Texas Tech University Health Sciences Center Finance & Administration

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Approving and Rejecting Requisitions

Financial Managers and Approvers have the responsibility to review and approve

TechBuy orders. The only orders a Financial Manager or Approver will not have to

approve are punch-out orders submitted by a requester or an Approver.

This chapter will walk through the steps of reviewing, approving and rejecting TechBuy

requisitions.

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Locating the Requisitions Requiring your Approval

There are three ways to locate a requisition requiring your approval.

1. If a document is awaiting your approval, you may be notified by email. Users

must have the proper email notifications set up in their profile to receive email

notifications for workflow approval. For additional information, please refer to the

Email Preferences section of the TechBuy User Profile chapter.

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2. To locate requisitions that need review and approval from the Home / Shop

screen, reference the Action Items box on the left side of the page. The

documents requesting your attention will be located under Approvals.

The documents

requiring attention are

located under the

Approvals heading

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3. The final way to locate the documents that require your approval is to select the

Approvals tab.

Select the

Approvals tab

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The Approvals tab will open to the Requisition sub-tab. This page will

categorize all requisitions requiring your attention.

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Assigning a Requisition to Yourself to Approve

If an approval step can be approved by more than one person, you must assign the

requisition to yourself prior to approving. Assigning the document to yourself signifies

that you are responsible for the review and approval of the requisition. Once you assign

the requisition to yourself, it will populate in your My PR Approvals folder and cannot

be approved by anyone but you. If you are the only person with authority to approve the

requisition, the document will automatically populate in your My PR Approvals folder

and it will not be necessary to assign it to you.

Select the Approvals tab and the Requisition sub-tab. This will populate your approval

folders.

Select the

Approvals tab Select the

Requisition sub-tab

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Notice how the My PR Approvals will populate first. These are documents currently

assigned to you for your approval.

Locate the requisition you wish to assign for your approval. The document State should

be Not Assigned. If the document State says Assigned, someone else has taken the

responsibility to approve the requisition.

Select Assign to the right of the document(s) you wish to move to your My PR Approvals folder.

Document

State of Not

Assigned

Select

Assign

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Notice that the document will have a State of Assigned in the shared folder and the

requisition will also populate in your My PR Approvals folder.

Document

State of

Assigned

Document is now in

your My PR Approvals folder

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To quickly move multiple requisitions to your approval folder, check the Select box for

the individual items that you would like to assign to your approvals folder or check the

Select box in the folder header to select all available requisitions.

After you have selected the requisitions to assign, select the Assign option from the

Apply Action to Selected PR(s) drop down box and select Go.

The selected requisitions will now be marked as assigned and moved to your My PR Approvals folder.

Click the Select

box in the folder

header to highlight

all unassigned

orders

Select the

Assign option

and click Go.

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Unassigning a Requisition

An approver must assign a requisition to themselves prior to approving or rejecting the

document. Once you assign the requisition and it appears in your My PR Approvals

folder, no other approver will have the ability to approve or complete the order. If you

assign a requisition to yourself and you need to unassign the requisition so another

approver in your department can process the order, you must unassign the requisition.

Select the assigned requisition from your My PR Approvals folder by clicking on the

box to the right of the requisition information.

Select the box

next to the

requisition

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Once the document is marked, select Return to Shared Folder from the Apply Action to Selected PR(s) drop down box and select Go.

The document will no longer appear in your My PR Approvals folder. It is returned to

your shared folder and any departmental approver will have the ability to assign the

requisition for approval or rejection.

Choose Return to Shared Folder and select Go

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Reviewing a Requisition

As an Approver it is your responsibility to review a requisition before approving or rejecting. By approving a requisition you are agreeing that the correct departmental

and purchasing policies have been followed and that accounting information is correct.

To review a pending requisition, locate the My PR Approvals folder from the

Approvals tab and Requisition sub-tab.

Approvals

tab Requisition sub- tab

My PR Approvals

folder

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Select the View link to the right side of the requisition number to view the detail of the

document.

Select View to review the

requisition

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The requisition will open. As an approver, you have the ability to change the information

on the requisition if necessary. As you review the requisition, pay particular attention to

the following:

• Ship To Address

• Bill To Address (should be TTUHSC Payables)

• Accounting Codes (valid FOP combination and appropriate account code)

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• Billing Options / Accounting Date

• Header Level Notes and Attachments

• Line Level Notes and Attachments

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• Supplier / Line Item Detail (review the items on the order)

After items have been reviewed and edited as necessary, you can approve, reject,

return, forward, or unassign the requisition.

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Approving a Requisition

If you have reviewed the document and it is okay to process, you can approve the

requisition.

Open the requisition and select the Approve / Complete Step option in the drop down

box at the top of the requisition form and select Go.

The requisition will no longer appear in your My PR Approvals folder. You can review

the requisition using the history search feature. If you need additional information on

locating and tracking the requisition, please refer to the History chapter.

Select Approve/Complete Step and click Go

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Rejecting a Requisition

TechBuy allows the approver to reject the entire requisition or to select specific items to

reject. If all items on the order are selected to reject, the entire order will be considered

rejected and it cannot be resubmitted. If you select only specific line items to reject, the

remaining items on the order will continue through the workflow approval process.

Open the requisition from your My PR Approvals folder and review the document. All

items on the order will be listed under the Supplier / Line Item Details section.

All items on the order

are listed in the

Supplier / Line Item Details section.

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Mark the item or items to reject by clicking in the box to the right of the extended price. If

you wish to reject the entire order, you must mark all items. You can select all items by

clicking the box at the supplier header level.

Mark all items by

selecting the

header level box

Mark individual

boxes to reject

specific line items

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Select the Reject Selected Items action from the drop down box, and click on the Go

button.

Select Reject Selected Items

and select Go

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The Add Note window will appear and will require a Reject Line Reason. Enter the

information in the text box and select Reject Line Item.

The items marked as rejected will have a small red X in the status icon to the left of the

item description.

Enter the information

and select Reject Line Item

Notice the small red

X in the status icon

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In order to finalize the order and approve the rejections, select the Approve / Complete Step option from the Available Actions drop down box at the top of the screen and

select Go.

The requisition will no longer appear in your My PR Approvals folder. You can review

the requisition using the history search feature. If you need additional information on

locating and tracking the requisition, please refer to the History chapter.

Select Approve / Complete Step and

select Go

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When an approver rejects a requisition, the submitter may receive an email notification.

Please review the TechBuy User Profile chapter for more information.

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Returning a Requisition

TechBuy allows an approver to return a requisition to the submitter. This will permit the

submitter to make corrections to the order and resubmit into the workflow approval

process. In order to return a requisition, you must first assign the requisition to yourself

and open it for review.

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Select Return to Requisitioner from the Available Actions: drop down box and select

Go.

The Return to Requisitioner window will open. Enter a note to inform the submitter of

the reason for returning the document and select Return to Requisitioner.

Select Return to Requisitioner and select Go

Enter a note and select

Return to Requisitioner

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When an approver returns a requisition, the submitter may receive an email notification.

Please review the TechBuy User Profile chapter for more information.

The submitter will have the ability to make any necessary changes, deletions, or

additions and resubmit the order. The history of the order will remain attached but the

order will process back to each workflow approval step.

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Forwarding a Requisition

You may need to forward a requisition to another designated person who has approval

authority for your department.

If you want to forward a requisition, check the Select box to the right of the requisition

information from the Approvals tab.

Select Forward from the Apply Action to Selected PR(s) drop down box and click the

Go button.

Select the

requisition

Select Forward and click Go

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The User Search window will open. Enter the first name and last name of the person

who will receive the requisition and select Search.

The results meeting your search criteria will open. Click on the radio button on the left of

the appropriate user and select Choose Selected User.

Enter the first and

last name and

select Search

Select the user and

click Choose Selected User

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The Forward… window will appear. Enter a short note to the user with the reason for

forwarding the requisition and select Forward.

The requisition is now assigned to the user to approve.

Once you forward a requisition, only the receiving user has the ability to approve the

requisition.

Enter a note and

select Forward

The Requisition is

now assigned to

the selected user