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

Primary and Backup approvers will receive an email notification indicating an approval is needed. The primary approver is always listed in the To: field with backup approvers listed in the CC: field. Emails will be sent daily to the primary approver.

In the system, pending approvals can be located in the Task List. Approvals can be sorted by Your Tasks or Group Tasks. Additionally, if you have more than one approval authority (for example invoices and purchase requests), you can click on the icon next to Your Tasks to sort by type of record.

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

The creator will receive an email notification consisting of an approval, link to the record and if applicable, PO attachment. Purchase Request status can be viewed in the POIQ or POUPPR screens. Invoice status can be viewed in the APOHININ screen. 

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

The creator will receive an email notification that will show who rejected the record along with the justification for rejection. If no justification is provided, the user should contact the individual who rejected the record. Once all corrections are made, the user can resubmit by approving the record. 

If no changes are made, or only attachments were added, the Restart Workflow field can be updated so the user can resubmit the record for approval.

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

System rejections usually occur because the creator forgot to attach the necessary support for the record. Creators will receive an email from the system indicating cause for rejection. Once the corrections are made, the user will restart the workflow, save and approve the record to resubmit.

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

Purchase Requests: Once the attachment is uploaded, go to the Req Code box, select “RW Restart Workflow” and save. If “RW Restart Workflow is already selected, unselect and save.

Invoices: Once the attachment is uploaded, go to the restart workflow box and select RW – restart workflow, save and approve. If RW-restart workflow is already selected, select WR – restart workflow, save and approve. In the rare event you cannot save the record after attempting these two steps, contact AP for help. 

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

Yes. Approvers can go to the “Task List” and click on the “In Office” icon in the upper right corner of the screen. The status will change to “Out of Office” and approvals will bypass the approver until the status is changed back to “In Office”.

 

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.