workflow requisition/voucher approval user guide · 25/7/2011 · 2. click the double right arrow...

Bi-Tech

Workflow Requisition/Voucher Approval

User Guide

Last Updated: 07/25/2011

Workflow Approval User Guide

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TABLE OF CONTENTS Approve Purchase Request Through Outlook or Webmail ............................. 3 Approve Purchase Request Through the Task List ......................................... 5 View Attachments to Purchase Request using the Task List ......................... 7 Approve Purchase Request Through the Task List for Multiple Roles or as the Backup: ......................................................................................................... 8 Approve Purchase Request Through the Purchase Request Screen (POUPPR): ........................................................................................................... 9 View Attachments to Purchase Request using POUPPR .............................. 11 Out of Office: ..................................................................................................... 12 Enable Workflow and Documents On-line ...................................................... 13 Reports .............................................................................................................. 14


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Approve Purchase Request Through Outlook or Webmail

1. Open up your Outlook client. 2. In your inbox you will see a message from [email protected] with a

subject of WORKFLOW/Action PR created by “User”. “User” is the Bi-Tech ID of the person who created the requisition.

3. To view attachments associated with the requisition you must log into Bi-Tech.

Click the Bi-Tech link at the bottom of the email. Log in to Bi-Tech and click on the “Workflow” Folder, then “Task List” (see section “View Attachments to Purchase Request Through the Task List” below for more information).

NOTE: To see if attachments exist, look in the WORKFLOW HISTORY INFORMATION section under comments. The creator will indicate if attachments exist.


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4. Approve or Reject the requisition/voucher:

a. To approve: Reply to the email and type Y, YES, or OK in the first line. b. To reject: Reply to the email and type N or NO in the first line. On subsequent lines, you may type up to 255 characters of comments. c. Delete all of the email content after your comments up to: WORKFLOW

MODEL INFORMATION (including your signature if you have one). If you do not delete the information the first 255 characters will appear in the comments section.

5. Press Send


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Approve Purchase Request Through the Task List The Task List allows the user to view and approve the requisitions/vouchers that are waiting for approval without launching the POUPPR screen.

1. Log into Bi-Tech using through MyFIT. After you logon to MyFIT , select the “Employee” tab, then click on the “Bi-Tech” link. If you have issues logging on to the system please contact Customer Service.

2. Open the “Workflow” folder. Then click “Task List”. The number of items waiting in the task list for approval will be indicated.

3. In the “Records Waiting on your Approval Section”, click on the Requisition/Voucher number that you would like to view. The requisition/voucher will be highlighted in Blue.


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4. Review the details of the requisition/voucher in the “Summary” section in the right hand portion of the Task List.

5. To view an attachment (if one exists), click on the document in the

“Attachments” section in the bottom right hand portion of the screen. (See Section: “View Attachments to Purchase Request using Task List” below for more information).

6. After reviewing the requisition/voucher you can “approve”, “reject” or “forward”

the requisition/voucher in the “History” section by clicking the “Approve” ,

“Reject” or “Forward” button. If you approve you will receive the message “Successfully Processed 1 Approval Request” at the top of the Task List.


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View Attachments to Purchase Request using the Task List 1. Log into Bi-Tech using your username and password: http://ifasweb/ifas7

NOTE: Your user name and password is NOT the same as your network username and password. If you do not know your Bi-Tech user name and password please contact the Help Desk.

2. Open the “Workflow” folder. Then click “Task List”. The number of items waiting in the task list for approval will be indicated.

3. Click on the Requisition/Voucher you want to view and approve. The current record being displayed will be highlighted in blue.

4. Click on the document in the “Attachments” section in the bottom right hand

portion of the Task List Screen. (See Section: Approve Purchase Request Through the Task List for more information).

Example of Documents Online Image Viewer

Bi-Tech Image Viewer Icon Legend:

View Thumbnail First page

Previous page

Next Page

Last Page

Zoom In

Zoom Out

Actual Size Fit to Screen

Rotate Right Rotate Left Export to PDF


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Approve Purchase Request Through the Task List for Multiple Roles or as the Backup: Initially when displaying the task list the screen displays only those items that have been directly assigned to you either individually or because someone else is set as “out of office”. When the task list displays the items for the user ID only, the task list displays the button “Show Group Tasks”. To view all items assigned directly to your user ID and any role based items that have been assigned to another user ID within your role: 1. Click the “Show Group Tasks” button in the task list. You will be able to view

and process all items associated with your user ID and roles. When the task list displays items for both the user and roles to which you belong, the task list displays the button “Show ID Tasks”. To view all items assigned directly to your user ID only: 2. Click the “Show ID Tasks” button in the task list. You will be able to view and

process all items associated with your user ID ONLY. 3. Approve as you would through the task list. (See Section: “Approve Purchase

Request Through the Task List” for more information). “Items associated with User ID Only” “Items associated with User ID AND Role”


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Approve Purchase Request Through the Purchase Request Screen (POUPPR):

1. Find the Requisition, Voucher, Food Voucher or Ed Foundation Voucher in the purchase request screen (POUPPR) that you want to approve.

To find a requisition, click on the binoculars at the top of the Bi-Tech page. Then select “FIND/SEARCH” The data fields will be empty. Enter the requisition/voucher number into the “PR:” field and press “ENTER”.

2. Click the double right arrow (on in the top left hand corner of your POUPPR screen) to open the “Side Bar”.

3. Click on the “Workflow” section.

4. Click the “Refresh” Button to view your requisition approvals in the side bar. It can take up to one minute for your requisition to be recognized by workflow.

5. Click the “Approve” , “Reject” or “Forward” button to approve,

reject or forward the requisition/voucher.

6. Enter comments if you have any, otherwise leave the comments box blank and click “Submit”.

7. After you click “Submit”, the requisition/voucher is routed to the next level of

departmental approval, based on the approval hierarchy setup by the Budget/Purchasing office. If no additional departmental approval is needed the


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requisition/voucher is routed to Purchasing, Accounts Payable, Ed Foundation or Facilities, based on the type of Requisition/ Voucher created.

8. Click the “Refresh” button in the “Workflow” section until you see your

approval and next level of approval with a status of “Pending”. It can take up to one minute for your requisition to be recognized by workflow.

Example: Requisition is approved by the creator and the supervisor. It is now waiting for processing by the next approver.


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View Attachments to Purchase Request using POUPPR

1. Find the Requisition, Voucher, Food Voucher or Ed Foundation Voucher in the purchase request screen (POUPPR) that you want to approve.

2. Click the double right arrow (on in the top left hand corner of your POUPPR screen) to open the “Side Bar”.

3. Click on the “Attachments” section. 4. Click on the title of the document you want to view in “View Attachments”. NOTE: An attachment exists for the requisition/voucher when you see Paperclip with a yellow “piece of paper” in it.

Example of Documents Online Image Viewer


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Out of Office: When a user ID is marked as “Out of Office”, they will receive no additional task list item assignments until they return and mark themselves as being back in office. The exception to the rule is when Workflow cannot find anyone else to assign the task list item to. When this occurs it is necessary to assign it a user ID whether they are marked as in office or not. When the current user ID status is “In Office”, the button in the Task List will display “Set Out of Office”. When the current user ID status is “Out of Office”, the button in the Task List will display “Set In Office”. To set your status as “Out of Office”:

1. Click the “Set Out of Office” on the task list. You will see the message “User ID: <userid> marked as ‘Out of Office’”

To set your status as “In Office”:

2. Click the “Set In Office” on the Task List. You will see the message “User ID: <userid> marked as ‘In Office’”.


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Enable Workflow and Documents On-line

1. To enable Workflow and Documents On-line log into Bi-Tech and access the “POUPPR” screen.

2. Click the “Options Menu” then “Settings”.

3. Click the “Preferences” tab. In the “Show Attachments” field, select “Upon Request.”

4. Next, click the “Screen Specific” tab. In the “Workflow Task List” field,

select “Enable”. Leave all other settings as is.

5. Click the “Apply Changes” button to save the settings.


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Reports

Purchase Requisition Approval Status: View current approval/status of a PR within Workflow. The report includes the PR#, PO#, Vendor Name, Creator, Status, Date Initiated, PR Status, Approver, WF Status, Date Assigned, Date Processed and Notes. The report has a drill down on the PR# which allows you to see the detail of the requisition from POUPPR, including requestor, line item descriptions, cost center, object code and notes.

Purchase Order Status Inquiry View detailed information about the requisition. The report includes PO information, encumbrance information, payment information and workflow information related to the requisition.