URI FinancialsURI FinancialsOn-Line On-Line

RequisitionRequisitionApproval Process Approval Process

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1)1) Signature AuthorizationSignature Authorizationa) Level 1a) Level 1 55

b) Level 2 b) Level 2 66c) Level 3 c) Level 3 77

2)2) Document FlowDocument Flowa) Level 1a) Level 1 88b) Level 2b) Level 2 88c) Level 3c) Level 3 99

3)3) Approved Requisitions – RoutingsApproved Requisitions – Routings 10104)4) Denied Requisitions – RoutingDenied Requisitions – Routing 11115)5) URI Home PageURI Home Page 12126)6) E-Campus – Financials AdministrationE-Campus – Financials Administration 13137)7) Financials Financials

a) Financials Linka) Financials Link 14 14 b) User Name/Passwordb) User Name/Password 1515

c) Change Password Linkc) Change Password Link 1616d) Change Password (New Users)d) Change Password (New Users) 1717

ContentsContents

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8)8) Worklist LinkWorklist Link 18189)9) Worklist PageWorklist Page 191910)10) Requisition Chartfield Approval Requisition Chartfield Approval 2020

a) Approve/Deny a) Approve/Deny b) View Printable Reqb) View Printable Reqc) Transfer to Req Inquiryc) Transfer to Req Inquiryd) Save d) Save e) View Workliste) View Worklistf)Previous in Listf)Previous in Listg) Next in Listg) Next in List

11)11) Requisition Chartfield ApprovalRequisition Chartfield Approval 2121a)a) HeaderHeaderb)b) TypeTypec)c) DistributionDistributiond)d) Amount/QuantityAmount/Quantitye)e) Approval HistoryApproval History

Contents ContContents Cont

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12) Requisition Chartfield Approval – Details Page12) Requisition Chartfield Approval – Details Page 22221) Category1) Category2) Description2) Description3) Vendor ID3) Vendor ID4) Vendor Name4) Vendor Name

Contents ContinuedContents Continued

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Signature Authorization – Level 1Signature Authorization – Level 1

Level 1 – Staff is Level 1 Approver because the Document College Level 1 – Staff is Level 1 Approver because the Document College Requisition is checked. This includes Limited Value Purchase Requisition is checked. This includes Limited Value Purchase Orders.Orders.

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ChartField StringFund = 500Dept = 2411Program = 0000Project = 0000385

Level 1 Level 1

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Level 2 - Level 2 - Lee Ann is a Level 2 Approver because both Lee Ann is a Level 2 Approver because both College Requisition and the Level 2 boxes are checked. College Requisition and the Level 2 boxes are checked.

Level 2 – (Optional)

Signature Authorization – Level 2Signature Authorization – Level 2

Level 3 - Level 3 - There may be another level of Approval required There may be another level of Approval required depending on the CFS. This includes Bond Funds, Grants & depending on the CFS. This includes Bond Funds, Grants & Contract and Foundation. These routingContract and Foundation. These routing’’s primarily are s primarily are determined by the Fund but will route by Project to the determined by the Fund but will route by Project to the Responsible Accountant when Fund 500 is utilized. Responsible Accountant when Fund 500 is utilized.

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Level 3 Approval(Depends on Fund)

SignatureSignature AuthorizationAuthorization – – Level 3Level 3

•Document FlowDocument FlowAfter a Requisition has been entered by a Requester and the status is After a Requisition has been entered by a Requester and the status is ““PendingPending”” and and not on not on ““HoldHold””::

o Level 1 - Approver(s) will receive an e-mail that Requisition XXXXXXXXXXXXX is Level 1 - Approver(s) will receive an e-mail that Requisition XXXXXXXXXXXXX is seeking level 1 approval. These are the Authorized Signatories from Signature seeking level 1 approval. These are the Authorized Signatories from Signature Authorization for that Chartfield String. Authorization for that Chartfield String.

Note: If there are multiple Approvers on the Chartfield string each Approver Note: If there are multiple Approvers on the Chartfield string each Approver will receive the e-mail. will receive the e-mail.

When one of these Approvers, selects the Requisition, it no longer When one of these Approvers, selects the Requisition, it no longer appears on any of the Level 1appears on any of the Level 1’’s Worklist and must be acted on by s Worklist and must be acted on by

Approving/Denying or Reassigning. After Approval at Level 1 the Req is Approving/Denying or Reassigning. After Approval at Level 1 the Req is automatically moved to the next level.automatically moved to the next level.

o Level 2 - If there is a Level 2 Authorization requirement; Level 2 Reviewers will Level 2 - If there is a Level 2 Authorization requirement; Level 2 Reviewers will receive an email that says. Requisition XXXXXXXXXXXXX is seeking level 2 receive an email that says. Requisition XXXXXXXXXXXXX is seeking level 2 Approval. Approval.

Note: Because Level 2 approvers qualify for both Level 1 and Level 2 they Note: Because Level 2 approvers qualify for both Level 1 and Level 2 they can approve the transaction from the Level 1 Notification; therefore, if the can approve the transaction from the Level 1 Notification; therefore, if the Level 2 Approver wants another Signatory approving the transaction prior Level 2 Approver wants another Signatory approving the transaction prior

to to their Approval, then they should wait to receive the Level 2 Request for their Approval, then they should wait to receive the Level 2 Request for Approval. Approval. When one of these Approvers selects the Requisition it no longer When one of these Approvers selects the Requisition it no longer appears on any of the Level 2appears on any of the Level 2’’s Worklist and is moved to the next step s Worklist and is moved to the next step depending on the requirement for that CFS.depending on the requirement for that CFS.

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Level 3 Level 3 - Some ChartField strings may have- Some ChartField strings may have Level 3 Requirement which is determined by Level 3 Requirement which is determined by the Fund. the Fund.

Bond FundsBond FundsGrants and ContractGrants and ContractFoundationFoundation

Require a Level 3 Authorization. If required, Require a Level 3 Authorization. If required, Level 3 Approvers will receive an Email that Level 3 Approvers will receive an Email that says.says. Requisition XXXXXXXXXXXXX is seeking level 3 Requisition XXXXXXXXXXXXX is seeking level 3 Approval.Approval.

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Foundation

Grant & ContractAccountants

Business Services

Routings are based on the type of Routings are based on the type of Requisition:Requisition:

oLV/IV – Limited Values and Internal LV/IV – Limited Values and Internal Vendors Automatically generate to a Vendors Automatically generate to a Purchase Order, which means the Purchase Order, which means the Requester will be receiving the LVPO or Requester will be receiving the LVPO or Internal PO via email.Internal PO via email.

oCR, SC – College Requisitions are CR, SC – College Requisitions are routed to Purchasing and Sub Contracts routed to Purchasing and Sub Contracts are routed to Research, for additional are routed to Research, for additional work, i.e. bids, quotes, etc and can be work, i.e. bids, quotes, etc and can be re-routed through the Approval process re-routed through the Approval process if deemed necessary. if deemed necessary.

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Requisition

Type

Purchasing

Requester

Research

Approved Requisitions Approved Requisitions - - RoutingsRoutings

•Denied Requisitions: Denied Requisitions:

A Requisition can be denied at any level A Requisition can be denied at any level and once Denied is routed back to the and once Denied is routed back to the Requester with Comments from the Requester with Comments from the person Denying. person Denying.

If Denied, regardless of what level it is If Denied, regardless of what level it is Denied at, the Requisition will begin from Denied at, the Requisition will begin from Level 1 and go through the entire Approval Level 1 and go through the entire Approval process again.process again.

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This Req is a

mess! I can’t

approve this!!

DENIED

I need to re-work my

Req. It was denied!!

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Click e-Campus

URI Home Page

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Click the Log on Button

•Log On – Log On – Log into PeopleSoft Financials using your UserID and PasswordLog into PeopleSoft Financials using your UserID and Password

Enter your User Id andPassword below:

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Click the Changemy Password link

NEW USERS:Please change your password.

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Enter Current Password – 123456Enter New Password – Use at least 6 Characters/Numbers.

Note: Upper and Lower case and special characters create a more secure password.

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Worklist Link

Click on the Worklist link located on the Right side of the Title Bar.

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Select Hyperlink for the Requisition you need to Work. The 10 Digit Number is the Requisition Number.

After you select it from your Worklist, you must take action!

APPROVE or DENY or REASSIGN

Worklist Page

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A B

C

D E

Requisition ChartField Approval page - Action Buttons

F G

Click Save to Approve Requisition

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Requisition ChartField Approval page – Information Available

Click Save to Approve Requisition

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Requisition ChartField Approval page – Continued – Details Tab

Category – Last 3 Digits of Account with Alpha Character. Provides greater reporting detail than GL Account.Description – Item or Product being purchased.

Vendor ID – PeopleSoft Vendor Number.

Vendor Name – PeopleSoft Vendor Name.

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Requisition ChartField Approval – Viewing Attachments

Click Transfer to Req Inquiry on Requisition ChartField Approval

Look for Comment Icon with lines in it by select Status or RequisitionHyperlink.

Requisition ChartField Approval – Viewing Attachments Continued

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View Button will be Active so you select click which will bring attachment to your screen.

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Requisition ChartField Approval – Approval History

Use Transfer to Req Inquiry from the ChartField Approval PageClick on More Button and Scroll all the way to the right.

or Follow Navigation below: Remember you will need the Req. Number to Use Requisition Inquiry.

Requisition ChartField Approval – Approval History Continued

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Worklist Page - Reassign Button

If you need to Reassign a Req:Worklist Page - Click ReassignEnsure that you know the Userid and the that the individual has Signature Authorization for the ChartField String On the Req.

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Requisition ChartField Approval – View Printable Req

This Button runs a Process that will bring the Requisition Document to your Screen in a .PDF format.

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Conclusion:

Financials Help Desk – (401)- 874-7048

Please take the Assessment in Sakai: Test & Quizzes – On-Line Requisition Approval QuizThis is a simple 10 Question True/False quiz you can take it twice, once you have completed the Quiz your grade will be recorded and you will be setupas an Approver in Production.https://sakai.uri.edu/portal/site/c5c792c8-cbee-4759-a77a-4efa5d7aff72/page/7a628c93-9b5f-44a1-82ba-2e7324697472

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