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Module: Purchasing Topic: Requisition Processing How to Approve/Reject/Hold a Requisition Munis Version 11.3

How to Approve/Reject/Hold a Requisition Objective This document provides step-by-step instruction on how to approve or reject a requisition in the Munis Requisition Approval program. It assumes that the user may need to modify default information provided by the system, but uses a minimal amount of options available in the program. It is intended for a user who already has a basic understanding of the Munis requisition entry program.

Overview By approving/rejecting a requisition, you are authorizing/disapproving funds to make a purchase. As soon as the requisition is entered with an expense account, the funds are set aside, or “pre encumbered” in the General Ledger account. After the requisition is released, it goes through the approval process after which it is converted into a purchase order. The PO is sent to the vendor as authorization to provide the goods or services requested.

Prerequisites Before you begin, the following parameters and/or codes must exist. If they do not, you may need to contact your MUNIS System Administrator or Department Manager to have the codes updated or added into the MUNIS system. • Requisition(s) must be completed and released. • Workflow business rules must be established that apply to the requisitioner’s department.

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• As an approver, you will have been notified via email or Munis Dashboard Notifications of pending requisitions for approval.

An Approver’s MUNIS User ID must be properly configured in Role Maintenance. See Admin > Security > Role Maintenance.

Procedure 1. Open the Tyler Menu

*Each user’s Tyler Menu will have different menu options*. Users can save “Quick Links” onto Dashboard.

2. Open the Requisition Approvals Financials > Purchasing > Purchase Order Processing Menu > Requisition Approvals

3. Click Select on the Munis Ribbon. This will allow you to choose and view all requisitions in your queue for approval.

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4. To view the details of each requisition in your queue, highlight the requisition you would like to view and

click view requisitions on the Munis Ribbon. This will allow you to look at all information on the requisition including the attachments. (Requisitions under $5000 do not require attachments but is encouraged. Requisitions over $5000 need to have 3 quotes or justification documentation attached. Purchases using Cooperative Contracts require the cooperative contract number printed on the quote.) You can use the arrows at the bottom of the screen to click between Tabs of the requisition and all requisitions in your queue.

5. When auditing a requisition, always make sure you are using the long form (select “switch form” on the

Munis Ribbon) to review the information under each tab for accuracy. Notice under the Main tab, the mailing address for this requisition is all zeros. This means that the end user selected a PCard vendor instead of a requisition vendor who will have a full address.

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Under the Terms/Miscellaneous Tab, review to make sure all information is correct. If the department is procuring through a MUNIS/Horry County Contract, make sure that there is a contract number keyed in the appropriate space.

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Under the User Defined tab, make sure the Fields are filled out correctly. If a correction needs to be made, contact the department, requesting the correction. Depending on the correction made, the requisition may “cancel” in the workflow and cycle back through the workflow process for approval.

6. When review of the requisition is complete, Click return on the Munis Ribbon.

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7. Under the Code Column, choose whether to Approve, Reject, or Hold for each requisition in your queue. If you do not choose an option from the drop down, your requisition will stay in your queue.

o Approval: Approves the requisition and submits it to the next approver or to the purchasing department if all approvals are complete.

o Hold: Keeps the requisition open so that it may be considered at a later date. If you type H (Hold) in the Code box, the cursor moves to the Hold/Rejection Comment box. Type a reason

for the hold status and click accept .

o Reject: Rejects the request, returns it to a status 1, and resets affected accounts. If you type R (Reject) in the Code box, the program displays a Rejection Notes screen. Type the reason for

the rejection and click accept . The Requisition Approval screen displays your comments in the Hold/Rejection Comment box. Rejected requisitions can be reopened, modified, and resubmitted.

8. Once all codes are chosen, click Accept .

9. On the Munis Ribbon in the Menu Section, click Process.

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Results The requisition has now moved forward in workflow. It will go through workflow for all necessary approvals. Once all approvals are completed, the requisition is converted to a purchase order and will have a “Printed” status. In the “Printed” status, a copy of the purchase order will be attached in TCM for viewing and manual printing by department users.

Status Change The following are valid status values for requisition approvals:

• 1- Rejected: The requisition has been rejected by an approver. Click the Approvers button to view the rejection comments. To update a rejected requisition, click the Activate button.

• 2- Created: The requisition header (general) details have been entered, but general ledger (GL) details have not been entered, or, the requisition has header and GL detail, but does not have the appropriate budget to move it to a Status 4. In this case, a budget transfer must be made and posted, after which, you can click the Allocate button to move the requisition to a status 4-Allocated.

• 4- Allocated: The requisition has been entered and has been allocated (charged) to a general ledger account, therefore money is being taken from available budget. The requisition has not been released into Workflow. A requisition must be in a status 4-Allocated to be released into Workflow; click Release to initiate the Workflow process.

• 5- Released: The requisition has been released into Workflow and is awaiting approval. Click the Approvers button to see the current approval status.

• 6- Posted: The requisition has been fully approved in Workflow and is ready to be converted to a purchase order.

• 8- Printed: The purchase order has been virtually printed and attached in TCM. • 0- Converted: The requisition has been converted to a purchase order. The number is included on the

Terms/Miscellaneous tab in Requisition Entry.