold a Requisition
Munis Version 11.1
How to Approve/Reject/Hold a Requisition
Objective
This document provides step-by-step instruction on how to approve or reject a requisition in the Munis
Requisition Approval program. It assumes that the user may need to modify default information provided by
the system, but uses a minimal amount of options available in the program. It is intended for a user who
already has a basic understanding of the Munis requisition entry program.
Overview
By approving/rejecting a requisition, you are authorizing/disapproving funds to make a purchase. As soon as
the requisition is entered with an expense account, the funds are set aside, or “pre encumbered” in the General
Ledger account. After the requisition is released, it goes through the approval process after which it is
converted into a purchase order. The PO is sent to the vendor as authorization to provide the goods or
services requested.
Prerequisites
Before you begin, the following parameters and/or codes must exist. If they do not, you may need to contact
your MUNIS System Administrator or Department Manager to have the codes updated or added into the
MUNIS system.
• Requisition(s) must be completed and released.
• Workflow business rules must be established that apply to the requisitioner’s department.
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•
As an approver, you will have been notified via email or Munis Dashboard Notifications of pending
requisitions for approval.
An Approver’s MUNIS User ID must be properly configured in Role Maintenance. See Admin > Security >
Role Maintenance.
Procedure
1. Open the Tyler Menu
*Each user’s Tyler Menu will have different menu options*. Users can save “Quick Links” onto Dashboard.
2. Open the Requisition Approvals
Financials > Purchasing > Purchase Order Processing Menu > Requisition Approvals
3. Click Select
requisitions in
on the Munis Ribbon. This will allow you to view and choose a code for all
your queue for approval.
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4. To view the details of each requisition in your queue, highlight the requisition you would like to view and
click view requisitions
on the Munis Ribbon. This will allow you to look at all information
on the requisition including the attachments. (Requisitions under $5000 do not require attachments but
is encouraged. Requisitions over $5000 need to have 3 quotes or justification documentation attached.
Purchases using Cooperative Contracts require the cooperative contract number printed on the quote.)
You can use the arrows at the bottom of the screen to click between Tabs of the requisition and all
requisitions in your queue.
5. When auditing a requisition, always review the information under each tab for accuracy. Notice under
the Main tab, the mailing address for this requisition is all zeros. This means that the end user selected
a PCard vendor instead of a requisition vendor who will have a full address.
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Under the Terms/Miscellaneous Tab, review to make sure all information is correct. If the department is
procuring through a MUNIS/Horry County Contract, make sure that there is a contract number keyed in
the appropriate space.
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Under the User Defined tab, make sure the Fields are filled out correctly. If a correction needs to be
made, contact the department, requesting the correction. When the correction is made, the requisition
will “cancel” in the workflow and cycle back through the workflow process for approval.
A Procurement Dept Use Only field has been created for correcting only the Tier field in the event that
the wrong Tier was selected. This is to prevent the requisition from “canceling” in the workflow in efforts
to correct the Tier and not interrupt the workflow process.
6. When review of the requisition is complete, Click return
on the Munis Ribbon.
7. Under the Code Column, choose whether to Approve, Reject, or Hold for each requisition in your
queue. If you do not choose an option from the drop down, your requisition will stay in your queue.
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o
Approval: Approves the requisition and submits it to the next approver or to the purchasing
department if all approvals are complete.
o
Hold: Keeps the requisition open so that it may be considered at a later date. If you type H
(Hold) in the Code box, the cursor moves to the Hold/Rejection Comment box. Type a reason
for the hold status and click accept
o
.
Reject: Rejects the request, returns it to a status 1, and resets affected accounts. If you type R
(Reject) in the Code box, the program displays a Rejection Notes screen. Type the reason for
the rejection and click accept
. The Requisition Approval screen displays your comments in
the Hold/Rejection Comment box. Rejected requisitions can be reopened, modified, and
resubmitted.
8. Once all codes are chosen, click Accept
.
9. On the Munis Ribbon in the Menu Section, click Process.
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Results
The requisition has now moved forward in workflow. It will go through workflow for all necessary approvals.
Once all approvals are completed, the requisition is converted to a purchase order and will have a “Printed”
status.
In the “Printed” status, a copy of the purchase order will be attached in TCM for viewing and manual printing by
department users.
Status Change
The following are valid status values for requisition approvals:
•
•
•
•
•
•
•
1- Rejected: The requisition has been rejected by an approver. Click the Approvers button to view the
rejection comments. To update a rejected requisition, click the Activate button.
2- Created: The requisition header (general) details have been entered, but general ledger (GL) details
have not been entered, or, the requisition has header and GL detail, but does not have the appropriate
budget to move it to a Status 4. In this case, a budget transfer must be made and posted, after which,
you can click the Allocate button to move the requisition to a status 4-Allocated.
4- Allocated: The requisition has been entered and has been allocated (charged) to a general ledger
account, therefore money is being taken from available budget. The requisition has not been released
into Workflow. A requisition must be in a status 4-Allocated to be released into Workflow; click Release
to initiate the Workflow process.
5- Released: The requisition has been released into Workflow and is awaiting approval. Click the
Approvers button to see the current approval status.
6- Posted: The requisition has been fully approved in Workflow and is ready to be converted to a
purchase order.
8- Printed: The purchase order has been virtually printed and attached in TCM.
0- Converted: The requisition has been converted to a purchase order. The number is included on the
Terms/Miscellaneous tab in Requisition Entry.
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