Approvers are assigned Requisitions from Buyers to approve. As an Approver you will see notifications on your dashboard and a red indicator will show on your Tasks sidebar if there are Approvals awaiting your action.
You will be sent an email notification with the details of the Requisition and a link to your Approvals page in Unimarket. Here you will see a list of any Pending Approvals assigned to you.
If you need to find the Approval without using the link in the notification email, click the checkbox in the top right corner and select Approvals.
Approve or Decline a Requisition
- Click on the Requisition number to view the details
- Select Approve/Decline from the top right of the screen
- A popup window will display, enter a reason if applicable (especially important and mandatory if declining a requisition) and select either Approve, Decline or Cancel (no action).
Additional Comments
For any further comments that may need to be added by the Approver or sent to the Buyer, these can be entered in the Comments tab at the bottom of the Requisition screen and a notification email will be sent to the Buyer as well as any other Approvers. If anyone other than the active Approvers adds a comment here, a notification email will be sent to both the approver(s) and the buyer (refer emails list at bottom of article).
Declined/Approved
Should the Requisition be declined, a notification email is sent to the buyer, providing any reason entered by the approver. Any approved requisitions will generate a purchase order that is sent to the supplier with the buyer copied in.
| Note: If there are multiple approvers included and only one approver is needed to convert the requisition into an order, when this is done the other approver(s) will be notified via email that the approval is no longer required (refer emails list at bottom of article). |
Unavailable for Approvals
When an approver knows ahead of time that they will be away for any amount of time and therefore unavailable to approve requisitions, they can set themselves as Unavailable for approval requests too. For information on this see Approvers - Unavailable & Assigning Proxy.
Approval Reminders
If a requisition has been awaiting approval for longer than the community configured time limit, a notification email will be sent to the approver(s). For more on approval settings, please see Setup & Manage Approvals.
Below is a full list of emails sent out during the approval process, their wording, what triggers them and who sends/receives them:
| Purpose - Trigger | ||
|
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
|
||
|
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
|
||
|
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)
|
||
|
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
|
||
|
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
|
||