Approving and Rejecting Purchase Orders via Oracle

Transcription

1 University of Sunderland Approving and Rejecting Purchase Orders via Oracle Including Delegating, Sharing & Setting Up Vacation Rules Approving and Rejecting Purchase Orders via Oracle 1

2 Table of Contents NOTIFICATIONS 3 Opening a Notification 3 Approve, Reject or Delegate the Purchase Order 4 SHARING WORKLISTS 5 Grant Worklist Access 5 Switching Users 6 DELEGATING PURCHASE ORDERS VIA VACATION RULES 6 Approving and Rejecting Purchase Orders via Oracle 2

3 Approval Notifications Approval notifications are the way you approve or reject purchase orders in Oracle. When you are set as the approver on a purchase order an and a notification is sent to you. You can Approve or Reject via either or the notification. If you need to delegate the Approval to somebody else you must use the Delegate button via the Notification as described below. You should regularly look at the Notifications form to see if you need to take any action. Your Approval Notifications are found in the Worklist area in the centre of the screen when you first log into Oracle. Opening a Notification Click on the Underline description on the Subject field of the approval you require. The notification will be displayed. Read the information carefully. Please check to see if the Amount looks correct. Also check to see if the Charge Account or Project Number is correct. Approving and Rejecting Purchase Orders via Oracle 3

4 Approve, Reject or Delegate the Purchase Order Clicking on the Return to Worklist will return you to the Notifications Page without deleting the notification. There are control buttons at the top and the bottom of the screens. For Approvals there are 3 Buttons to use. Approve Will Approve the Purchase Order. This will generate an & notification to be sent to the purchase order creator telling them it has been approved. Reject Will Reject the Purchase Order. This will generate an & notification to be sent to the purchase order creator telling them it has been rejected. Delegate Will Delegate the Purchase Order to a member of staff you require. You can Delegate to any member of staff but they can only approve if they have access to the cost centre and the correct financial limit. This will generate an & notification to be sent to the person you delegate to prompting them to approve or reject the purchase order After you click on Delegate the following screen will appear. In the name field type in the surname of the person you require in the Assignee field then press the Tab key. The name should appear in a box, or another window will appear with a list of names that match what you typed in, select the name you require and then click Apply. Add comments in the Comments box if you require, then click on Submit when complete. Approving and Rejecting Purchase Orders via Oracle 4

5 Sharing Worklists You can share you worklist with other members of your team, this is beneficial because you can see at an instant the status of a Purchase Order. It also allows the people you share with the access to delegate to others in your absence. To set up sharing click on Worklist Access link, this is directly underneath the worklist. Granting Worklist Access Click on the Grant Worklist Access button. In the Name field type in the surname of the person you require in the Name field then press the Tab key. The name should appear in a box, or another window will appear with a list of names that match what you typed in, select the required name and click Apply. Select an End Date if you require. When complete click on Apply. The access is now set up. To delete Access click on the Delete icon for the relevant person you wish to remove the access. To return to your worklist click the Return to Worklist link. Approving and Rejecting Purchase Orders via Oracle 5

6 Switching Users To switch to another user click on the Switch User button on the top of your worklist. You can only see the notification of people who granted you access. A switch user box will appear. Select the name you require then select Apply. Delegating Purchase Orders via Vacation Rules To delegate purchase order approvals notifications automatically to another user click The Vacation Rules link directly beneath your worklist. You can Delegate to any member of staff but they can only approve if they have access to the cost centre and the correct financial limit. The following screen will then appear. To create a rule click on the Create Rule button. Approving and Rejecting Purchase Orders via Oracle 6

7 The following screen will then appear. Click on the Next button. The Start Date should default to today s date and current time, change if you require, by clicking on the calendar icon beside the field. Select the End Date by again using the calendar icon beside the field. Type in the surname of the person you require in the Delegate name field then press the Tab key. The name should appear in a box, or another window will appear with a list of names that match what you typed in, select the name you require and then click Apply. When complete click on Apply. The following screen will appear, and all purchase order requests between these dates will be automatically redirected to the named delegate. To delete the Rule click on Delete icon, and to change the details click on the Update icon. Approving and Rejecting Purchase Orders via Oracle 7