Change Order Approval Process and Workflow Notifications

This section outlines the prerequisites and data flow for the Change Order Workflow.

Prerequisites

Following are the requirements for using the Change Order Workflow:

• Select the Change Order? field on the Global Settings tab of the Workflow Configuration Profile's Global Settings option.

• Choose whether your organization will be using a Custom Email Task Scheduler on the workflow server, or define the settings on the Email Task Scheduler Settings tab of the Workflow Configuration Profile's Global Settings.

• Define your settings on the Change Order Email and Change Order Forms tabs of the Workflow Configuration Profile's Budget Transfer option. For more information, refer to Change Orders Workflow Configuration Profile.

• Set up approval requirements for change orders in Purchasing's Approval table. If your organization already uses approvals for batch budget transfers, you may not need to update the table.
  The table's Change Order tab defines the users authorized as approvers, as well as the dollar-amount ranges that require approval. Change Order Workflow uses this information to determine the users to notify when a change order that requires approval has been entered. The settings in the Workflow Configuration Profile's Change Order Forms tab determine the order notifications are sent and to whom.

• Set up requirements for account-based change order approvals in Purchasing's Account Approval table. If your organization already uses account approvals for change orders, you may not need to update the table.
  The table's Change Order tab stores the user IDs of authorized approvers and alternate approvers, as well as the account ranges that require approval. Change Order Workflow uses this information to determine the users who receive notifications when a change order that requires account-based approval has been entered. The settings in the Workflow Configuration Profile's Change Order Forms tab determine the order notifications are sent and to whom.

• Define the required fields in users' Employee Information detail pages that will be used in workflow notifications. These include the User Login field in the page's General section and the Email field in its Employment tab. The fields must be completed for users who enter purchase orders as well as those who process approvals.

Menu Path

From the Purchasing menu, select Entry & Processing. From the Change Order Processing menu, select Change Orders.

Change Order Approval Data Flow

Once setup requirements are complete, workflow notifications will be sent when a change order that requires approval is entered. This section outlines the change order process from entry to completion.

1. On the Change Orders list page, click Add New.

2. Enter the change order, and then click Save.
   If the Approval or Account entered is defined in the Approval or Account Approval tables as requiring approval, the change order is routed for approval.
   Based on the settings in Workflow Configuration Profile's Global Settings and Change Orders options, the Needs Approval notification will be sent to the appropriate user defined in the Approval or Account Approval tables.

3. The user who receives the Needs Approval notification can display the Change Order Approval page by clicking the URL link in the email or the activity on the Activities panel of the PowerSchool ERP home page.
   The URL for the Change Order for Approval page is created by combining the value entered in the Application Server field on the Global Settings tab with the value entered in the Base URL/Full URL field of the Change Order Forms tab.

4. The Change Orders For Approval page that is accessed from the workflow notification bypasses the Change Order Approval page, where you can select the year and approval criteria. The page will list all change orders that require your approval.
   To list only change orders that require your approval for a selected year and have been approved by all lower levels, click Back to display the Change Order Approval page.

5. In the Change Order Approval page, enter your approval criteria and click OK to display the Change Orders For Approval page, based on the approval criteria entered.

6. Complete the approval necessary for the change order. When the approval process is complete, workflow sends the following notifications based on the approval action and your organization's setup:

   • If the approval action was Approve and no other approvals are required:
     The Posted notification is sent to the user who entered the change order.

   • If the approval action was Approve, additional levels of approval are required, and the Notify Approvers is set to Only after all required lower levels are completed:
     The Needs Approval notification is sent to the user on the next level of required approval.

   • If the approval action was Approve on the Account Approval and the Notify Account Approvers is set to Before the approval group:
     The Needs Approval notification is sent to the users on the Approval table based on the Notify Approvers setting.

   • If the approval action was Approve on the Approval Group and the Notify Account Approvers is set to After the approval group:
     The Needs Approval notification is sent to the users on the Account Approval table.

   • If the approval action was Deny:
     The Denied notification is sent to the users based on the Notify on Denied setting.

   • If the approval action was Needs Correction:
     The Needs Correction notification is sent to the users based on the Notify on Needs Correction setting.

   • If the change order is canceled:
     The Canceled notification is sent to the users based on the Notify on Cancel setting.