Requisition Approval Process and Workflow Notifications

This section outlines the prerequisites and data flow for the Requisition Workflow.

Prerequisites

Following are the requirements for using the Requisition Workflow:

• Select the Requisition? 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 Requisition Email and Requisition Forms tabs of the Requisitions Workflow Configuration Profile's Requisitions option.

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

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

Menu Path

From the Purchasing menu, select Entry & Processing. From the Requisition Processing menu, select Requisitions.

Requisition Approval Data Flow

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

1. On the Requisition Listing page, select Add New.

2. Enter the requisition and its line items. select Save.
   If the Approval or Account entered is defined in the Approval or Account Approval tables as requiring approval, the purchase order is routed for approval.
   Based on the settings in Workflow Configuration Profile's Global Settings and Requisitions 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 Purchase Order Approval page by selecting the URL link in the email or the activity on the Activities panel of the PowerSchool ERP home page.
   The URL for the Requisitions 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 Requisition Forms tab.

4. The Requisitions for Approval page that is accessed from the workflow notification bypasses the Requisition Approval page, where you can select the year and enter other approval criteria. To display this page, select Back.

5. In the Requisition Approval page, enter your approval criteria and select OK to list requisitions requiring your approval.

6. In the Requisitions for Approval page, complete the approval necessary for the requisition. When the approval process is complete, workflow sends one of the following notifications based on the approval action and your organization's setup:

   • If the approval action was Approve and there are no other approvals required:
     The Fully Approved notification is sent to the user who entered the requisition.

   • If the approval action was Approve, additional levels of approval 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 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 requisition is deleted or the approval group or account that requires approval is changed:
     The Canceled notification is sent to the users based on the Notify on Cancel setting.