Approving and Rejecting Requisitions
Each requisition that is submitted must be approved before it can be actioned with a supplier.
The number of people (or levels) required to approve a requisition will depend on the 'approval limits' and 'responsibility levels' set up by your school.
When a new requisition is submitted, it will be assigned to the first user in the approval 'workflow' and a notification will be sent. This notification will be:
Sent as an email (where enabled). The email will contain a link that when clicked will automatically redirect the user to the requisition in Staff Kiosk.
This requires the user to already be logged into Staff Kiosk. If not, the user will be redirected to the Staff Kiosk login screen first.
Displayed in 2 places in Staff Kiosk and include a count of the requisitions waiting to be approved:
Homepage > Requisitions to Action.
Staff > Requisitions on the 'Requisitions' screen.
The requisition must be approved by each approver within the workflow before becoming a fully qualified purchase order. A notification will be sent to each approver in the workflow as it is assigned to them.
An example of the approval 'workflow' might be:
A requisition has been submitted for $2,500. Using the approver 'workflow' the requisition will be routed to each user in the workflow up until the point that the total requisition value falls within a user's 'Approval Limit'.
User | Approval Limit | Requisition Status |
|---|---|---|
Alan Johnstone | $ 500 | Unapproved |
Gwen Battersby | $ 2,000 | Unapproved |
David Carlson | $ 5,000 | Approved |
Peter Fox | No Limit |
Note that the Approval Limit excludes the tax component of the requisition.
For example, if a staff member has an approval limit of $500, a requisition total of $550 (inclusive of 10% GST) would be able to be approved, as the total of the requisition without 10% GST amount is $500.
Use the requisition 'Log' to check the status of your requisition and who it is currently assigned to for approval.
The approval workflow can be bypassed by a user who has 'Advance Approver' permission. This would be used in the scenario where one of the approvers in the workflow is absent.
To approve a requisition:
Click the 'Approve' option in the 'Action column.
Using the 'I would like to' field, select 'Approve Application'.
Enter a comment into the 'Approvers Comment' field.
Click the 'Submit Approval' button.
To reject a requisition:
Click the 'Approve' option in the 'Action column.
Using the 'I would like to' field, select 'Reject Application'.
Enter a comment into the 'Reason for Rejection' field.
Click the 'Submit Rejection' button.
If a requisition is rejected, the user that raised the requisition can:
Edit the requisition and resubmit it for approval.
Cancel the requisition.