Mustang Market Approver Guide

Transcription

1 Mustang Market Approver Guide Western Financial Services

2 Contents Overview... 3 Introduction... 3 Objectives of this guide... 3 How to use this guide... 3 Where to go for additional support... 3 Mustang Market Basic... 4 Intro... 4 Mustang Market interface... 4 Details about the Mustang Market interface... 5 Mustang Market menu option icons... 5 Definitions... 6 Supported browsers... 7 How to log in to Mustang Market... 8 Set-up Your Mustang Market Profile... 9 Intro... 9 Set your default speedcode Set your shipping address Set up a PIN for approvals Setting a new home page Bookmarking frequently used pages Searching for Products Introduction Simple product search explained Conducting a simple product search Advanced product search explained Conducting an advanced product search Hiding advanced search Returning to simple search type Shopping from a Catalogue or Punch-out Site Introduction Hosted / Sci / Contract Catalogue Shopping from a punch-out site Assigning your shopping cart Page 1 of 40

3 Submitting your cart if you have Requisition authority Completing a Non-Catalogue or Consulting Form Introduction Non-catalogue under $10k or over $10k / consulting Requisition and Purchase Order Workflows Introduction Typical workflow Orders over $10K or a single line item over $5k Research requisitions and CFI Approving Requisitions Introduction s associated with approving My Approval screen My Approval view types Moving unassigned approvals to your folder to take action Quick approval of requisitions Approving multiple requisitions at a time Reviewing requisition details Returning a requisition overview How to return a requisition to the Requisitioner Rejecting a requisition line item Rejecting a requisition Approve a requisition from Forwarding a requisition to another Approver Add a comment to a requisition How to view orders you have approved Assigning a substitute Approver Page 2 of 40

4 Overview Introduction This guide has been designed to provide the information and action steps that you will need to perform the role of Approver for your department or project. Objectives of this guide The objectives of this guide are to provide: An overview of the shopping process o From item selection to vendor fulfillment The steps to select and submit items o Using hosted catalogues and punch out sites s for completing various forms Details about the approval process for requisitions o How to view requisitions o s available to the Approver How to use this guide Refer to the table of contents to find the information you want; within each content section you will find explanations, as well as step by step instructions that walk you through the procedure. Where to go for additional support For additional support please go to the Financial Services website and select the link to Mustang Market, On the Mustang Market home page you can access: Demonstration videos An online course (coming soon) Quick reference sheets User manuals for each role (shopper, Requisitioner, Approver) You can also send an to: procurement@uwo.ca for questions / comments that are not addressed through other options. Page 3 of 40

5 Mustang Market Basic Intro Mustang Market is and electronic marketplace, similar to Amazon, which is used to purchase supplies and services from vendors that have negotiated specific discounts for Western faculty and staff. Mustang Market interface When you login to Mustang Market you are taken to the Home page. The image below provides an overview of the homepage and points out key areas to help you navigate it. Header Banner Product Search Org. Message Navigation Bar Main Workspace Page 4 of 40

6 Details about the Mustang Market interface The table below explains each of the main elements of the Mustang Market homepage. Element Header Banner Product Search Navigation Bar Org. Message Purchase Showcase Main Workspace Description This is the title bar for Mustang Market, clicking on the header will return you to the homepage. This area provides access to actions you need to take, messages, your shopping cart, and key admin tasks such as profile setup. This area is also called shop at the top and is the main method for locating products in Mustang Market This is the main menu for accessing functions in Mustang Market, such as viewing documents or recent shopping carts. This is the area where Western posts important messages for Mustang Market users. It also provides links to training materials. This is where preferred vendor s are displayed. You can click on a vendor to search their catalogue (hosted) or access their site (punchout). This is the area where the Purchase Showcase, Product Search and Org. Message are located. Mustang Market menu option icons The table below contains a description for each main menu items found on the Navigation Bar. Menu items displayed depend on your role and/or your specific permissions. Menu Option Homepage Description Clicking on the Homepage icon will return the user to the site page that is configured as the homepage. The default is shopping home. Shop Orders & Documents Catalogs and Contracts Accounts Payable Menu Search The Shop menu contains the menu options related to shopping tasks including product quick search, access to the shopping page, forms and favorites and access to carts and orders. Menu items related to Document Search and Approvals are located in the Orders & Documents menu. Tasks related to the setup and management of hosted catalog content, contracts and consortiums are located in the Catalogs and Contracts menu. Organizations that manage their own hosted catalog (i.e. stockroom) and/or use Org Catalog or Item Master can also access those features from this menu. The Accounts Payable menu contains all tasks related to invoicing and receiving. Menu Search is a keyword search that returns a list of pages containing that keyword. Search results are clickable to take you directly to the page. Page 5 of 40

7 Definitions The table below provides a list of terms that are used in Mustang Market. Term Approver Definition A person with budgetary authority who approves and submits a requisition. Assign Cheque Requisition Hosted Catalogue Non-Catalogue Item A term used to indicate that a draft cart has been sent to a Requisitioner to view and submit for approval, or an Approver has put a requisition into their folder to action. A cheque requisition is a request to have a cheque created. For example: payments to LCBO. A vendor, whose catalogue of items with special pricing negotiated for Western, is viewable on Mustang Market. Items being purchased that cannot be found on Mustang Market or punch out sites. Purchase Order A purchase order is created once a requisition is approved. It can be automatically generated by Mustang Market if it meets certain criteria, or may need Finance intervention before the PO is generated. Punch-out Site A website that Mustang Market directs the user to, where items with Western pricing are displayed and available to select for purchase. Purchase Showcase The Shopping Home page. This page contains stickers for various hosted and punch-out vendors, as well as provides access to forms such as non-catalogue, cheq req, etc. Receipt Requester Requisition A piece of paper indicating the item(s) shipped by the vendor. A person who can shop AND create a requisition. Purchase requisition (PR) is the document created once the Requisitioner submits a shopping cart for approval. Science Catalogue Shopper Sticker A list of items available from a compilation of various Science Catalogues provided by SciQuest (the makers of Mustang Market), that are not available in the Hosted Catalogue or Punch-out sites. A person who can put items in a cart but cannot create a requisition for the items. An icon on the Purchase Showcase that represents a vendor or form. Page 6 of 40

8 Submit Voucher Workflow A term used to indicate that a document has been sent to the department / project Approver. A document in Mustang Market that indicates the vendor can be paid, also called an invoice. A term used to describe the steps a document goes through from start to finish. Supported browsers Mustang Market needs to use mixed content and cookies in order to provide the full functionality of the system. The following browsers are compatible with Mustang Market; however you may need to configure your browser to enable mixed content (explained below the list). Internet Explorer v7 and higher Firefox v23 and higher Safari Chrome v21 and higher To configure your browser to enable mixed content view the documents Browser Configuration found on the Western Financial Services website: The ipad browser is not officially supported; however, if you follow the following instructions: 1. Enable additional tabs to display outlined on the apple forum accessed at the link below, that will the functionality may be alright Remove the setting that blocks 3rd party cookies from the browser. Page 7 of 40

9 How to log in to Mustang Market To login to Mustang Market, go to the Western Financial Services webpage: o Click on the Mustang Market icon, found on the right side of the page o Login using your: Western ID and Password If you do not know this information, contact Western Information Technology Services at: , or via by visiting the ITS website at: NOTE: Do not bookmark the login page, there is a hidden re-direct that will prevent a bookmark from working. Only book mark the finance webpage and use the Mustang Market login button. Page 8 of 40

10 Set-up Your Mustang Market Profile Intro Before you begin shopping you need to set up your profile by adding default speedcode, shipping address, etc. This will simplify the shopping process. Page 9 of 40

11 Set your default speedcode Before you start shopping, you should set a default speedcode for your profile, this will be used each time you shop. If you want to use another speedcode you can change it during the shopping process. To set a default speedcode follow the steps in the table below. 1. Click Your Name from the banner Select View My Profile from the menu 2. Select Custom Field and Accounting Code Defaults from the left side of the page 3. Click Code Favorites tab 4. Click Add above the Speed Code box 5. Enter the Speedcode and Account code. 6. Type in a Nick Name for the default speedcode Check Default to set this as the default code for all shopping 7. Click recalculate/validate values from the bottom right of the window Click Save Page 10 of 40

12 Set your shipping address Before you begin shopping, add a shipping address in your profile so that you will not need to enter it in each time you shop. If you want to send items to a different shipping address you can change it during the shopping process. To set a default shipping address follow the steps in the table below. 1. Click Your Name from the banner Select View My Profile from the menu 2. Select Default Addresses from the menu on the left side of the page 3. Click Ship To 4. Click Select Addresses for Profile 5. Enter the first few letters of the location you want to find For example: for addresses in Social Sciences Centre, type soc Click Search 6. Click Radio button next to the appropriate address Page 11 of 40

13 7. Click Save in the Completed Address box that appears after you make your selection Set up a PIN for approvals You can approve requisitions from on: a laptop, smart phone, tablet or desktop. When you approve via you are taken to a simplified interface instead of into the full Mustang Market site. Before you can use the approve function, however you need to setup a PIN, this is done in your profile settings. To setup a PIN follow the instructions in the table below. 1. Click Your Name from the banner Select View My Profile from the menu 2. Click Update Security Settings then Change Approval code and enter a 4-6 digit PIN 3. Enter a PIN in the approval code box Click Save Page 12 of 40

14 Setting a new home page If you are mainly going to use Mustang Market for approving requisitions, you may want to make the Approval Page your default homepage. To set a new home page follow the instructions in the table below. 1. Navigate to the page you want to set as the homepage 2. Click Your Name from the Banner Select Set My Home Page 3. Select Current Page from the pop-up window Click Save Bookmarking frequently used pages Another option to provide easy navigation to the Approval Page is to bookmark it. You will still land on the shopping homepage at login but can quickly get to the Approval Page by clicking on the bookmark link from the banner area. To bookmark a page follow the instructions in the table below. 1. Navigate to the page you want to bookmark (i.e. Approval page) 2. Click the Star (bookmark) icon on the banner 3. Click Bookmark this page from the bottom right of the bookmark menu The page will be bookmarked and the bookmark icon will be gold when you visit this page NOTE: to access the bookmarked page later, go to the bookmark icon in the Banner and then choose the page from My Bookmarks Page 13 of 40

15 Searching for Products Introduction There are many options available to locate products in Mustang Market. One of the most commonly used is the Product Search function (Simple and Advanced). The following pages provide information and steps for using both search types. Simple product search explained A simple product search provides a Google-like experience. Simple Search displays on the Shopping Homepage. When using simple search, it is suggested that you select a product vertical (office supplies, lab, etc). However, by default, the search will occur across all product verticals. All of the words entered in the keyword textbox must be found in the items displayed in the product search results. When a simple search is performed, to find the most relevant search results, the system searches many different things, including: Keywords: Keywords are entered by system administrators to help guide users to the correct contract, form (service), supplier, and favorite items. Item Information, which is typically provided by the supplier, including: Product Description Product Category / Sub-Category Supplier Manufacturer Name and Manufacturer Part Number Unit of Measure / Product Size System Packaging and Size Alternate Name and Alternate Part Number(s) Client Catalog # Color Common Name MDL Number Molecular Formula Radionuclide UPC Page 14 of 40

16 Conducting a simple product search The simple Product Search is the recommended way to begin shopping, and is available from the Shopping Homepage of Mustang Market. The table below provides the steps to conduct a Simple Search. 1. Click in the Product Search field Type in a product type o Be as specific as possible to improve search results For example: red pen is better than pen 2. Click GO Search results will display on a new page 3. Click Add Item to cart if you wish to purchase one of the items OR Click the item name to see additional details about the item. NOTE: You can also search for a specific product type with a vertical, for example: Office Supplies or Medical. To do this click the drop down next to the Product Field and select the desired vertical, enter a product name in the Product Search field and then click Go. Advanced product search explained Advanced search allows you to enter additional criteria to generate more specific search results than with simple search. The search criteria available depends on the product vertical selected. By default, once advanced search is opened after login, it will remain open with subsequent searches until it is closed. Page 15 of 40

17 Conducting an advanced product search An Advanced Product Search allows you to set a number of search criteria. This method is very useful when you know the product number, manufacturer or other specific details, or when you want to limit the results in some way. To conduct an Advanced Search follow the steps in the table below: 1. Select Advanced Search below the simple search area 2. Select / Enter the criteria for your search, you can: Select product vertical Enter exact word match Search by vendor name Etc. NOTE: Search criteria will differ slight depending upon the product vertical selected 3. Click Search The results will display below the search area. 4. Click Add Item to cart if you wish to purchase one of the items OR Click the item name to see additional details about the item. NOTE: Click on the? in the top right corner, just below the banner, for online help to read about each of the fields in the Advanced Search. Hiding advanced search Select: Hide Advanced Search in the search results checkbox if you would like the advanced search box to collapse after the search is conducted. This will take you back to the simple search after displaying search results. NOTE: The system remembers and uses the last search setting by default. Page 16 of 40

18 Returning to simple search type Click Simple Search from the top of the advanced search panel to return to simple search. Page 17 of 40

19 Shopping from a Catalogue or Punch-out Site Introduction You can shop by going to specific vendor catalogues (Hosted, Contract or Science), or by going to a Punch-out site. The following pages provide information and steps for these types of shopping. Hosted / Sci / Contract Catalogue When you click on a Hosted Catalogue sticker from the Purchase Showcase you are able to browse for products specific to that vendor and will be provided the Western negotiated prices. To shop using a catalogue, follow the steps in the table below. 1. Click a Hosted vendor sticker from the Purchase Showcase, or Contract Catalogue, or Science Catalogue 2. Enter a product in the Search field OR Click Categories to browse categories available 3. Click Search 4. Enter the number of items you need and Click add to cart Page 18 of 40

20 Shopping from a punch-out site When accessing a punch-out supplier, you are automatically taken to and authenticated to the supplier s site; so the supplier s website knows you are from Western University and shows the appropriate products and pricing. Each vendor site will be setup a bit differently, since you are visiting the vendor s own site. To shop from a Punch-out site follow the steps in the table below: 1. Click on the punch-out vendor sticker from the Purchase Showcase You are redirected to the vendor s webpage and recognized as being from Western 2. Search for your product(s) 3. Add the item(s) to your shopping cart Following the vendor site steps 4. Checkout when you have all the items you want from the vendor Some sites may have a transfer button in addition to check-out, follow the instructions to finalize the sale on the site o This returns you to the Mustang Market with the items you selected from the punch-out site Page 19 of 40

21 Assigning your shopping cart When you have added all of the items you want to your shopping cart you need to assign your cart. To assign / submit a cart follow the steps in the table below. 1. Click on Shopping Cart icon from the banner to see all items you have selected. Select Check Out from the drop down menu 2. Click Assign Cart to send it to a Requisitioner to generate a requisition 3. Select Select from profile values radio button to assign based on your profile setup OR Search for an assignee to select a specific person to assign the cart to 4. Click Assign to send the cart to the designated Requisitioner. NOTE: Your cart will be given a default name made up of your username and the date. You can type over the cart name field to rename the cart before assigning / submitting it. Page 20 of 40

22 Submitting your cart if you have Requisition authority If you have requisition authority as well, when you have added all of the items you want to your shopping cart you need to submit it. This step will send it to an Approver to approve and create the requisition number. To submit a cart, follow the steps in the table below. 1. Click on Shopping Cart icon from the banner at the top to see all items you have selected. Select Check Out from the drop down menu 2. Click Edit to the left of the Accounting code section to enter Speedcode and Account number Select Required Field under Speedcode o o Click Select from Profile Values select value from drop down Select Required Field under Account o o o Click Select from all values Enter description in description box Click search Click recalculate / validate values Click Save 3. Click Final Review from the yellow box at the top of the screen 4. Click Submit Requisition from the top right of the screen Page 21 of 40

23 Completing a Non-Catalogue or Consulting Form Introduction You can easily add non-catalog items to your cart. A non-catalog form is used to add items that cannot be found from the catalogues or punch-out sites. You can also use the non-catalogue form when you are purchasing from a new vendor, one who is not on Mustang Market. There are two Non-catalogue forms; they are based on the amount of the purchase and / or type of purchase. Items totaling less than $10K go on the <$10K non-catalogue form Items over $10K or consulting, go on the >$10K / consulting form Page 22 of 40

24 Non-catalogue under $10k or over $10k / consulting The forms for under / over $10k are very similar, however the over $10k / consulting form has one extra section that needs to be completed, the Quote / Exception section. The steps to complete both form types are contained in the table below. 1. Click the appropriate form, located near the bottom of the Purchase Showcase. 2. Type in the Vendor Name in the Vendor Search Field at the top of the for that opens up. If the vendor is Existing in Mustang Market Then. Type in the vendor name, and select it from the list that appears and continue to step #3. New to Mustang Market Type new vendor in the field and select New Vendor from the list. Complete the New Vendor portion (right side of the form) and Continue to step #3 3. Complete the fields on the left side of form: Currency (select from drop down) Catalogue number, if known Quantity Page 23 of 40

25 Estimated price, before tax Packaging, unit of measurement (each, box, etc.) Commodity Code office supplies, computer equipment, science equipment, etc. Health & Safety, if applicable Add External attachment for forms you need to send to the vendor For Consulting / Over $10k items also complete Competitive Bid Requirement section: Select Quotes / Exception type Input any comments related to the quote or exception in the box below #3 in the Competitive Bid Req. section. You MUST attach the successful quote to the form using the link just below the Health and Saftey section. NOTE: Specific vendors have special requirements related to quotes, such as Dell. Refer to the Supplier Reference sheet found on the Mustang Market webpage for details. 4. Click Add to Cart at the top, right of the form Click Go Continue shopping or Assign / Submit your cart NOTE: This adds the non-catalogue item to your cart and closes the Non-cat. window Page 24 of 40

26 Requisition and Purchase Order Workflows Introduction Workflow describes the steps a document goes through in Mustang Market from the creation of a draft cart to the submission of the order to the vendor. This section provides an overview of Workflow in general, and highlights some special circumstances that route a document to different or extra steps along the way. Typical workflow Even a typical workflow can vary depending upon a number of things, such as the setup requested by the department / faculty, the spending limit of the Requisitioner or Approver, and the type of purchase being made. i.e. office supplies versus chemical products or for a CFI project. Generally speaking a draft cart is submitted and goes through the process outlined in the graphic below. Orders over $10K or a single line item over $5k There are a number of things that will cause a requisition to be routed to procurement. Some instances include: an order where a single line items is over $5,000, or the total purchase is over $10,000. After the Approver approves the request it is routed to procurement. Research requisitions and CFI Research purchases are approved by the Principle Investigator or his/her delegate, for the project. Any order that is based on CFI (Canada Foundation for Innovation) funding needs to be approved by Research Finance, as well as the Principal Investigator. Page 25 of 40

27 Approving Requisitions Introduction The term Approver is used to describe someone that is responsible for reviewing and evaluating purchase requisitions. Approvers must approve all requisitions before a purchase order is generated and the order is submitted to the next level in workflow. s associated with approving The following actions can be taken by an Approver on a requisition submitted: 1. An entire requisition can be approved 2. One or more line items in the requisition can be rejected. a. If part of a requisition is rejected (one or more line items), the remaining line items continue in the process. 3. Comments and attachments can be sent back and forth between Requisitioners and Approvers during the approval process. 4. Requisitions can be returned to the Requisitioner for updates and reprocessing. If a line item or the entire requisition is rejected (by an individual or the system), a rejection notice will show up in PO History. The Requisitioner will receive an notification of the rejection. My Approval screen My Approval is the screen you use to view / action approvals in your queue or in the queue for your department or project (unassigned requisitions). To get to My Approval, click: Items from the banner o Select Requisitions to approve OR o Unassigned Requisitions needing approval The next image provides an overview of the My Approval Screen. Page 26 of 40

28 My PR Approvals - Approvals assigned to you Approval Department ##### - Approvals in a queue for your department / project This column is used to filter the approvals My Approval view types There are two different views on the My Approvals screen. The List view displays all documents. By default, the list will be sorted by date/time, but there are several sorting options including document number and document title. The Folder view groups the documents by Approval folder (those assigned to you and those waiting in a dept / project queue). The images below show both view types. List View Page 27 of 40

29 Folder View Moving unassigned approvals to your folder to take action Requisitions are sent to a pool of Approvers, you must assign items in the department pool to yourself before you begin working on it. If you do not assign it to yourself then two Approvers could be working on the same requisition. To assign a requisition to you follow the steps in the table below. Ste p 1. Select Unassigned Requisitions needing approval under Items on the banner NOTE: Once you assign requisitions to yourself you will see them displayed in My Assigned Approvals 2. Click the Assign button to the far right of the requisition. NOTE: This will put the requisition in the My PR Approval folder. You must uncheck the filter Not Assigned before you will see My PR Approval folder. Page 28 of 40

30 Quick approval of requisitions There are a number of ways to approve a requisition; the easiest is from the My Approval screen. 1. Click the arrow to the left of the folder title to expand the My PR Approval folder 2. Click the check box on the far right of the requisition you want to approve 3. Click Approve/Complete from the drop down at the top of the page Click Go Approving multiple requisition s at a time You can quickly approve multiple requisitions at a time; this is useful when you do not need to review the details. Ste p 1. Click the arrow to the left of the folder title to expand the My PR Approval folder 2. Click the check box on the far right of the requisitions you want to approve 3. Click Approve/Complete from the drop down at the top of the page Click Go Page 29 of 40

31 Reviewing requisition details Before approving requisitions you should review the details to help you determine if it should be approved or not. To view the details of a requisition follow the steps in the table below. 1. Click the arrow to the left of the folder title to expand the My PR Approval folder 2. Click the requisition number from the My Approval screen 3. Click on the various tabs to review the requisition details Summary provides all the detail that is found on each of the other tabs o The other tabs contain specific information NOTE: The History tab shows each comment / step associated with the requisition. 4. Click Return to Approvals to select the checkbox and approve the requisition Returning a requisition overview Occasionally, you may need to return a requisition to the Requisitioner to make changes / updates since you are unable to make them yourself. The return task allows you to return instead of rejecting a purchase requisition. When a requisition is returned it becomes a draft cart and is no longer visible as a requisition (via history, etc.). The returned requisition can be updated by the Requisitioner and resubmitted into workflow and all previous approval information and comments will be available via History. The returned requisition will restart workflow from the beginning regardless of the step it was returned from. Page 30 of 40

32 How to return a requisition to the Requisitioner The table below provides the steps to return a requisition to the Requisitioner who originated the form. 1. Click Items from the Banner Select Requisitions to Approve or Unassigned Req s needing approval 2. Assign the requisition to yourself, if it is not already in your queue Click the Requisition Number o This opens up the Requisition Details Screen 3. Select Return to Requisitioner, from the Available s drop down menu in the upper right corner Click Go 4. Enter Reason for return in the pop-up window that appears Click Return to Requisitioner An will be sent to the Requisitioner The note will display in the comments and history tab NOTE: The Requisitioner will be able to access the requisition in his/her Draft Shopping Cart screen and will update / action the requisition from there. Page 31 of 40

33 Rejecting a requisition line item You can reject a line item in a requisition in one single action rather than line by line. To reject a requisition or a line item, follow the steps in the table below. 1. Open My Approvals screen Assign the requisition to yourself if it is not already in My PR Approvals folder 2. Click the Requisition Number This will open the Requsition Details screen 3. Click the check box to the right of the price for the item(s) being rejected 4. Click Reject Selected Items from the For selected line items drop down menu Click Go 5. Enter a reason for rejecting the line(s) in the Add Note pop-up box Click Reject Line Item Page 32 of 40

34 Rejecting a requisition You can reject an entire requisition. Reasons for doing this might include: no budget or purchasing an item that does not fall under that department / account, etc. To reject the entire requisition, follow the steps in the table below. 1. Open My Approvals screen Assign the requisition to yourself if it is not already in My PR Approvals folder 2. Click the Requisition Number This will open the Requsition Details screen 3. Click Reject Requisition from the Avialable s menu at the top of the page. Click Go 5. Enter a reason for rejecting the line(s) in the Add Note pop-up box Click Reject Requisition NOTE: the Requisition summary page, History tab, will show the rejection status as well as the note. A rejected requisition CANNOT be amended and re-submitted. Page 33 of 40

35 Approve a requisition from You can approve, reject or return a PR from an notification from your desktop, smart phone or tablet. The approval notification is sent to the account associated with your Mustang Market profile. To action a requisition from an follow the steps in the table below. 1. Open the notification 2. Read through the to review the details 3. Click the Take link, under the Procurement Use Only section You will be taken to a simply interface, instead of the full Mustang Market Enter in your PIN number (must be setup in Mustang Market first) You can approve, reject, return or assign the requisition 4. Enter a comment, if returning / rejecting the requisition 5. Click Submit. A confirmation page displays. The action that was performed and logged into the history for the PR, as well as comments. Page 34 of 40

36 Forwarding a requisitio n to another Approver Occasionally, you may decide that a different individual is a more appropriate Approver for a particular request. Forward is a function, provided in the workflow process, which sends a document to a different Approver for review. To forward a requisition to another Approver, follow the steps in the table below. 1. From the My Approvals screen 2. If the requisition has Choose the requisition you want to forward Then Not been assigned Under the Department / Project folder: Click the checkbox on the right of the requisition number Select Forward from the drop down menu at the top Click Go Been assigned Under My PR Approvals folder: Click the document number Select Forward to from the Available s menu at the top right Click Go Page 35 of 40

37 3. Enter the search criteria for the individual are you forwarding to Click search 4. Click the Select next to the appropriate person s name Click Choose Selected User 5. Enter a note indicating the reason for forwarding the requisition Click Forward NOTE: Use the substitute function if you will be on vacation or do not want to handle orders normally assigned to you for a specified time period. (refer to the section Assigning a substitute Approver for details) Page 36 of 40

38 Add a comment to a requisition Comments can be added to purchase requisitions and purchase orders that have been saved/created in the system. Comments provide a way for Approvers to communicate any questions they have to the Requisitioner, allows Requisitioners to add additional documentation needed, and more. Any user in Mustang Market can be added as a recipient and all recipients will receive an notification for the comment. To add comments to a requisition, follow the steps in the table below. 1. Click Items from the Banner Select Requisitions to Approve 2. Click on the requisition number 3. Click Comments tab 4. Click Add Comments button 5. Click checkboxes for the users that you would like notified of the comment via . Click add recipient to add someone additional 6. Enter the comments in the text box Page 37 of 40

39 Max 1,000 characters 7. Click Add Comment button to save the comment The appropriate people will be ed o If an attachment was added on the comments tab, the number of attachments will be indicate on the attachment tab How to view orders you have approved A My Recent Approvals can be used to view the orders that the current user has approved or rejected previously. This feature allows you to quickly see a snapshot of what requisitions and/or orders you have processed. To view your approvals, follow the steps in the table below. 1. Hover over Orders and Documents in the Navigation Bar Select Approvals o My Recent Approvals 2. Select filter options to locate the approvals you wish to view For example: Filter by date range Custom Fields (account, speedcode, etc.) Prepared By NOTE: Each listing under the Bolded Headings can be clicked to add to the filter criteria. Filter criteria selected is displayed at the top of the filter area (A). Page 38 of 40

40 Assigning a substitute Approver If you are going to be away or unavailable you can designate another Approver as a substitute. The substitute will be able to review documents routed to you. Substitutes can be assigned to a single approval folder or all approval folders that you are responsible for reviewing. Substitutions can be manually stopped and started, or you can schedule start and end dates. NOTE: Principle Investigators must complete a Designation of Authority form in order to pass their approval authority onto someone else. The form is available on the Western Finance website at: To assign a substitute Approver follow the steps in the table below. 1. Go to Orders & Documents on the Navigation Bar Approvals o Assign Substitute Approvers 2. Select the Assign button under the column for the appropriate folder. The Assign Substitute window will display 3. Type the name of the user in the Substitute Name field. The application will provide a list of matching users based on what you enter. Only users who are allowed to approve documents will display in the list. If you would like to configure a date range for the substitution period, click the Include Date Range for Substitution checkbox. o Select a Start Date and time and End Date and time. The substitution will begin and end automatically based on the configured dates. 4. Click the Assign button. Page 39 of 40