Jenzabar Campus Portal Features Help Hub

Requisition Approval

The Requisition Approval feature allows authorized users to approve, deny, and monitor requisitions. Once entered, requisitions are automatically incorporated into J1 Desktop. If notifications have been configured in J1 Desktop for the requisition process, they are automatically sent when the requisition is created in Staff features.

Tip

Staff feature users not accessing J1 Desktop can automatically receive email notifications.

You can further refine access to the Requisition Approval feature capabilities using feature preference configurations.

Use this feature for these activities:·      

  •  Search and review requisitions and their status

  • Update and approve or update and return a requisition

  •  Approve, return, or deny a requisition

  • Review a requisition approval track

  • Determine if the request is over or under budget

  • View, add, and delete comments to requisitions and purchase orders

  • View, add, and delete attachments to requisitions and purchase orders

  • Automatically receive notifications

  • Email other users working with the requisitions and purchase ordersVarious settings established in Purchasing determine several feature capabilities. For more information, see the Purchasing Online Help.

  1. From the initial quick view or the Main View page, click Search your requisitions.

  2. Narrow your search by using one or all of the requisition criteria.

    Tip

    The search only retrieves requests that fit your combined selection requirements. The fewer criteria selected the more results the search returns. To view all your requests, do not specify any search criteria.

  3. Click the Search button. Any requests matching your criteria appear. You can view the request description, amount, vendor, budget status (for Budget module users only), approval track, and purchase order.

  1. Access the Requisition Approval portlet.

  2. Click on the appropriate request link from the available lists or search results.The corresponding page appears, and all comments are displayed.

    1. To add a comment:

      1. Click the Add a Comment link.

      2. Enter your comment on the Enter a Comment window.

      3. Click the Save button. The Enter a Comment window closes and the comment appears as a part of the requisition or purchase order.

    2. To delete a comment:

      1. Click a comment.

      2. Click the Delete icon.

  3. To view comments to a specific request item:

    1. Click the request item.

    2. Click the Comments icon.The Comments window appears displaying any comments made to the line item.

    3. To add a comment:

      1. From the item, click the Add Comment  or Comments  icon. The Comments window appears.

      2. Enter your comment.

      3. Click the Add Comment button. The comment appears at the top of the Comments window.

      4. To close the Comments window, click the Close  icon.

    4. To delete a comment:

      1. From the specific item, click the Comments icon. The Comments window appears.

      2. Click a comment.

      3. Click the Delete icon.

  4. To close the Comments window, click the Close  icon.

How attachments are viewed and saved varies according to the browser being used and the browser's file download settings. The following procedures are for the Google Chrome browser.

  1. Access the Requisition Approval feature.

  2. Click on the appropriate request link from the available lists or search results. The corresponding page appears.

  3. Click an attachment link.

    1. If the link is attached to the entire requisition, the link is visible here.

    2. If the attachment is made to a specific item in a request:

      1. From the specific line item, click the Comments  icon. The Comments window appears.

      2. Click the attachment link.

  4. The attachment is saved to the Downloads bar.

  5. From the Downloads bar, click the file name. The file opens and is automatically saved to an established location.

    Tip

    Files are downloaded to the Downloads folder unless the downloads setting has been configured to another location. For more information, see the Google Chrome online help.

  6. To see a copy of the attachment in the download folder, click the Arrow button and select Show in folder. Windows Explorer appears with the file folder open.

  7. To add an attachment:

    1. Do one of these:

      1. Click a request link.

      2. To add the attachment to specific line item, click the Add Comment  or Comments  icon. The Comments window appears.

    2. Click the Add a file link. The Upload a File window appears.

    3. Click the Choose File button. The Open window appears.

    4. Navigate to the file, and select it.

    5. Click the Open button. The Upload a File window reappears.

    6. Click the Save button. The Upload a File window closes and the attached file is displayed.

  8. To delete an attachment:

    1. Select the attachment.

    2. Click the Delete  icon.

    3. To delete an attachment from a specific line item, click the Comment  icon. The Comments window appears.

    4. Select the attachment, and click the Delete icon.You can delete only attachments that you added.

  9. To close the Comments window, click the Close  icon.

When you first access Staff features, the Requisition Approval feature displays an initial high-level quick view of requisitions pending your review. From this summary view you can immediately access requests pending your review and more detailed information.·      

  • To access the Main View page where you can view general information about all the requests pending your review and select one or more requests to be approved, returned, or denied, click the Go to details link.·       

  • To access the Request and Order Search page where you can enter specific search criteria, click the Search your requisitions link.·       

  • To access the Approve Request page where you can review detailed information about a selected request and approve, return, or deny it, click the request link from the initial quick view or Main View page.  ·      

  •  To access the View Request page where you review detailed information about a selected request, click the request link from the Main View page.

You can process requests using either the Main View page or the Approve Request page.

  • From the Main View page you can view general information about all the requests pending your review and select one or more requests for approval. You can quickly view the amount, vendor, budget status (if you have the Budget module), approval track, and requestor for one or more requests at one time.

  • From the Approve Request page you can review detailed information about a selected request and approve it. You can view information such as the dates when the request was submitted and when the items are needed, where it is being shipped, the approval track, and if the request is over or within the budget (if you have the budget module). You can also review and add feedback.

If a request needs to be updated or adjusted, approvers can return it to the original requester. Once the updates have been made, the request can be resubmitted and reconsidered.

Notice

A requisition may have not included the appropriate supporting documentation. Once returned, the requester can add the appropriate documentation and resubmit it for consideration.

Tip

If a returned requisition is associated with an approval track, it will typically cycle through the same approval process when it is resubmitted. This may vary if the approver or requester made an update that is associated with a different approval track.

  1. Open the Requisition Approval feature to the initial quick view page.

    1. To process several requests:

      1. Click the Go to Details link. The Main View page opens.

      2. In the Review Now section, select requests.

        Tip

        To select all, click the checkbox in the header row.

    2. To process a single request:

      1. Locate your requisition in the initial quick look Review now section, the detailed Main View page, or search for it using the Request and Order Search page.

      2. Click a request. The Approve Request page appears where you can review detailed request information.

  2. Click either ApproveReturn, or Deny. The requisition is processed, and depending upon your Purchasing settings, a purchase order may automatically be created and a notification may be sent to the requestor and other approvers.

In a submitted request, you can update line items such as the item, quantity, price, shipment details, and the budget being used to cover the items.

If your updates do not impact the approval track or any defined approval limits, you can continue the approval process with the updated request. If your updates impact the approval track or exceed an approval limit, the updated request is returned to the requestor for consideration and resubmission.  

Notice

A request may have exceeded the originally selected budget. The approver can change the budget to be used for the account prior to approving or returning to the requestor for review and resubmission.

Note

You can only update and approve requisitions that do not impact an existing approval track or approval limit. If your updates impact the approval track or exceed an approval limit, the updated request is returned to the requestor for consideration and resubmission.

  1. Access the Requisition Approval feature.  

  2. Locate your requisition in the initial quick look Review now section, the detailed Main View page, or search for it using the Request and Order Search page.

  3. Click the link of the request you want to update and approve. The Approve Request page appears.

  4. Click the Edit  icon next to the line item you want to update. The Request Line Items page appears.

  5. In the Item column, update the name of the item being ordered or select a commonly ordered item, if necessary. To select a commonly ordered item:If you select a frequently ordered item, any previously entered item information is lost.

    1. Click the Find frequently ordered items link. The Inventory Search window appears.

    2. In the Item description includes column, start entering the name of the commonly ordered item. Related inventory automatically appears.

      Tip

      Existing inventory automatically appears as soon you start typing. For a broad list, enter a few letters. For a more precise list, enter an exact name.

    3. To sort the inventory, click any column heading along the heading row.

    4. From the Select column, select the inventory item.

    5. Click the OK button. The Inventory Search window closes and the details of the item automatically appear on the Request Line Items page.

    6. If the item you are searching for didn't appear, click the Cancel, go back link or the Close  icon.

  6. In the Quantity and Price columns, update or enter the quantity and price of the item being requested, if needed.

    Tip

    If you selected a commonly ordered item, the price automatically appears. The price can be updated, but only applies to this request.

  7. In the Shipment container and Catalog # columns, update or enter how the item is to be shipped or the catalog number, if known and needed.

    Tip

    If you selected a commonly ordered item, the Shipment Container and Catalog # may automatically appear. These can be updated, but the updates only apply to this request.

  8. From the Budget account drop-down options, update the budget account being used to pay for the item, if needed. Click the Search for account link to search accounts by number, description, or component.

    Note

    Selecting an account versus searching for an account depends upon the number of accounts configured to appear. This configuration is a part of the JICS framework settings. Contact your IT manager or system administrator for more information.

  9. If the request is over budget and you are using J1 Desktop and JICS Budget, you can submit a budget adjustment to cover the cost of the request:

    1. Click the Adjust budget link. The Line Items Details screen appears.

    2. In the How much column, enter the amount to be transferred.

    3. From the Where section, click Look for a transfer. The Available Line Items screen appears displaying the worksheets and line items available for transferring.

    4. Select the checkboxes of the line items from which you transferring.

    5. In the Transfer $, enter the amount to be transferred from the line item.

    6. From the From drop-down list options, select the budget period from which you want to transfer the amount.

    7. Click the Add to your request button. The Submit Transfer Request screen reappears.

    8. From the When drop-down list options, select the budget period for when you want to apply the adjustment.

    9. To include the amount as a permanent part of the budget (when approved), select the This need is permanent. Include this increase in next year's budget checkbox. If the adjustment is temporary, do not select this checkbox.

    10. In the Why column, enter a reason for making the adjustment.

    11. Click the Make adjustment now button. The Request Line Items page reappears.

      Tip

      To make adjustments, you must be assigned to a worksheet as a Transfer or Adjustment Approver.

  10. If the account is related to a specific project, update it from the Project code drop-down options, if needed.

    Tip

    If you select an account that can cover the request expense, the Under Budget icon appears. If you select an account that cannot cover the request cost, the Over Budget icon appears.

  11. In the Detailed description column, update any relevant details about the item being requested to help approvers in the process, if needed.

  12. To add supporting documents, such as price quotes, purchase justifications, budget information, etc.:

    1. Click the Add supporting documentation link. The Add Supporting Document pop-up window appears.

    2. Click the Choose File button. The Open window appears.

    3. Locate and select the appropriate supporting document attachment.

    4. Click the Open button. The file is selected and the Open window closes and the supporting document appears on the Add Supporting Document window.

    5. Click the Save button. The Add Supporting Document window closes and the supporting document is now included with the request.

    6. To add additional supporting documentation, repeat steps a - e.

  13. Repeat steps 4 - 12 as needed for the request.

  14. Make any needed updates to the request summary such as request name, purchasing agent, need by date, vendor, and where the order is to be shipped.

  15. Click the Save link. The Approve Request page appears.

  16. Click the Approve button.

    1. If your updates make no impact on the approval track or approval limit, the requisition is approved. Depending upon your Purchasing settings, a purchase order may automatically be created, and a notification may be sent to the requestor and other approvers.

    2. If your updates do affect the approval track or approval limit, the Approval Impact window opens.To save your updates and return the updated request to the requestor for consideration and re-submission, click the Return button.The updated request is returned to the original requestor. Depending upon your Purchasing settings, a notification may be sent to the requestor and other approvers. Once the approver reviews your updates, they can accept your changes and resubmit the request or they can make additional updates and then resubmit the request.

If you are not set up to use email or if the approver does not have a valid email address, this feature is unavailable.

  1. Click the approver's name link or the E-mail icon next to their name. The Send E-mail page appears.

  2. From the Addresses options, select Public or Private.

    1. If you select Public, the email address is visible in the To: field of the email. To receive a copy of the email message, select the Send a copy to yourself checkbox.

    2. If you select Private, the email address is listed in the BCC field and is not visible in the To: field of the email message. A copy of the email message is automatically sent to your email address.

  3. In the Subject column, enter a title for the email.

  4. In the Body column, enter the email message.

  5. To add an attachment, browse and locate the file, then click the Add button.

  6. Click the Send button.

Automatic notifications can be sent to specific J1 Desktop and Campus Portal users to inform them of a process status.

Set up automatic notification in the Purchasing module. Contact your Module Manager or IT Administrator for more information.

Notice

Send automatic emails to the Approver when the requisition is ready for review or to the Requestor when the requisition has been approved, returned, or denied.