Approvers are assigned requisitions by Buyers to review and either approve or decline. Approvers receive notifications in their Tasks menu and via email, providing a link directly to the Approvals screen.
Accessing the Approvals Screen
Access Tasks: Select the
Tasksmenu > click Approvals tab > select View All.
Locate Requisition: The
Approvalsscreen will appear. Click on the Requisitions tab. You can locate the desired requisition by entering the number in the Requisition Number field or by utilizing Filters (by clicking the encircled down arrow) > click Search.
Approval Actions
Approve Requisition
Select Approve/Decline, to the right of the desired requisition.
A pop-up box will appear. Insert a desired message in the Reason text box.
Select Approve (or Cancel if no action is needed).
Outcome: The approved requisition will generate a purchase order that is sent to the supplier, with the buyer copied in.
Multiple Approvers: If multiple approvers exist and only one is required to finalize the order, the other approver(s) will be notified that their approval is no longer required.
Decline Requisition
Follow Steps 1-2 under "Access Approvals Screen" above.
Select Approve/Decline.
A pop-up box will appear. Insert a desired message in the Reason text box.
Select Decline (or Cancel if no action is needed).
Outcome: An email notification is sent to the Buyer, including the reason message entered by the approver.
Additional Approval Features
Adding Comments
Approvers can send additional comments to the Buyer:
Select the Comments tab on the Requisition view screen > click +Add Comments.
A pop-up box will appear. Add the Buyer's name (and other users) in the Mentioned Users field.
Enter the desired message in the Text box > select Send.
Outcome: An email notification is sent to the Buyer and other Approvers. If any user other than the active Approvers adds a comment, both the approver(s) and the buyer receive a notification.
Approvers Unavailable
If an approver knows they will be away, they can designate their status as "Unavailable" or assign a Proxy to handle approvals in their absence.
Note: For additional information, refer to help article: Approvers - Unavailable & Assigning Proxy.
Approval Reminders
If a requisition exceeds the community's configured time limit for approval, an Approval Reminder email notification will be sent to the approver(s).
Note: For additional information about approval settings, refer to help article: Setup & Manage Approvals.
Email Notifications Sent During Approval
| Purpose | Trigger | Senders | Recipients |
|---|---|---|---|
| Approval No Longer Required | A requisition was approved or cancelled by another user. | Community (Approvals Email Setting) | Approver who no longer needs to approve the requisition. |
| Approval Reminder | A requisition is still awaiting approval after the reminder period has passed. | Community (Approvals Email Setting) | User who has an approval waiting. |
| Approval Required | A requisition has been sent to a user for approval. | Community (Approvals Email Setting) | Approver(s) |
| Approval Declined | A requisition that was submitted has been declined. | Community (Approvals Email Setting) | Buyer who created the requisition. |
| Approval Mixed | A requisition has some lines approved and some declined (applies to multi-supplier requisitions). | Community (Approvals Email Setting) | Buyer who created the requisition. |