1.    From the Upon final approval drop-down options, select what happens to a requisition when it receives final approval in J1 Desktop and/or CRM Staff.

o     Auto Create a PO creates a purchase order as every individual approved request is submitted and approved (if required by your organization). This method provides an automatic and streamlined purchase order process however you cannot consolidate requisitions into purchase orders. Consolidating multiple requests into a single purchase order can leverage your buying power and reduce costs. When this setting is selected, a purchase order is automatically created upon save/submit/final approval in the J1 Desktop Create Requisition window, Approve Requisitions window, or the CRM Staff Requisition Approvals portlet.

o     Don't Create a PO allows the purchasing agent or requisition approver to create the purchase order and group requisitions together using the J1 Desktop Create Purchase Orders from Requisition Detail window or the J1 Desktop Copy Requisition to Purchase Order window.

2.    From the Upon requisition denial drop-down options, select what happens to a request that has been denied in J1 Desktop and/or CRM Staff.

o     Leave encumbered, don't delete allows the requester or approver to review denied requisitions. The denied requisition may be returned to the requestor if updates are required and then resubmitted. The denied requisition impacts the budget until the requisition is updated and resubmitted or deleted by the requester or approver.

o     Unencumber and delete deletes the requisition and any related comments and attachments. This releases funds to be spent against any GL accounts on that requisition. This releases funds that were spent against the GL accounts selected on that requisition so they may be available for spending in future requests

o     Unencumber, don’t delete releases funds that were spent against the GL accounts selected on that requisition so they may be available for spending in future requests however, the requisition and related comments and attachments are maintained for future reference.

3.    Click the Save button.

1.    Select how approvers are assigned to a requisition by selecting one of the following choices in the Approvers are assigned to requisition drop-down options:

o     Manually by requestor requires requesters to select the approval track themselves for each requisition they create. The requesters must be aware who should approve what kinds of purchases.

o     Automatically by the system uses approval tracks you define and automatically assigns them to each requisition created. Requesters can see the predefined approval track(s) that their request has been assigned, but cannot modify them. The predefined approval tracks must be set up in J1 Desktop and help ensure requests are routed to the correct approvers. 

This option makes your procurement cycle more efficient in the long run and is recommended for most purchasing offices.

2.    To create an approval track:

a.    Click the Build approval tracks and assign approvers to them link. The Approval Track window appears.

b.    Click the Create New Track button. The Approval Track window appears.

c.     In the Track ID and name columns, enter a brief code and description that identify the approval track.

d.    Select the users to be added as approvers to the approval track from the left-hand side and click the Add button or drag them to the right-hand panel.

In order for a user to be assigned as an approver, they must have a J1 ID number and J1 user login even if they are just working in CRM Staff.

To easily locate a user, click on the column headings to sort or type within them to filter.

e.    To adjust the approval order, select the approver's name and click the Move Up or Move Down buttons. The order established here is the order approvers will review a request.

If a module manager must approve all requisitions, they would not have an Approval Dollar Limit specified; however, if a president is only required to approve requests over $1000, the Approval Dollar Limit for the president’s User ID should be 1000.00.

f.     In the Approval Dollar Limit column, enter the amount threshold this approver should be assigned as an approver on a requisition.  

g.    Click the OK button. The Approval Track window closes and the Approval Track window appears.

h.    To create an additional approval track, repeat steps b - g.

i.      To close the Approval Track window, click the X icon. The Approval Track window reappears.

3.    To close the Approval Track window, click the X icon. The Purchasing Module Setup window reappears.

4.    Click the Save button.

 

1.    Click the Assign alternate approvers for specific date ranges link. The Approval Alternates window appears.

2.    Right-click and select Add Row. A new row appears.

3.    From the User ID drop-down options, select the approver for whom you are assigning an alternate.

4.    From the Alternate User ID drop-down options, select the user to serve as an alternate.

5.    In the Begin Date column, enter or select the date the alternate can approve requisitions for the approver.

To select a date, right-click and select Calendar.

6.    In the End Date column, enter or select the date the alternate ceases to have the authority to approve requisitions for the approver.

To select a date, right-click and select Calendar.

7.    Click the Save button.

8.    To close the Approval Alternates window, click the X icon. The Purchasing Module Setup window reappears.

·       Approvers are assigned to requisition

·       Upon final approval

·       Upon requisition denial