Procurement card request workflow

A procurement card request is used to request a new procurement card and route the request through review and approval before the card is activated.
A standard request follows this work flow:
  1. A new request is created.
  2. The request is released for manager review.
  3. The manager approves, rejects, or returns the request for rework.
  4. An approved request is routers for procurement card administrator review.
  5. Card details are specified during final review.
  6. The request is approved and activated.

If the request is released by a procurement card administrator, manager review is bypassed and the request is routed directly for final processing.

This table shows the procurement card requests:
Status Description
New The request is created but not released for approval.
Released The request is released for manager review.
Unapproved The request is for procurement card administrator review.
Approved The request is approved for final processing.
Activated The procurement card request is activated.
Rejected The request was rejected during review.

A request can be returned to New status when additional information or corrections are required.

Note: 
  • A request cannot be released if the employee does not have a supervisor defined.
  • A maximum of five companies can be associated with one procurement card request.
  • Proxy information is not required while the request is in New or Released status, but proxy information must be resolved before final activation when applicable.
  • Card details are specified during final administrator review and are not available to the requester or manager.

Prerequisites for procurement card request approval routing

Before using the procurement card request approval workflow, verify that these configurations are complete.

Enable the process definition:
  1. Verify that the PfiServiceFlowDefinition service is selected and enabled.
  2. In the Process Server Administrator application, select Configuration > Service Definitions.
  3. Search for PCardRequestApproval in the Service column.
  4. Open the service definition record and verify that it is enabled.
  5. If the Service Process Definitions list is empty, click Create.
  6. Add the PCardRequestApproval process definition.
  7. Save the record.
Configure approval user tasks:
  1. In the Process Server Administrator application, select Configuration > User Configuration > Tasks.
  2. Search for PCardRequest in the Task Name column.
  3. For each approval level, create user task assignments for the required approvers:
    • PCardRequestApproverLevel1
    • PCardRequestApproverLevel2

Enable procurement card request approval flow:

  1. Select Procurement Cards > Procurement Card.
  2. On the Procurement Card Programs and Companies tab, select the procurement card program that will be used for procurement card requests.
  3. Select Use Procurement Card Request Approval Flow.
    Note: The procurement card request approval workflow is available only when the required process definition, user task assignments, and procurement card program configuration are complete.