Approval of Purchase Request
The role of the "Approver" user involves the following scenarios:
- Approval of a purchase request.
- Approval of a purchase request by an employee from the Controlling department.
To approve a purchase request, follow these steps:
-
Click the
button, which opens the Search function, and enter Requests to Approve to navigate to the corresponding
link. This will display a list of current requests awaiting approval. -
To view a record for approval, click the
button in the record row and select
Open Record. This will open the current document Purchase Request.
The approving user should not edit the Purchase Request. If there is a need to add a comment, it can be done at the time of rejecting the request.
Some fields in the record may be highlighted in red if they were modified by the initiator and the document is undergoing re-approval. To view the previous version of the purchase request, click Order -> Archive and select the latest version of the archive for viewing.
- In the list of current requests awaiting approval, click the Approve or Reject button. When rejecting a request, leave a comment describing the reason for rejection. As a result, the document will be rejected, and the initiator will receive a notification email with the comment provided by the approver. After approval, the document will be assigned a status of Release, and the Approval Date and Time field will be filled.
Approval of Purchase Request by an Employee from the Controlling Department
Sometimes, in addition to the approval function, the user needs to have the ability to edit the request to, for example, specify the value of the Budget Status field or add necessary dimensions. For this purpose, the user can be designated as a Controller, which allows them to edit the Budget Status field and view purchase requests in which they are not the Initiator.
- Click the button, which opens the Search function, and enter User Setup to navigate to the corresponding link.
- Find the user based on the User Code field. If no row with such a user is found, it needs to be created by filling in the User Code field.
- Check the Controller field.