How to Assign, Edit, and Approve or Return a Requisition
Summary: Learn how PIs and Other Approvers approve or return requisitions.
Approve a requisition only after viewing all details and confirming that the order is correct.
Click + View Approvals located on the left side of the home/shop screen, in the Action Items section.
Unassigned requisitions will be listed in the lower sections of the approvals screen - with Assign in the Action column on the right side of the screen. A requisition can be approved without being moved into your My PR Approvals folder, but any order must be placed in your My PR Approvals folder before it can be corrected. Select a requisition and click Assign to move a requisition into your approval folder, or choose the Assign drop-down and click Go. Be sure to use the drop-down box above the requisition.
Requisitions you have assigned to yourself that are awaiting your approval and your order notifications will show in the My PR Approvals section at the top of the My Approvals screen.
Click the requisition number to view an order. Once you assign the order to yourself (it will show in your My PR Approvals folder), then you can edit (correct) General Info, Shipping and Billing Info, and Accounting Codes and can add attachments. Use the Edit buttons to change the requisition as necessary and Save to preserve your edits. Line item edits need to be made by the requisitioner. See Return to Requisitioner below.
After a requisition is assigned to a specific approver and before it has been approved, the approver's name appears in the workflow step when the PR Approvals tab is chosen.
After confirming that the details are correct (Amount, Ship To, FOAPAL), check the Select box (located on the far right side of the Approvals screen) for the order and choose Approve/Complete Step from the drop-down menu above the list of requisitions and click GO.
Additional requisition options available via the Approvals screen drop-down:
A requisition can be forwarded to another approver for review. A pop-up dialog will provide space for adding a comment.
An order can be returned to the Organization folder, for approval by another approver, by choosing Return to Shared Folder from the drop-down.
Procurement Staff can Place PR On Hold (for example, if the Payee Setup Form 204 has not yet been received and processed by FAST/AP.)
Notes can be added to a requisition's history.
Notifications can be removed.
After a requisition has been approved, the approver's name appears along with a green check in the workflow step when the PR Approvals tab is chosen.
If line item details are not correct, approvers and Procurement staff are able to return an order to the requisitioner for changes. The approver must first assign the order to themselves. See Step 2 above for details.
For any order in an approver's queue, they can open the order by clicking on the requisition number, and then
choose Return to Requisitioner from the requisition screen drop-down to send the order back for corrections. When a requisition is returned to an end user, the end user can edit the cart and resubmit the requisition. CruzBuy will repeat the workflow process, retaining the requisition number, the current state of the requisition, and any history of that requisition. After a requisition has been returned to the requisitioner it will not be found via a PR search, unless it gets resubmitted.
After selecting Return to Requisitioner the person rejecting the requisition has the option of entering a comment detailing the reason for returning the requisition. If the requisitioner has enabled email notifications for PR rejected/returned, an email with the reason will be sent to the requisitioner.
The returned requisition cart can be edited as if it were a fresh cart. The requestor can edit or add items, change shipping/account information, etc. To start over completely, the shopper can use the Delete button on the right side of the screen, and then use Create Cart or home/shop in the upper left corner. See How to Edit a Returned Requisition.
When the requisition has been reviewed by an approver, the status will be Resubmitted to show that the requisition has been returned previously.
