URI Financials
On-Line
Requisition
Approval Process
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Contents
1) Signature Authorization
a) Level 1
b) Level 2
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c) Level 3
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2) Document Flow
a) Level 1
b) Level 2
c) Level 3
3) Approved Requisitions – Routings
4) Denied Requisitions – Routing
5) URI Home Page
6) E-Campus – Financials Administration
7) Financials
a) Financials Link
b) User Name/Password
c) Change Password Link
d) Change Password (New Users)
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Contents Cont
8) Worklist Link
9) Worklist Page
10) Requisition Chartfield Approval
a) Approve/Deny
b) View Printable Req
c) Transfer to Req Inquiry
d) Save
e) View Worklist
f)Previous in List
g) Next in List
11) Requisition Chartfield Approval
a) Header
b) Type
c) Distribution
d) Amount/Quantity
e) Approval History
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Contents Continued
12) Requisition Chartfield Approval – Details Page
1) Category
2) Description
3) Vendor ID
4) Vendor Name
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Signature Authorization – Level 1
Level 1 – Staff is Level 1 Approver because the Document College
Requisition is checked. This includes Limited Value Purchase
Orders.
ChartField String
Fund = 500
Dept = 2411
Program = 0000
Project = 0000385
Level 1
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Signature Authorization – Level 2
Level 2 - Lee Ann is a Level 2 Approver because both
College Requisition and the Level 2 boxes are checked.
Level 2 – (Optional)
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Signature Authorization – Level 3
Bond
Funds
•
•
•
•
214
215
216
412
Level 3 Approval
(Depends on Fund)
Grants and
Contract
Foundation
• 500
• 401
Level 3 - There may be another level of Approval required
depending on the CFS. This includes Bond Funds, Grants &
Contract and Foundation. These routing’s primarily are
determined by the Fund but will route by Project to the
Responsible Accountant when Fund 500 is utilized.
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•Document Flow
After a Requisition has been entered by a Requester and the status is “Pending” and
not on “Hold”:
o Level 1 - Approver(s) will receive an e-mail that Requisition XXXXXXXXXXXXX is
seeking level 1 approval. These are the Authorized Signatories from Signature
Authorization for that Chartfield String.
Note: If there are multiple Approvers on the Chartfield string each Approver
will receive the e-mail.
When one of these Approvers, selects the Requisition, it no longer
appears on any of the Level 1’s Worklist and must be acted on by
Approving/Denying or Reassigning. After Approval at Level 1 the Req is
automatically moved to the next level.
o 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
Approval.
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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
Level 2 Approver wants another Signatory approving the transaction prior to
their Approval, then they should wait to receive the Level 2 Request for
Approval. When one of these Approvers selects the Requisition it no longer
appears on any of the Level 2’s Worklist and is moved to the next step
depending on the requirement for that CFS.
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•Document Flow Continued
Level 3 - Some ChartField strings may have
Level 3 Requirement which is determined by
the Fund.
Grant & Contract
Accountants
Business
Services
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Bond Funds
Grants and Contract
Foundation
Foundation
Require a Level 3 Authorization. If required,
Level 3 Approvers will receive an Email that
says.
Requisition XXXXXXXXXXXXX is seeking level 3
Approval.
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Approved Requisitions - Routings
Requisition
Type
Routings are based on the type of
Requisition:
LV
IV
Requester
CR
Purchasing
SC
Research
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oLV/IV – Limited Values and Internal
Vendors Automatically generate to a
Purchase Order, which means the
Requester will be receiving the LVPO or
Internal PO via email.
oCR, SC – College Requisitions are
routed to Purchasing and Sub Contracts
are routed to Research, for additional
work, i.e. bids, quotes, etc and can be
re-routed through the Approval process
if deemed necessary.
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This Req
is a mess!
I can’t
approve
this!!
DENIED
•Denied Requisitions:
A Requisition can be denied at any level
and once Denied is routed back to the
Requester with Comments from the person
Denying.
If Denied, regardless of what level it is
Denied at, the Requisition will begin from
Level 1 and go through the entire Approval
process again.
I need to rework my Req. It
was denied!!
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URI Home Page
Click e-Campus
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Click the Log on Button
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•Log On – Log into PeopleSoft Financials using your UserID and Password
Enter your User Id and
Password below:
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NEW USERS:
Please change
your password.
Click the Change
my Password link
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Enter Current
Password – 123456
Enter 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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Worklist Page
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
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Requisition ChartField Approval page - Action Buttons
A
B
C
D
E
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 Requisition
Hyperlink.
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Requisition ChartField Approval – Viewing Attachments Continued
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 Page
Click 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.
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Requisition ChartField Approval – Approval History Continued
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Worklist Page - Reassign Button
If you need to Reassign a Req:
Worklist Page - Click Reassign
Ensure 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 Quiz
This 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 setup
as an Approver in Production.
https://sakai.uri.edu/portal/site/c5c792c8-cbee-4759-a77a-4efa5d7aff72/page/7a628c939b5f-44a1-82ba-2e7324697472
If you do not have a PeopleSoft Financials Login you will also need to complete
The Financials Security Form located on our Financials site.
PS Financials Security Form
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