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Approving Documents

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Approving Documents
Section Objectives

At the end of this section, you should be able to:

• Approve, and reject requisitions using the Notifications Summary form in the Supply Chain module

• Approve journal entries using the Notifications Summary form in the General Ledger modul

You do not have to be in the corresponding responsibility to approve or reject


notifications. You only have to be in the appropriate responsibility when you are going to
open a document and make changes.

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Approving Documents – Supply Chain
As an approver, you will receive notification via e-mail that a document requires your approval. Once you
view the document that has been routed to you for approval, you will have the option to approve, amend,
or reject the document.

If more than one person is identified in an approval role, the document will appear in each approver’s noti-
fication summary. As soon as the first person approves the document, it will disappear from any other
approver’s notification summary. In the event a document is not approved within three days, it will be
routed to the next approver in the workflow hierarchy. In the case of requisition charged to PTA’s, busi-
ness rules, or specific expenditure types, the document will be sent back to the preparer within three to
five days as a rejected document. (See Supply Chain workflow on next page)

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Supply Chain Workflow Diagram

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Approving Requisitions

1. Select the SC Responsibility from your list of responsibilites.

After the SC Responsibility has been selected. A note will appear notifying the user of
their notifications. Click the OK button to continue.

2. Navigate to the Notifications Summary form by choosing Notifications Summary from the nav-
igator list.

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3. Open the Notifications form.

Opening a Form
You can open a form in Oracle one of three ways: (1) highlighting the form and clicking
the Open button; (2) double-clicking on the form; (3) highlighting the form and pressing
the Enter key on your keyboard.

4. Select the Requisition you want to approve or reject by clicking the requisition.

If you are familiar with the Requisition, you may approve or reject it immediately by
Selecting the checkbox, and clicking the Close button.

5. Select your Response Value from the following options: Approve, Reject

6. Optionally, enter a Comment.

If you are rejecting a requisition, you must enter a comment as to why you are rejecting
the requisition.

7. Click the OK button in the Notification Response form.

8. Optionally, click the Open button in the Notification Summary form to view more information about
the requisition.

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9. Click the Open Document icon to open the requisition.

As an approver, you have the ability to open the requisition and make changes to the
requisition. Save any changes you make and return to the Notifications form to complete
the Approval process.

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Approving Documents – General Ledger
As an approver, you will receive notification that a document needs your approval. You can be logged onto
Oracle under any responsibility to access your notifications summary screen. Once you view the document
to be approved, you will have the option to approve, reject, or forward the document.

Regular journals that are initiated by a department user will route to an approver and
then to the comptroller’s pool. The preparer will receive notification when the journal is
approved.

Budget journals will route to an approver and then to the budget office pool. The
preparer will receive notification when the journal is approved.

Cash journals will route directly to the cashier’s office. The preparer’s supervisor will
receive notification, along with the preparer, when a journal is approved.

If more than one person has the ability to approve a document, the notification will be sent to all approv-
ers on that particular document. As soon as the first person approves the document, it will disappear from
any other approvers’ notifications summary form. If the document is not approved within five days, it will
be routed back to the preparer. The creater will then need to resubmit the document for approval.

Please note that a budget entry cannot be rejected. Incorrect or error budget entries must be posted and
reversed.

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Approving Journal Entries

Approving Jounral Entries

1. Select the GL Entry Responsibilty from your list of responsibilities.

2. Navigate to the Notifications Summary form by choosing Other and then Notifications from the
Navigator list.

3. Open the Notifications form.

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Opening a Form
You can open a form in Oracle one of three ways: (1) highlighting the form and clicking
the Open button; (2) double-clicking on the form; (3) highlighting the form and pressing
the Enter key on your keyboard.

4. Select the Journal you want to approve or reject by clicking the journal.

5. Click the Enter Journals icon from the References region to open the Journal Entry.

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6. Click the Journals button to drilldown to the original journal entry made by the Preparer.

7. Review the journal entry.

The preparer can make changes to the journal entry when the batch has been rejected
and the funds have been unreserved.

Responding to Journal Approval Requests

Approve or Reject Request

1. Navigate to the Notification Response form to Approve or Reject the request.

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You can either Approve or Reject the journal batch. An approval will route the journal
entry to the next Approver or it will release the journal entry to be available for posting.
A Rejection will send a notification back to the preparer. The preparer will receive an
email of either Approval or Rejection. The Approver has the option to include a text
message in the Comment field regarding the Approval or Rejection.

2. Click the OK button after selecting the appropriate response.

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Summary
You should now be able to do the following:

• Approve, amend, and reject requisitions using the Notifications Summary form in the Supply Chain
module

• Approve journal entries using the Notifications Summary form in the General Ledger module

Should you have any questions, contact the Help Desk at 994-5530, Option #4.

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