Approvers are assigned requisitions from Buyers to approve or decline, as desired.
As an Approver, notifications are sent to the Tasks menu and an email notification is sent to with details of the requisition. Which includes a link, routing Approvers to the Approvals screen.
Access Approvals Screen
Approvers can access awaiting requisitions to action, by, selecting the Tasks menu > click Approvals tab > select View All.
The Approvals screen will appear > click on the Requisitions tab > enter the requisition number in the Requisition Number field or utilize Filters by selecting the encircled down arrow.
The desired Requisition view screen will appear.
Approval Requisition
Upon following the above instructions, select Approve/Decline > a pop-up box will appear > insert desired message in the Reason text box > select Approve or Cancel (no action will occur).
Approved requisitions will generate a purchase order that is sent to the supplier with the buyer copied in.
| Note: If there are multiple approvers of the requisition and only one approver is needed to convert the requisition into an order. When actioned, the other approver(s) will be notified via email that the approval is no longer required (refer to emails list at bottom of article). |
Decline Requisition
Upon following the instructions under header "Access Approval Screen" (above) > select Approve/Decline > a pop-up box will appear > insert desired message in the Reason text box > select Decline or Cancel (no action will occur).
If the requisition is declined, an email notification is sent to the buyer. Providing the reason message entered by the approver.
Additional Comments
Approvers can add additional comments to send to Buyer, by selecting the Comments tab > click +Add Comments > a pop-up box will appear, to add Buyer's name in the Mentioned Users field > enter the desired message in the Text box > select Send.
Once completed, an email notification email will be sent to the Buyer and other Approvers. If anyone other than the active Approvers adds a comment, a notification email will be sent to both the approver(s) and the buyer (refer emails list at bottom of article).
Approvers Unavailable for Approvals
When an approver know ahead of time, they will be away for any amount of time and unavailable to approve requisitions. The approver can designate their status as "Unavailable" for approval requests. For additional information, refer to help article: Approvers - Unavailable & Assigning Proxy.
Approval Reminders
If a requisition has been awaiting approval for longer than the community configured time limit, an email confirmation will be sent to the approver(s). For additional information about approval settings, refer to help article: Setup & Manage Approvals.
Email Notifications Sent
Below is a list of emails notification sent out during the approval process, including:
- The verbiage
- What triggers the notification and
- Who sends/receives them
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Approver Not Required - A requisition which was assigned to a user for approval has been approved by another user Senders: Community - Email set up in community email settings: Approvals Recipients: Approver who doesn't need to approve the requisition anymore
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Approval Reminder - A requisition that was sent to a user is still awaiting approval (the default reminder period can be set in the community approval settings) Senders: Community - Email set up in community email settings: Approvals Recipients: User who has an approval waiting
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Approval Required - A requisition has been sent to a user for approval Senders: Community - Email set up in community email settings: Approvals Recipients: Approver(s)
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Approval Declined - A requisition that was submitted has been declined Senders: Community - Email set up in community email settings: Approvals Recipients: Buyer who created requisition
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Approval Mixed - A requisition that was submitted has some lines that were approved and some were declined (this applies to requisitions that have multiple suppliers also) Senders: Community - Email set up in community email settings: Approvals Recipients: Buyer who created requisition
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