Approver TrainingCombined Approver Training for SAP, SRM, and PRD

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Table of ContentsCourse topics are hyper-linked to respective slides. If desired click on topics

to quick-jump to that section.Note: Must be in Presentation mode to use hyper-link functionality (Press F5 to begin).

Approver OverviewSlide 3Note Regarding SRM ImplementationSlide 4What Does an Approver Do?Slide 5How Do the Document Types Differ?Slide 6Purchasing/AP Quick ReferenceSlide 7Role CombinationsSlide 8Approver LevelsSlide 9How Will I Receive Documents?Slide 10Begin – Login to myUKSlide 11I. How To Approve SAP RequisitionsSlide 12SAP Requisition – Complete Level 2Slide 19SAP Requisition – RejectSlide 20SAP Requisition – EditSlide 21SAP Requisition – Understand StatusSlide 23

II. SRM/PRD Approver TabSlide 25

SRM/PRD Approve Level 2Slide 35SRM/PRD Edit OverviewSlide 38SRM/PRD Approval Status TabsSlide 42SRM/PRD Tracking /Related DocsSlide 43SRM/PRD View AttachmentsSlide 44What Happens After ApprovalSlide 46Inbox – Filter SettingsSlide 47Using Tabs Instead of WindowsSlide 48Business Tools for the ApproverSlide 49Closing Open Windows or TabsSlide 50Log OffSlide 51SRM Help SitesSlide 52Appendix: Personal Settings Slide 53

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Approver OverviewAn employee holding the Approver role is responsible for reviewing and approving the following documents created within their business area(s). These business objects are powered by SAP and they exist within the myUK environment.

•Requisitions created within the SAP Materials Management (MM) system

•Shopping Carts created within the Supplier Relationship Management (SRM) e-procurement system

•Payment Request Documents (PRDs) created for payment only of selected goods and services

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Note Regarding SRM ImplementationSupplier Relationship Management (SRM) Shopping Carts is the University’s new e-procurement system and is a phased implementation. It is currently utilized by all departments and areas within the academic campus sector. Phase II of implementation is forthcoming and will include the following areas:

• UK HealthCare• College of Medicine• Facilities areas using Plant Maintenance (PM)

The above areas currently use SAP requisitions as their purchase document. Approvers for these areas will also approve Payment Request Documents.

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What Does an Approver Do?By approving SAP Requisitions, SRM Shopping Carts, or PRDs, the Approver affirms the following:

•The purchase method selected by the Requisitioner, Shopper, or PRD Creator is correct based on the nature of the transaction.

•Funds are available for the purchase or payment.

•The document has been reviewed and all relevant information within (e.g., account assignment, pricing, delivery, etc.) is valid and correct.

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How Do the Document Types Differ?SAP Requisitions and SRM Shopping Carts are purchase documents used for general ordering of most goods and services. Authorized Requisitioners and Shoppers create orders within the myUK environment to purchase items for their departments or units.

For selected goods or services only, departments have Delegated Authority to make the purchase and process the invoice as a payment. The Payment Request Document (PRD) is submitted by a departmental PRD Creator after the transaction has already taken place.

PRDs are generally used for select goods and services that are usually of a discretionary nature or for which little or no Purchasing policy applies, e.g., speaker fees, government fees, awards, patient reimbursements, etc.

The Purchasing Division manages the SAP Requisition and SRM Shopping Cart processes.

Accounts Payable holds responsibility for the PRD process.

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Purchasing/AP Quick Reference GuideThe Purchasing/AP Quick Reference Guide dictates the correct purchase method for all commodities. Before initiating any purchase, document creators are to review the alphabetized column on the left to locate commodities and determine the correct purchase method.

Sample first page only – Access the full current document athttp://www.uky.edu/Purchasing/docs/quickrefguide.pdf

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Role Combinations

The same person is not required to hold all roles within any one option. The combinations reflect the maximum roles within each option any one person may hold.

There are restrictions on role combinations to maintain checks and balances. The matrix below shows all permissible combinations for various procurement-related

roles within myUK.

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Approver Levels

Total value of document Approval(s) Required

Less than $10,000 Level 1 only

$10,000 or greater Level 1 & Level 2

Note: Special additional approvals are required for purchases of vehicles and computer equipment.

Multiple approvals may be required depending on the amount of the SAP Requisition, SRM Shopping Cart, or PRD.

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How Will I Receive Documents?Approvers Table: SAP “Workflow” moves SAP Requisitions, SRM Shopping Carts, and PRDs to assigned approvers based on a mechanism known as the “Approvers Table”.

•Approvers must be listed in the table in order to receive documents into their inboxes•Back-up/multiple Approvers can also be assigned to the table•Table contains routing information for every University department•Table identifies the level approval required and routes carts accordingly

to Approvers’ inboxes

In summary, SAP Workflow delivers documents directly to the Approver’s inbox. After task completion (approval, rejection, etc.), Workflow delivers the document to its next destination.

For convenience purposes Approvers are also notified via an Outlook email notification that a document has arrived in their inbox for approval.

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Begin – Login to myUK

3. Login to myUK using your AD and

password

2. Click myUK from the Link

Blue site

1. Click Link Blue from the UK Home Page

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After accessing myUK, Approvers for SAP Requisitions should click on the IRIS Launch Pad icon to enter SAP.

I. How to Approve SAP Requisitions

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Reminder: Only Approvers within UK HealthCare, College of Medicine, or Facilities areas approve SAP Requisitions. Proceed to the next section for

SRM Shopping Cart / PRD Approving if you are not within one of these areas.

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SAP Requisition – Access Business WorkplaceThe SAP Easy Access screen will

open in a new window. Click the Inbox icon to access

Business Workplace.

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From Business Workplace, click Workflow within the

Inbox to access documents awaiting approval

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SAP Requisition – Access Documents

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SAP Requisitions awaiting approval will appear on

the right side of Business Workplace

Double-click into the workflow item to access

the document

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SAP Requisition – Major Components

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Header Section contains Text notes tab and

Release Strategy tabItem Overview section

contains items requested for purchase with vendor, description, quantity and

price

Details Section contains Account Assignment,

Delivery information, etc.

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SAP Requisition – Approval Steps

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2. Confirm description, quantity, price,

delivery date, etc. are correct

3. Review Account Assignment information is correct, in

particular that the correct GL Account and cost object are

entered

1. Click Header text tab to review notes

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SAP Requisition – Where to Find Attachments

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3. Double click on Attachment to

download and view

Attachments (e.g., vendor quote) commonly accompany a requisition. Approvers can access and view attachments if needed.

1. Click black triangle on right side of Services for

Object icon 2. Click Attachment

List

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SAP Requisition – Complete Approval

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4. To Approve, click the green check-mark icon on Release Strategy tab

Status will turn from yellow to green

5. Click the Save icon at the top of the

requisition to finish

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SAP Requisition – Complete Level 2 Approval

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Requisitions that exceed $10K require second level approval. In some cases the same person holds both levels of authority and can process both approvals from the same

screen.

1. Click check for Level 1

2. Click check for Level 2

Status for both levels

complete3. Click Save to finish

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SAP Requisition – Reject Requisition

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The Approver for an SAP Requisition can choose to reject the document if needed.

1. Select Text tab and enter reason for rejection

2. Click the Reject icon

3. Click Save to finish. The requisitioner

must make changes if needed and re-order.

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SAP Requisition – EditIf an SAP Requisition needs revisions, at the Approver’s discretion, s/he can perform the edit and approve rather than rejecting the document.

Examples of possible edits:

•Add or delete line items•Change cost assignment•Change delivery address•Add attachments

Edits must be completed prior to approving and can be completed while the document is in approval mode.

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SAP Requisition – Edit

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Modify or delete line item data

Modify/overwrite account assignment

information, etc.

Approver can add their own notes or

attachments

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SAP Requisition – Understanding Status

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How the Approver handles requisitions within Business Workplace can affect documents’ status as well as other Approvers’ access to the documents.

Blue and white icon means requisition is In-Process. An Approver has accessed the

document, but not yet approved it. Important: This

action removes it from other Approvers’ inboxes.

Flag icon means an Approver has intentionally Reserved the

document for their approval only. As with an In-Process requisition,

this removes it from all other Approvers’ inboxes.

White icon means the requisition has not been

accessed and is available to all applicable approvers

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SAP Requisition – Understanding Status

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The toolbox at the top of the Workflow section has icons for managing status of requisitions.

To reserve a requisition for your approval only, highlight

the document and click Reserve icon

If an In-Process or Reserved requisition

needs to be re-delivered to other Approvers’

inboxes, highlight the document and click the

Replace icon

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II. SRM/PRD Approver Tab and Site Navigation

Approvers for SRM Shopping Carts and PRDs access the Approver tab

within myUK

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SRM Shopping Carts and Payment Request Documents (PRDs) are approved through the Approver tab within myUK. The user does not access the Launch Pad or enter SAP

Easy Access / Business Workplace for these approvals.

Remember: The academic campus sector uses SRM Shopping Carts for purchases.

Approvers from all campus areas, including those approving SAP requisitions, will also

approve PRDs.

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SRM/PRD Access InboxApproval tasks are executed via the Inbox located on the left side of the screen. As SRM Shopping Carts or PRDs route to the Approver, they can be found within the

Inbox.1. Click Inbox to

begin the Approval process

2. Click Tasks tab to access documents

for approval

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SRM/PRD Documents Section Overview

SRM Shopping Carts, PRDs, and other

communications display in the bottom section in a

message format

Tabs and dropdown menus in upper

section offer tools for managing messages

and tasks

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SRM/PRD Access DocumentsThe Approver can drill into the SRM Shopping Cart or PRD to examine and

review its contents.

Click Subject line of document to open in new window or

tab

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Typical SRM Shopping Cart Structure

General Data shows creator’s name,

date created, etc.

Header section includes notes that may be relevant to

the Approver

Item Overview shows goods or services

being purchased with line item information

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Typical SRM Shopping Cart Structure – Details

Note: The Details section in the bottom is line-item driven.

Different account assignments, etc., may be identified with each line item. Click the < >

arrows to move between lines.

Tabs within the Details section include: Account

Assignment, Delivery Address, Notes and Attachments, etc.

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Typical PRD StructureUnlike the line item detail found in SAP Requisitions and SRM Shopping Carts,

PRDs are lump sum documents with a total dollar amount for the payment.

Items section shows one or more specific Product

Categories designated for the payment with their

corresponding amount(s)

Overview section shows vendor, invoice

information, total dollar amount, etc., of the

payment

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Typical PRD Structure – Account Assignment1. Click the Item tab to access Account

Assignment Information

Account Assignment information can be

found in lower section

2. Click to open Details section

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Typical PRD Structure – Notes and Attachments

Click Notes and Attachments tab Notes section must

contain internal notes relevant to the PRD

The invoice must be scanned and attached to the PRD. A

second file containing supporting documents may

also be attached.

Note: If the documentation is not attached, either the PRD will need to be rejected, or the Approver can edit

and attach the documentation prior to approving.

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SRM/PRD Complete ApprovalIf all aspects of the SRM Shopping Cart or PRD are correct, click Approve to finish

task. The Approver may choose to reject the document if it contains errors.

2. Click Close when done to exit the open

tab or window.

1. Click Approve or Reject

Note: Prior to rejecting a document, edit and make a note on the Notes and Attachments tab conveying the

reason for the rejection.

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SRM/PRD Approve Level 2 SRM Shopping Carts or PRDs totaling $10,000 or greater require an additional (Level 2) Approval.

The approval steps are the same regardless of level.

Some Approvers hold both Level 1 and Level 2 roles for their areas, in which case the second level approval can be executed within the same session from their Inbox.

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SRM/PRD Same Person Approve Level 2

2. The same purchase document or PRD will return to the message

listing for Level 2 approval.

1. After returning to Approver Inbox, click

Refresh from right-side dropdown menu

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SRM/PRD Finish Level 2 Approval

Or…simply click Approve from the

Inbox screen to complete L2 approval

Note: Some Approvers hold Level 2 authority only, in which case they may

need to review or edit the document. A Level 2 Approver may also reject the

document even though it was approved by a different Level 1 Approver.

3. Level 2 approver can drill into the document if

desired to display or edit –

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SRM/PRD Edit OverviewIf an SRM Shopping Cart or PRD needs revisions, at the Approver’s discretion, s/he can perform the edit themselves and approve rather than rejecting the document.

Examples of possible edits:

•Add or delete line items•Change cost assignment•Change delivery address•Add attachments

Edits must be completed prior to approving

Note: The following slides show an edit made to an SRM Shopping Cart. Although the visual interface of the PRD is different, the edits follow similar steps.

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SRM/PRD Edit Document1. Click Edit to

revise document

2. The following message may appear - click OK to continue

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SRM/PRD Edit Document

Note: Fields will turn white during Edit

mode allowing new entries.

3. If needed click Details to view line item detail

data

4. Edit Item Data, Account Assignment, Delivery

Location, etc., if needed in the bottom Details section

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SRM/PRD Finish Edit and Approve5. Click Approve when finished

editingReminder: Edit steps for both SRM Shopping Carts and PRDs

are similar. Simply place the document in Edit mode, make

needed changes, and click Approve.

6. Click Close to exit

window

Confirmation message

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SRM/PRD Approval Status Tabs

Approval information for SRM Shopping Carts can

be found via this tab in the bottom Details section.

SRM Shopping Cart

Approval information for the PRD can be

found via this tab in the top header section.

PRD

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SRM/PRD Tracking and Related Documents Tabs

Related Documents and tracking information for

SRM Shopping Carts can be found via this tab in the bottom Details section.

SRM Shopping Cart

Tracking information for the PRD can be

found via this tab in the top header section.

PRD

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SRM/PRD View Attachments

Attachments for Shopping Carts can be found under the Notes and Attachments tab in

the Details section

SRM Shopping Cart

Attachments for PRDs can be found under the Notes and Attachments

tab in the Header section

PRD

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Supplementary Tasks

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What Happens After Approval?Approved SAP Requisitions and SRM Shopping Carts move next to the Purchasing Division for purchase order processing. Some Shopping Cart orders are placed automatically by SRM immediately after approval.

Approved PRDs move next to Accounts Payable for payment processing. Some specific PRD category types also route to Purchasing for approval.

Rejected documents of any type return to the Inbox of the document creator.

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Inbox – Filter SettingsFilters can be used to better manage messages or find specific documents within

the Inbox.

Select from various search criteria to locate

or manage specific documents or messages

Link shows or hides Filters as

desired

User can also search messages based on specific

text

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Using Tabs Instead of Open WindowsMany myUK documents open in new browser windows by default. If desired you can

configure your browser to instead open new tabs within a single browser window.

Note: Graphics shown are from Internet Explorer 8.0 – Your browser

menu may offer different options.

Check boxes and radio buttons as

indicated and click OK

Select Tools from your browser

menu and choose Internet options

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Business Tools for the Approver SRM Shopping Cart and PRD Approvers have additional resources and business

tools via their Site Navigation pane.

Business Analysis Report offers higher-level data

relating to business areas, catalogs, purchase orders,

suppliers, etc.

Shopping Cart Report returns cart-based data on criteria such as cost center,

WBS element, date created, GL account, etc.

Display Purchase Order provides access to SAP/ SRM purchase

orders in display mode

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Closing Open Windows or TabsApprovers for SRM Shopping Carts and PRDs should always click the Close button to

exit open windows or tabs.

Note: Don’t click X to exit an open window

or tab

Click Close button to exit an open window or tab

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Log OffApprovers for all types of documents should click

Log off to end myUK session

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SRM Help Web Sites• SRM Resource Page on Purchasing web site:

http://www.uky.edu/Purchasing/srm.htm

• myHelp – MM & Purchasing Help web site: http://myHelp.uky.edu/rwd/HTML/MM.html

Both sites contain Quick Reference Cards, updated and printable course manuals, Reference Manual, etc.

• SRM Assistance Email: SRMHelp@uky.edu

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Appendix – Personal Settings for SRM and PRD Approvers

Personal Settings relate to the user’s personal data and are established via Site Navigation. Default information populates into this area based on data from Human Resources org structure.

If you are an Approver for SRM Shopping Carts or PRDs, your Personal Settings must be confirmed and set-up for all roles during the first visit to ensure successful system

operation. Note: If you have already established settings for an existing SRM role, or you are an Approver for SAP requisitions only, you are not required to

complete Personal Settings.

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Start Personal Settings

2. Click Settings from within Site

Navigation panel

Site Navigation

1. Select the Approver tab from

within myUK

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Personal Settings – Position Tab

3. Click Edit to make changes

5. Email address is the only data on right

side to be edited

4. Form of Address is required

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Personal Settings – Position Tab

Organizational and Functional Assignments populate automatically

and relate to the employee’s position.

Department Address within the Position tab is organizational

data only and will always be the 322 Peterson Building address.

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Note: None of the above items are edited within Personal Settings. If any of your

organizational or functional assignments data appears to be incorrect, or you have

changed departments, please notify srmhelp@uky.edu.

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Personal Settings – User Account Tab

6. Click User Account Tab

7. Confirm Standard Settings are correct

and/or edit as necessary

8. Click Save when finished

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