How to Approve/Reject/Hold a Requisition

Transcription

1 Mdule: Purchasing Tpic: Requisitin Prcessing Hw t Apprve/Reject/Hld a Requisitin Munis Versin 11.1 Objective Hw t Apprve/Reject/Hld a Requisitin This dcument prvides step-by-step instructin n hw t apprve r reject a requisitin in the Munis Requisitin Apprval prgram. It assumes that the user may need t mdify default infrmatin prvided by the system, but uses a minimal amunt f ptins available in the prgram. It is intended fr a user wh already has a basic understanding f the Munis requisitin entry prgram. Overview By apprving/rejecting a requisitin, yu are authrizing/disapprving funds t make a purchase. As sn as the requisitin is entered with an expense accunt, the funds are set aside, r pre encumbered in the General Ledger accunt. After the requisitin is released, it ges thrugh the apprval prcess after which it is cnverted int a purchase rder. The PO is sent t the vendr as authrizatin t prvide the gds r services requested. Prerequisites Befre yu begin, the fllwing parameters and/r cdes must exist. If they d nt, yu may need t cntact yur MUNIS System Administratr r Department Manager t have the cdes updated r added int the MUNIS system. Requisitin(s) must be cmpleted and released. Wrkflw business rules must be established that apply t the requisitiner s department. Page 1 f 5

2 As an apprver, yu will have been ntified via r Munis Dashbard Ntificatins f pending requisitins fr apprval. An Apprver s MUNIS User ID must be prperly cnfigured in Rle Maintenance. See Admin > Security > Rle Maintenance. Prcedure 1. Open the Tyler Menu *Each user s Tyler Menu will have different menu ptins*. Users can save Quick Links nt Dashbard. 2. Open the Requisitin Apprvals Financials > Purchasing > Purchase Order Prcessing Menu > Requisitin Apprvals 3. Click Select n the Munis Ribbn. This will allw yu t chse a cde fr all requisitins in yur queue fr apprval. Page 2 f 5

3 4. Under the Cde Clumn chse whether t Apprve, Reject, r Hld fr each requisitin in yur queue. If yu d nt chse an ptin frm the drp dwn yur requisitin will stay in yur queue. Apprval: Apprves the requisitin and submits it t the next apprver r t the purchasing department if all apprvals are cmplete. Hld: Keeps the requisitin pen s that it may be cnsidered at a later date. If yu type H (Hld) in the Cde bx, the cursr mves t the Hld/Rejectin Cmment bx. Type a reasn fr the hld status and click accept. Reject: Rejects the request, returns it t a status 1, and resets affected accunts. If yu type R (Reject) in the Cde bx, the prgram displays a Rejectin Ntes screen. Type the reasn fr the rejectin and click accept. The Requisitin Apprval screen displays yur cmments in the Hld/Rejectin Cmment bx. Rejected requisitins can be repened, mdified, and resubmitted. 5. If yu wuld like t view the details f each requisitin in yur queue, highlight the requisitin yu wuld like t view and click view requisitins n the Munis Ribbn. This will allw yu t lk at all infrmatin n the requisitin (including clicking between Tabs f the requisitin) and all requisitins in yur queue by using the arrws n the bttm f the screen t change between requisitins. Page 3 f 5

4 6. This will pen the Requisitin Screen and allw yu t flip between tabs and view lines items (by Clicking Line Items n the Tyler Ribbn). 7. When review f the requisitin is cmplete, Click return n the Munis Ribbn. 8. Once all cdes are chsen, Click Accept. 9. On the Munis Ribbn in the Menu Sectin Prcess. Page 4 f 5

5 Results The requisitin has nw mved frward in wrkflw. It will g thrugh wrkflw fr all necessary apprvals. Once all apprvals are received, the requisitin will cme t prcurement t be audited fr prcurement requirements and t be cnverted t a purchase rder. Prcurement will print purchases rders nce a day. Printing s the vendr the vendr cpy f the purchase rder. ONLY if the vendr has an address in the Vendr Master File. If the vendr des NOT have an address in the Vendr Master File, the purchase rder will be printed at prcurement and be sent t the requesting department via interffice mail. Printing als sends the file cpy f the purchase rder t TCM fr viewing by department users. Status Change The fllwing are valid status values fr requisitin apprvals: 1- Rejected: The requisitin has been rejected by an apprver. Click the Apprvers buttn t view the rejectin cmments. T update a rejected requisitin, click the Activate buttn. 2- Created: The requisitin header (general) details have been entered, but general ledger (GL) details have nt been entered, r, the requisitin has header and GL detail, but des nt have the apprpriate budget t mve it t a Status 4. In this case, a budget transfer must be made and psted, after which, yu can click the Allcate buttn t mve the requisitin t a status 4-Allcated. 4- Allcated: The requisitin has been entered and has been allcated (charged) t a general ledger accunt, therefre mney is being taken frm available budget. The requisitin has nt been released int Wrkflw. A requisitin must be in a status 4-Allcated t be released int Wrkflw; click Release t initiate the Wrkflw prcess. 6- Released: The requisitin has been released int Wrkflw and is awaiting apprval. Click the Apprvers buttn t see the current apprval status. 8- Apprved: The requisitin has been fully apprved in Wrkflw and is ready t be cnverted t a purchase rder. 0- Cnverted: The requisitin has been cnverted t a purchase rder. The number is included n the Terms/Miscellaneus tab in Requisitin Entry. Page 5 f 5