Approvals - for PIs and Other Approvers

How to Set Email Preferences to Receive Notice when an Order Awaits Approval

Summary: Learn how PIs and Other Approvers set e-mail preferences to receive notice when an order awaits approval.

  1. Click My Profile from the top navigation bar.
  2. Under User Settings, choose the Email Preferences tab.
  3. Place a checkbox in PR pending Workflow Approval.

  1. Click Save before exiting.

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.

  1. Click + View Approvals located on the left side of the home/shop screen, in the Action Items section.

Approval Access from Home/Shop Screen

  1. 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.
  2. 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.

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List of Requisitions Awaiting Approval

  1. 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.
  2. 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.

Workflow after Req Assigned to Approver

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  1. 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.

    2. Approval Drop-down Options

     

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.
  1. 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.

Workflow after Requisition Approval

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Return to Requisitioner

  1. 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.
  2. 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.

Approver Return Req Drop-down Menu

  1. 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.

Return Req Dialog Box

  1. 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.
  2. When the requisition has been reviewed by an approver, the status will be Resubmitted to show that the requisition has been returned previously.

Resubmitted Status Screen

How PIs & 'Other Approvers' Assign and Edit a Requisition

Summary: Learn how PIs and Other Approvers assign a requisition to themselves before editing it.

  1. Open the PI/Other Approval Folder on the left side of your Home page.
  2. Click the requisition number to open and view the order.
  3. If the item details need to be edited (Amount, Ship To, FOAPAL and Delivery Date: the date must allow time for all approvals to take place), then choose Assign to myself and GO from the dropdown menu at the top right of your screen.
  4. Edit buttons will appear. Edit the requisition as necessary.
  5. Choose Approve/Complete step from the dropdown menu.

Congratulations! You have just edited and approved a requisition.

How PIs & 'Other Approvers' Reject a Requisition

Summary: Learn how PIs and 'Other Approvers' reject a requisition.

  1. Click + View Approvals located on the left side of the home/shop screen, in the Action Items section.

Approval Access from Home/Shop Screen

  1. 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 must be placed in your My PR Approvals folder before it can be rejected. 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.
  2. Requisitions you have assigned to yourself that are awaiting action by you will show in the My PR Approvals section at the top of the My Approvals screen.

List of Requisitions Awaiting Approval

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  1. Click on the requisition number.
  2. Scroll down to the line items.
  3. Place a check in the boxes next to the items you need to reject.
  4. Choose Reject Selected Items from the drop-down menu.
  5. Click Go.

Reject Line Items

  1. Enter the reason for rejecting the item in the pop-up window. This note will appear in the requisition history.
  2. Click Reject Line Item.

Reject Line Item Note - Added to History for Requisition

  1. Requisitioners can click on PR Approvals for the requisition to see the next steps for the order. The red x in the workflow shows that part of the order was rejected. 

Rejected Line Items in workflow

Tips for PIs & 'Other Approvers'

Summary: Review tips for PIs and 'Other Approvers'.

  • If you assigned a requisition to yourself by mistake, choose Return to Shared Folder from the dropdown menu so a different Org Approver can approve it.

Return Assigned Requisition to Shared Folder
 

How Org Approvers and PI/Other Approvers Find their Reviewed Orders

How Org Approvers and PI/Other Approvers Find their Reviewed Orders

Summary: Learn how Approvers find orders they have reviewed.

  • Approvers can access orders that they have reviewed (approved and/or rejected) using the Requisition outbox feature.
  • Approvers can locate reviewed (approved and/or rejected) orders by supplier name, requestor or date range - using History searches. See How to Find Reviewed Requisitions for details.

Requisition Outbox Search Instructions

  1. Login to CruzBuy as an Approver.
  2. Click the approvals tab and then the requisition outbox tab.

Approval Requisition outbox Tabs

  1. The requisitions you have approved in the previous calendar month will be listed by default. To view a different time period of requisitions, click + Click to filter requisitions (see above.)

Approvals Outbox Drop-down

  1. Choose Manual Filter to enter a specific date range, and if desired, select the approval status of the requisitions for which you are searching. For example, you can search for all approved requisitions for 2008 by entering 01/01/2008 in the Start Date field and 12/31/2008 in the End Date field. To view rejected or partially rejected requisitions you may use the Current Workflow Status drop-down menu. To find all orders you rejected, use the My Action drop-down menu.

Approval Requisition Outbox Filter

Approval Outbox Current Status Options Approval Outbox My Action Options
  1. The default search results are displayed in descending order of approval date. The results shown below are sorted by Approval Date/Time, as indicated by the solid arrow (circled below). Click on any column name with a triangle next to it to sort in ascending or descending order.

Approval Outbox Search Results List

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How to Find Reviewed Requisitions

To locate your reviewed (approved and/or rejected) orders by supplier name, requestor and/or date range:

  1. Login to CruzBuy as an Approver.
  2. Click the history tab and the PR History tab. Within the PR History tab, choose by Requisition.
  3. To find orders you have reviewed, by supplier name:
    1. Click the Select Supplier button and choose the supplier.
    2. Click on the Filter box.
    3. Select the Orders I Reviewed radio button.
    4. Enter a Start Date and End Date to specify the date range.

    For the search example shown, OfficeMax orders reviewed by you during the specified dates will be listed.

PR History Search Setup

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Search results for the example specified above, displayed with the most recent Requisition Date/Time first:

PR History Search Results

OR
To search by requestor:

  • Click on the Filter box.
  • Select the Orders I Reviewed radio button.
  • Search for orders submitted by a specific requestor using the Prepared For or the Prepared By button.

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Quick PO Search by Number

Use the Search for: PO No. drop-down in the top right corner of any screen to view a specific order that has been completed. Similarly, choose PR No from the drop-down to specify a requisition number. Search results for a specific PO are shown below.

Search Results PO Using Quick Search

PO Search from PO History Tab

To view the supplier name and PR number for a specific PO No. choose the history tab, and then the PO History tab and then search by PO.

Search Results Using PO History tab

PO Search from PR History Tab

To view the requisition (cart) details: name, PR number, total dollar amount of the requisition, etc. for a specific PO No. choose the history tab, and then the PO History tab and then search by PO. Note that these search results show the requistion number and the dollar amount total for all orders created from the requisition.

Search Results for PR History Tab with PO No.