Approval

Support ›› Manual ›› Procurement and Assets Management ›› Operations ›› Procurement ›› Requisitions ››

Requisitions Approval.

Use this sub module to approve the originated procurement requisitions.

NOTE : The approval process is sequential, and an approval work flow is initiated once a requisition is originated.

The approval chain & priority is defined under Administration, Access Control Lists - Operations and must be adhered to for the approval to be successful.
Pending work flow items are also unlocked according to the approval priority in the approval chain.

Once a work flow is initiated, the first role on the approval chain is unlocked - to carry out the approval action. The remaining roles meanwhile stay locked.

Soon as the first role approves and commits the approval, the role is locked and the second one unlocked. This is reciprocated and once all roles have approved, they are locked and the approval cannot be done for a second time.

For instance :

If 3 roles are required to approve a requisition, users in role 1, 2 & 3 will carry out the approval in that order respectively.

Requisition Approval Fig 1

The operations manager will be the first to do the approval, then the Chief Technology Officer & finally the Branch Manager.

If two approvers from a single role are required to do an approval, both must do it (in whichever order )for an entry to be captured as approved.

If any of the users in roles within the approval chain REJECTS the requisition at any point, the status of the entry changes to rejected and the whole approval process is terminated.

N/B : Rejection severs the approval chain.

Once an item has an approval process initiated and the first role defined in the approval chain has carried out the approval, the item cannot be modified.

The following message will pop up in such a scenario :

The operation will in turn fail :

To access this sub module click on: Procurement and Assets Management -> Navigate -> Operations -> Procurement -> Requisitions -> Approval.

REMEMBER : Only the users in the ROLES defined in the approval chain can carry out the approval operation at this point.

To carry out the approval, log on with a user in the first role in the approval chain

(pending entries to be approved are not available to roles outside the approval chain).

All the aforementioned are applicable to all sub modules with origination / approval tasks.

The following screen will open up :

Requisition Approval Fig 2.

The first required approver is the operations manager. See above.

The approval stage in role is 0 of 1; meaning the first approver is yet to carry out the approval.

For multiple - say 2 - approvers per role, the Approval Stage In Role would have been 0 of 2.

The Approval Stage In Work flow is 0 of 3; implying that the first user is yet to approve the entry and the total approval stages are 3.

Once approved, the Approval Stages In Role & Work Flows will update accordingly, simultaneously.

REMEMBER : You can only approve an entry whose status is pending.

Approving A Procurement Requisition :

Branch Manager (1st Approver).

Identify the entry to be verified (from multiple entries):

Requisition Approval Fig 3.

Click on the verification icon

against the entry to open the following window :

Requisition Approval Fig 4.

Remarks - Type in the appropriate approval remarks into the remarks field.

Pick the Approved option

from the drop down menu.

Click on the Approve button to effect the approval.

On successful completion you will get a pop up message confirming that the operation was successful.

Refresh and confirm that the entries are updated as below :

Requisition Approval Fig 5.

Notice that the Approval Stage In Role has been updated to 1 of 1 & Approval Stage In Work Flow has been updated to 1 of 3; meaning two more approvals are required.

Let the second approver in the chain log on and approve the entry.

Chief Technology Officer (2nd Approver) :

Notice that the Approval Stage In Role here is 0 if 1. see below :

Requisition Approval Fig 6.

Click on the verification icon

against the entry to open the following window :

Requisition Approval Fig 7.

Remarks - Type in the appropriate approval remarks into the remarks field.

Pick the Approved option

from the drop down menu.

Click on the Approve button to effect the approval.

On successful completion you will get a pop up message confirming that the operation was successful.

Refresh and confirm that the entries are updated as below :

Requisition Approval Fig 8.

Notice that the Approval Stage In Role has been updated to 1 of 1 & Approval Stage In Work Flow has been updated to 2 of 3; meaning one more approval is required.

Let the third & last approver in the chain log on and approve the entry.

Branch Manager (3rd Approver) :

Notice that the Approval Stage In Role for this role is 0 of 1.