This page provides instructions for reviewing, approving or rejecting purchase requisitions created in iProcurement (i.e., Amazon Business, SmartMart Catalog Suppliers, Non-catalog Requests, and SmartMart Contract requisitions) using the Oracle Workflow Notifications laptop/desktop web interface. Alternatively, you can review, approve, or reject purchase requisitions using the Stanford Mobile Approvals app.
Approve or Reject a Purchase Requisition
Before You Start
Notifications are sent to designated approvers alerting them that a transaction requires review and approval. You will need a SUNet ID and password and have Requisition Approval authority granted in Authority Manager. Refer to Topic Overview: Financial Transaction Approval.
Follow Proper Use of Funds guidance and utilize the Expenditure Transaction Approval Checklist to ensure compliance with university policies.
- Log in to Oracle Financials
- Select SU Workflow Notifications in the left box in the Navigator
- Select Workflow Notifications
- Select the Notifications link in the right box in the Navigator
The email notification contains a link to the Notifications Worklist.
- Select View Requisition details in Related Applications to see specific details and attachments about the requisition (you must be logged into Oracle to use this link)
- Select Login from the Oracle Home Page
- Select Worklist
- Select the Requisition from your Worklist
- Select Please click here to respond in the Related Applications section to open the requisition in Workflow Notifications
Approvers review 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
- Review description for clarity and completeness
- Review the PTA and amount
- Select the attachment(s) and review the documents
NOTE: All financial approvers in the approver routing list (not including FYI Viewers) will see a Sourcing ID field (see screenshot below) that indicates the type of supplier sourcing selection (e.g., competitive bid, single source justification or sole source justification). This applies to purchase requisitions and change orders that exceed a threshold for validation of competitive supplier selection and that is dependent on the funding source. Regardless of the threshold, it is recommended to attach one or more competitive bids or a completed Single/Sole Source Justification form. 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.
- Select Approve if the requisition is correct, or
- Enter an explanation in the Note box at the bottom of the notification and select Reject to return the requisition to the originator
Selecting Approve or Reject returns the screen to the Notifications Worklist.
- If the requisition is approved, 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 is required to validate competitive supplier selection over a threshold that is dependent on the funding source.
- If the requisition is rejected, it is routed back to the preparer for correction. Dependent on the rejection reason, the preparer can:
- Change PTA information
- Change approvers
- Change delivery location
- Add lines
- Include a Single/Sole Source Justification form as an attachment
- Include other attachments