Instructions for reviewing, approving, or rejecting iProcurement transactions using the Stanford Mobile Approvals app. Transaction types include purchase requisitions created in iProcurement (i.e., Amazon Business, SmartMart Catalog Suppliers, SmartMart Contracts, or Non-catalog Requests including change orders) and purchase order PTA change requests submitting using the Requisition and Purchase Order query tool.
Review, Approve, or Reject a iProcurement Transaction Using the Stanford Mobile Approvals App
Before You Start
Notifications are sent to designated approvers and FYI recipients alerting them when a transaction requires review or approval. Approvers will need:
- Requisition Approval authority granted in Authority Manager to review and approve purchase requisitions and purchase order PTA change requests. Refer to Topic Overview: Financial Transaction Approval.
- Access to the Stanford Mobile Approvals app on a mobile device. Refer to Learn About System: Stanford Mobile Approvals.
Follow Proper Use of Funds guidance and utilize the Expenditure Transaction Approval Checklist to ensure compliance with university policies.
- Open Stanford Approvals app on a mobile device
When opening the app for the first time, select Allow to “Stanford Approvals” Would Like to Send You Notifications.
- Select Login with Stanford SSO
- Enter SUNet ID and Password
Approvers are responsible for reviewing the requisition to ensure:
- Expenditure is reasonable, necessary and complies with all university policies
- Charges are correct, allowable for the account, allocable and properly coded
- Charges are appropriately documented and are recorded in a consistent manner
- Funds are available in the account being charged
- From the Home screen, select the Requisition tile
- Select the requisition from the Pending with Me Queue
The Queue display includes requisition number, preparers name, date sent, and total dollar amount.
From the Purchase Requisition screen, the approver can swipe to view all requisition details including header, lines, approvers, attachments, and approval action buttons.
- Review Description for clarity and completeness
- Review Total and Tax amounts
- Check to see if a Contract is required (Yes, No)
- Swipe to the right and left to review all Line item details including:
- PTAE
- Description
- Supplier
- Unit
- Quantity
- Price
- Swipe down and select the down arrow to review Approvers included in the routing:
- Action: Submitted applies to the preparer
- Action: Notified applies to FYI recipients
- Action: Pending and Action: Approved applies to approvers
- When applicable, End Route approvers are noted
- Select Attachments and review for required documentation (e.g., Statement of Work, Single/Sole Source Justification form, contract agreement)
It is recommended to attach one or more competitive bids or a completed Single/Sole Source Justification form. Procurement Services is required to validate competitive supplier selection over a threshold that is dependent on the funding source. Certain departments may require competitive bids or a Single/Sole Source Justification form using their own threshold level. Contact your department finance manager regarding specific details.
Prior to someone submitting a purchase order PTA change request, the system verifies that the purchase order:
- Has had no invoice activity. In this case, the requester can change the PTA for all future invoices.
- Has pending invoices with a “no hold” status and there are funds remaining on the PO. The PTA change(s) will only apply to future invoices with a “no hold” status. If the invoice is already paid, use iJournals to transfer the expense to the correct PTA(E).
- Is not a Subaward Purchase Order.
Approvers are responsible for reviewing the transaction to ensure:
- Charges are allowable and allocable for the PTA account(s)
- Funds are available in the PTA account being charged
- From the Home screen, select the PO PTA Change tile
- Select the PTA Change for PO: ######## from the Pending with Me Queue
The Queue display includes purchase order number, preparers name, and date sent.
From the PTA Change screen, red text in the header indicates which line(s) are included in the PTA Change request. The approver can swipe down to review line details and to the right to review all PO lines including lines with no change requested.
- Swipe down to review Change PTA Line item details including:
- Description
- Old PTA
- Qty Submitted
- Unit Price
- Ext. Price
- New PTA
- Qty Eligible
- Unit Price
- Ext. Price Eligible
- Approver
- Request status (Eligible in full or Partially eligible)
- Reason
- Swipe to the right to review all other PO line items
PO Line items indicating Request: No change will not include any New PTA information. They are included as reference only for approvers.
- Swipe down and select the down arrow to review Approvers included in the routing:
- Action: Submitted applies to the preparer
- Action: Notified applies to FYI recipients
- Action: Pending and Action: Approved applies to approvers
- When applicable, End Route approvers are noted
- Select Approve if the transaction is correct, or
- Enter an explanation in the Note box at the bottom of the notification and select Reject to return the transaction to the originator for additional information or updates.
Selecting Approve or Reject returns the screen to the Queue - Pending with Me.
- Review other transactions from the Pending With Me Queue.
- Select Processed to view Your actions in the last 3 days.
- Select Account to:
- Enable Push Notifications
- Review Accessibility policy or report an accessibility issue
- Submit Help Request
- Logout
- When Action = Approved for all approvers included in a purchase requisition routing list, the next step is dependent on the order type:
- Amazon Business or SmartMart Requisition:
- The order is immediately placed with the supplier.
- Standard Requisition:
- For all non-catalog requisitions: Procurement Services validates competitive supplier selection over a threshold that is dependent on the funding source.
- Amazon Business or SmartMart Requisition: