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1. How do I know if I have something to approve?

As the primary and backup approver you will receive an email notification if there is something submitted for your approval. If you are listed in the To: field you are the primary approver, if you are listed in the CC: field you are a backup approver. Additionally, you will receive a daily email listing all your pending approvals where you are the Primary approver. While in the system you can go to your Task List and view all your pending approvals.

2. How do I know my Purchase Request or Invoice has been fully approved?

The creator will receive an email notifying them that the Purchase Request or Invoice has been approved. The email will also contain a link to the record and the PO attached for Purchase Requests. Alternatively, you can view a Purchase Request’s status on the POIQ screen or the POUPPR screen. An Invoice’s status can be viewed on the APOHININ screen.

3. My purchase order or invoice was rejected, what do I do?

Whenever a rejection occurs, you should receive a comment on why it was rejected. If the comment states something needs to be corrected, you would access that record and make the necessary corrections and approve it for submission again. If you do not receive a comment, you should contact the approver who rejected the record and ask why the record was rejected.

4. Why was my purchase order or invoice was rejected by the system?

Usually this will happen if an attachment was required and you forgot to attach the necessary documentation. If the system rejects your record you should receive an email detailing why the record was rejected, then you would need to correct that item and approve it again for submission.

5. The system rejected my request due to requiring an attachment, I’ve added an attachment but cannot approve. How do I restart workflow?

For a purchase request in the Req Code box select “RW Restart Workflow” and save. If “RW Restart Workflow” is already selected, unselect it and save. For an invoice you need to make a change to the actual record, for example add a period at the end of the description. Then you should have the option to save and workflow will restart. Optionally, you could make a change save it, then revert to the original and save again.

6. I’m going to be out of the office, is it possible to have approvals sent to someone else in my absence?

Yes, if you are going to be out of the office and need approvals to go to someone else access your “Task List”. Once in the task list, select the “In Office” icon located at the top right of the screen. This will change your status to “Out Office” and approvals will go to the appropriate backups.

7. We’ve had a change in staff and need to update our approvers, how do we do this?

Email [email protected] with the updates.