Bi-Tech. Workflow Requisition/Voucher Approval. User Guide

Transcription

1 Bi-Tech Workflow Requisition/Voucher Approval User Guide Last Updated: 07/25/2011

2 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 Out of Office: Enable Workflow and Documents On-line Reports /25/11

3 Approve Purchase Request Through Outlook or Webmail 1. Open up your Outlook client. 2. In your inbox you will see a message from bitech_workflow@fitnyc.edu 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 . 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. 3 7/25/11

4 4. Approve or Reject the requisition/voucher: a. To approve: Reply to the and type Y, YES, or OK in the first line. b. To reject: Reply to the and type N or NO in the first line. 5. Press Send On subsequent lines, you may type up to 255 characters of comments. c. Delete all of the 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. 4 7/25/11

5 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. 5 7/25/11

6 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. 6 7/25/11

7 View Attachments to Purchase Request using the Task List 1. Log into Bi-Tech using your username and password: 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 7 7/25/11

8 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 8 7/25/11

9 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 9 7/25/11

10 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. 10 7/25/11

11 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 11 7/25/11

12 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. 12 7/25/11

13 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. 13 7/25/11

14 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. 14 7/25/11