| # Approval process Before a purchase requisition can be converted to a purchase order or a request-for-quotation (RFQ), it must be approved by an approver. An approver is a valid employee or department authorized to approve requisitions that are submitted by requesters. As an approver, you can perform the following actions on submitted requisitions: Approve. Reject. Modify. Resubmit (to another approver). To set up the approver list In the Approvers (tdpur2105m000) session, you must maintain a list of valid approvers (individuals or departments) and define a hierarchy in the approval structure, so that the first approver knows to whom the requisition can be forwarded next. Before adding to the approver list, the following master data must be defined: Define employees and departments in the Employees - General (tccom0101m000) and Departments (tcmcs0565m000) sessions. Because an individual approver can belong to only one department, define an employee's department defaults in the Employees - General (tccom0101m000) session. The approver's effective date and expiry date must be valid and must be verified in the employee record in the Employees - General (tccom0101m000) session. Also, the Approver, as defined in the Approvers (tdpur2105m000) session, must have a valid Effective Date and Expiry Date. Note To restrict the approval of requisions to specific users, select the Check Employee Logon Code for Approval check box in the Purchase Requisition Parameters (tdpur0100m200) session. The Department field in the Approvers (tdpur2105m000) session is a mandatory field. If an approver is selected in the Approver field of the Approvers (tdpur2105m000) session, the approver must belong to the selected approver department. Only approver departments that are purchase offices and individual approvers from the purchase office are allowed to perform final approval on a purchase requisition and convert the purchase requisition into an RFQ or purchase order. You can have multiple next approver departments that are purchase offices. One of these departments must take the responsibility for final approval of the purchase requisition. Use the Print Approvers (tdpur2405m000) session to print the approver list. To approve purchase requisitions In the Approve Requisition (tdpur2106s000) session, an approver can approve purchase requistions by setting the purchase requisition status to Approved. If further approval is required, the current approver must fill in the Next Approver Department field in the Approve Requisition (tdpur2106s000) session. The Next Approver field is optional, but if it is defined, the next approver must be both a valid approver on the approver list and must be associated with the approving department. If the Next Approver Department field is filled, the current approver must click Submit Requisitions to submit the requisition to the next approver department. This procedure repeats until the Next Approver Department is a final approver purchase office. The Next Approver Department can be any type, but must exist on the approver list as a valid approving department. If the Next Approver Department is a purchase office, the department can act as the final approver. If the approver department is a purchase office and is the final approver (indicated by leaving the Next Approver field in the Approve Requisition (tdpur2106s000) session blank), this department is responsible for entering the conversion type and the order type. As a result, the approval process is terminated. Note In the Requisition Approval Progress by Approver (tdpur2516m000) session, approvers can view whether requisitions are submitted to them for approval. Prior to approving the purchase requisition, the approver can review the requisition lines by clicking Requisition Lines in the Approve Requisition (tdpur2106s000) session. As a result, the Requisition - Lines (tdpur2502m000) session starts that contains the linked requisition lines. To view a requisition line in detail, an approver can select and double-click a line in the Requisition - Lines (tdpur2502m000) session, which starts the Requisition - Line Details (tdpur2102s000) session. At this point, the approver can reject a specific requisition line, if necessary. The approver can modify the requisition status to Approved or Rejected. If a requisition is incorrectly set to approved or rejected (and saved), the approver has the option to set the requisition status back to Submitted. As a result, the approver has an error correction capability. However, a finally Approved requisition cannot be set back to Submitted. You can only convert finally approved requisitions. If at least one requisition line is set to Approved, the requisition can be approved. If all lines are rejected, the requisition must be Rejected. Related topics Purchase requisitions Purchase requisition statuses Requisition conversion checks |