Purchase requisition approval process

Before a purchase requisition can be converted to a purchase order or a request for quotation (RFQ), it must be approved by an approver or a list of approvers. An approver is a valid employee or department authorized to approve submitted requisitions. Approvers can approve or reject requisitions.

Specifying the approver list

In the Approvers (tdpur2105m000) session, you can maintain a list of valid requisition approvers (individuals or departments) and define a hierarchy in the approval structure.

Before adding to the approver list:

  1. Define employees and departments in the Employees - General (tccom0101m000) and Departments (tcmcs0565m000) sessions.
  2. Because an individual approver can belong to only one department, define an employee's department defaults in the Employees - General (tccom0101m000) session.
  3. The approver's effective date and expiry date must be valid and must be verified in the Employees - General (tccom0101m000) session. Also, the Approver, as specified in the Approvers (tdpur2105m000) session, must have a valid Effective Date and Expiry Date.
Note: 
  • The Department field in the Approvers (tdpur2105m000) session is a mandatory field. If an approver is selected in the Approver field of the Approvers (tdpur2105m000) session, the approver must belong to the selected approver department.
  • Only approver departments that are purchase offices and individual approvers from the purchase office, are allowed to perform final approval on a purchase requisition.

Use the Print Approvers (tdpur2405m000) session to print the approver list.

Approving or rejecting purchase requisitions

When a purchase requisition is submitted for approval, based on the linked approver list from the Approvers (tdpur2105m000) session, approval records are inserted in the Purchase Requisition Approval Progress (tdpur2506m000) session.

Usually, the following steps are caried out in the approval process:

  1. The first approval record is filled with the Approver and Approver Department from the requisition header. If the approver has a parent approver in the approver list, a next approval record is inserted with this parent approver. The complete approver tree is inserted based on the parent approvers in the approver list. These approval records have the pending approval status.
  2. When the first approver approves or rejects the requisition, the status of the approval record changes from Pending Approval to Approved or Rejected. When the requisition is approved by the first approver, the Approver and Approver Department fields on the requisition header are updated with the approver and approver department of the next approval record/next approver.
  3. When the requisition is approved by all approvers on the approver list, the requisition status is changed from Pending Approval to approved. If an approval record with the Pending Approval is still available in the Purchase Requisition Approval Progress (tdpur2506m000) session, which means a next approver must still judge the requisition, the requisition status remains Pending Approval.
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