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Approving Purchase Requisitions

Quick Reference Guide Approval Fundamentals


Approvers receive an email notice for each requisition requiring their approval. Requisition approval is through Oracle Notifications or through Notifications on the Web, a separate Notifications on the Web Quick Reference Guide is available. Attachments to the Requisition Header are accessible from the approval page and attachments to the requisition lines are accessible after opening the requisition. Requisitions not approved with in three days rout to the next approver in the workflow hierarchy, except those charged to PTAs, business rules or specific expenditure types. Requisitions charged to PTAs, business rules, or specific expenditure types not approved within three to five days are rejected and returned to the preparer.

Approving Requisitions in Oracle


Step 1. Choose your SC Departmental User responsibility available from your list of responsibilities. Step 4. The Requisition approval page includes a requisition summary, links to attachments made to the requisition header and a link to open the requisition in Oracle.

Step 2. Double click Notification Summary and the Notifications webpage will open.

Step 5. Click the link for each attachment to open and read attached documents. Close attachments after review.

Step 3. Click the desired Requisition link to open the Requisition approval page or click the Select box and press Open.

Step 6. Press Approve or Reject upon completion of review. Please add a note in the Response section when rejecting a requisition. To perform additional review or to alter attachments proceed to Step 7.

Visit the EAS website for additional Quick Reference Guides and How To information: http://eas.gwu.edu (Training & Support > Documentation) ApprovingPurchaseRequisitions_V1-0.doc Page 1 of 4 Last Updated: 06/12/2007

Step 6 (cont.).

To view Category options press the search icon in the Category field . Enter % and press the Find button. Click the desired category and press OK (To Approver and To Buyer are preferred).

Open Requisition in Oracle Step 7. Scroll to the bottom of the approval notification and press the Open Form Command link.

Type a description for the attachment and tab to Data Type.

Step 8. The requisition opens for edit in Oracle. Highlight the Requisition number or Type field. Open the Data Type search box and choose the data type.

ATTACHMENT ALTERATIONS Adding & Modifying Attachments Step 9a Adding Attachments. Access attachment by pressing the attachment icon .

The Oracle Upload File window opens.

Press Browse, select the file to upload and press Open. The Attachments form is now open. Click in the Category field below the existing attachments to add a new attachment line.

Visit the EAS website for additional Quick Reference Guides and How To information: http://eas.gwu.edu (Training & Support > Documentation) ApprovingPurchaseRequisitions_V1-0.doc Page 2 of 4 Last Updated: 06/12/2007

Press OK to upload the document.

Step 9b Modifying Existing Attachment. (1) Open the attachment to be modified, (2) make changes, (3) save modified file to hard drive, (4) add modified file to requisition and (5) delete old file from requisition. Access attachments by pressing the attachment icon .

Upload completed, close upload window. Step 9b (1). Click the Seq number for the attachment to be modified and press the Open Document button.

File upload is successful, press Yes. Then press Publish to Catalog.

Press Open button to open the document. The application opens and the document is available for edit.

Press OK.

Press OK to complete adding the additional document to the requisition and close the Attachments form.

Step 9b (2). Make changes to the document.

Visit the EAS website for additional Quick Reference Guides and How To information: http://eas.gwu.edu (Training & Support > Documentation) ApprovingPurchaseRequisitions_V1-0.doc Page 3 of 4 Last Updated: 06/12/2007

Step 9b (3). Save the document to your hard drive using the file save feature of the file application. Recommend renaming the modified document and remember the file name to upload to requisition.

The old file (Seq 10) is now deleted and the new file (Seq 40) added.

Step 10. Close the Attachments form and save attachment changes.

Step 9b (4). Add the modified document to the Requisition following Step 8a. The modified document will have a new Seq number. Step 9b (5). Delete the original attachment. Click in the Seq number for the attachment to delete. Step 11. Close the Requisition form, do not press the Approve button. Step 12. Open a new Notifications window, select the updated requisition and approve as outlined in Steps 3 6. Press Edit and select Delete on the dropdown menu.

Press OK to confirm the deletion.

Approval screen for updated requisition, note original BidEvaluation.xls document is missing and 3 other documents are attached.

The requisition moves to next approver or to Supply Chain based on the approval hierarchy. Other approvers can modify the requisition however, Supply Chain cannot.

Visit the EAS website for additional Quick Reference Guides and How To information: http://eas.gwu.edu (Training & Support > Documentation) ApprovingPurchaseRequisitions_V1-0.doc Page 4 of 4 Last Updated: 06/12/2007