Requisition Approvals by Line

Is it possible to manage approvals at a requisition line level? For example, a single order contains items approved for order and at least one item not approved. Can the single item be rejected and the others approved? Ideally, we'd allow other lines to be processed, but not the rejected line(s) without having to reject the whole requisition. How are others doing their requisition approval process? Thank you.

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flewis

Hi Stace!

I don't remember having a client do this, or even doing it when I was on the client side, but I think you can try testing changing the Req Approval Process at the Inventory Company level.

You can also set it at the REQ LOC level:

You can also do it at the Requester Level:

Hope this helps.

Stace Webley

Thank you, Frank. Do you remember why you or other clients you've consulted with chose not to go this route?

rkhickam

Stace - Children's Mercy Kansas City converted from v9 to FSM in October 2018. We have a custom Requisition / Invoice Approval IPA in use. During our implementation we had several conversations with a sub-set of Managers from our larger departments, Finance, AP.... We stayed away from line-item level approvals based upon feedback the groups. We have an approval hierarchy that can stair step up 7 levels based on teh "cost center" and $ amount. One of the major issues we heard from Department managers at that time is they wanted to streamline the approval process and were concerned increasing the action could lead to delays with the actual approval -- more emails...... May not be relative for your organization but food for thought.

flewis

Hi Stace!

Primarily our clients have setups similar to what Bob described in his answer, with approval hierarchy/IPA flows that take advantage of item locations and setups. As a client myself, the approvers for most of our departments were primarily nursing staff, and as such did not want to spend considerable time approving requisition lines. We also encourage clients to separate items that require approval separate from items on requisitions so that easily processed requisitions go through the process unimpeded.

Stace Webley

Thank you both for the feedback. If I understand correctly, the users should separate orders that would require approval and those that would not. This way a mixed order wouldn't be held up or entirely rejected because one or more items is not approved. Do I have that right?

The purpose for this is asking leaders to approve orders at the line level would be more work and cause delays, so instead they approve based on a dollar amount. Does this mean they aren't reviewing the lines that require approval to know what is being requested? I'm missing something in this flow I think.

jreese

We've been using the same approval flow for over 12 years here. We don't allow for mixed orders so that is one of the first test and if they did mix then it is rejected. Next check is if it requires approval or not and if it doesn't it is automatically approved and if it does require approval goes through the process. All approvals can be done through the email link which shows the basic information they need to know to approve but does give them a button to open the actual requisition to see all the details if they wish.

I am not sure the full reasoning but I have always in the 25+ years I have been supporting this app have been told to avoid doing line item approval so I have.

rkhickam

Stace, I should have added more context, we segregate requisitions, any requisition where the item type = I or Requesting Location is a PAR (InventoryLocation.LocationType = "P") are auto approved within the custom Approval flow. There is a training initiative for requesters, but for our organization with multiple inventory locations and +/- 1500 Requesters we find the staff generating the requisitions know what's in inventory or not, we also train to look at item type within RSS on the front end. We reject mixed requisitions which causes some confusion for new staff. ---

Stace Webley

Thank you all for your comments and feedback. We welcome anymore if there is anything else organizations do for requisition approvals.

unknown

Ours works very similar to Bob Hickman's. We originally were looking at line level, but some reqs can get rather lengthy so we decided to keep ours at header level. We tried to utilize the unrelease option but end users pretty much only use approve or reject. We were told that we could have mixed reqs (stock and non-stock) during the conversion but have since found that those reqs get caught up in the flow and can't finish without user actions.

robert-canham

We do requisition header approvals as well with the routing based on the header company and default cost center. We also changed the Unrelease action to be called "Send Back" for the approvers. It seems to make more sense to them.

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