Requisition Approval: As an Approver
How to review and approve/reject requisitions in the role of an approver
Written by Jarrad Sonnenberg
Updated at September 27th, 2023
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Requisition Approval Processing Suite (RAPS)
RAPS Setup RAPS Utilities RAPS Requisition Entry RAPS Requisition Approval RAPS Convert Approved Reqs RAPS Purchase Order Cancel RAPS Delegation Maintenance RAPS Contract Module RAPS Expediting Module RAPS Pre-Revision Quotation Module RAPS - ATC Process (Approval to Commit) RAPS Enquiry by PSA Air Department RAPS Cost Controllers RAPS Unbudgeted/Budgeted
- AP - Automated Invoice Workflow
- AP - Payment Approval Management
- Global Upload Program (GUP)
- Document Register (DocReg)
- Rotables / Component Changeout
- Standard Pronto Modules
- PSA HelpDesk
The approver in the requisition process is somebody who is routed requisitions for their approval. The approver has a number of functions they can perform.
The typical screen appears as per the below. Each of the modes and fields could be different depending on the major function flags used within RAPS. This guide will summarize the functionality of each mode and field on the screen and will attempt to provide guidance on each major function flag that could impact it.
The main functionality of this screen as an approver is to Approver, Acknowledge, or Reject the requisitions in your queue. Approving and Acknowledgement has to do with the approval limits that each user has.
Modes
Find
This mode will allow the user to search this data grid by Order No.
Cancel
The mode allows only the end user to cancel the req. If a user tries and use this mode as the buyer or approver they will get the error message below.
Header
This mode will allow the user to review the header information on the requisition. At this stage the header information is unable to be corrected by the approver
Lines
This mode will allow the user to review the line information on the requisition. At this stage the line information is unable to be corrected by the approver
Approve
The mode is used to approve the requisition and move it into a purchase order. This mode checks the users approval limits set in the RAPS Officer Table. If the user does not have the limit to approve the order they will get the error message below.
Acknowledge
The mode is used to acknowledge the requisition and move it to the next level approver. This mode checks the users approval limits set in the RAPS Officer Table. If the user does have the limit to approve the order they will get the error message below when they use Acknowledge
Show All
This mode allows the user to view all requisition that they have submitted or that sits with another user below them in the approval tree. This mode can be used to “reach down” and approve/acknowledge a requisition if you sit higher on the RAP Officer Table Authorization.
Reject
This mode is used to reject the requisition and send it back to the end user that raised the req. During the rejection, a notes word pad will pop up. These are notes that the rejector can use to communicate to the end user on the reason for the rejection.
Budget Review
The budget review mode allows the user to see what the budget amount is for the year vs what was used to date.
Notes
The notes mode allows the user to add notes to the requisition.
Actioned
This mode has been retired.
Next Action By
The user can use the Next Action By Mode to see where the req is during the process. This mode will show the end user which user or users it is sitting with and that users approval level.
Audit
The audit mode allows the user to see the historic of modifications made to the requisition.
Cashflow
Cashflow mode is only used when the ATC Module is on. This mode is used to forecast when expenses will hit each month/year. For more information please view the ATC Wiki
DocReg PO
The doc reg button opens up a new tab which takes the user to the document register website. This is the folder where the files are hosted.
Fields
Order No
The field shows the Order Number of the requisition
BackOrder Flag
This field shows if there is a backorder flag associated with the requisition. If this field is blank, then there is no backorder flag associated with that specific requisition.
Supplier Name
This field shows you the name of the supplier that is on the header of the requisition
Whse
This field shows the warehouse that was chosen during the entry of the requisition. This can be edited by the buyer and the end user.
Department
This field shows which department has raised the requisition
Due
This field shows when the requisition was entered.
User
This field shows the name of the user that raised the requisition
Req. Total
This shows the total amount of all the items on the requisition. This amount is shown in the suppliers currency.
Currency
This shows the currency of the chosen supplier.
Local Amount
This is the total amount of all the items on the requisition in the local currency
