This page provides instructions for reviewing, approving, or rejecting purchase requisitions created in iProcurement (i.e., AmazonBusiness, SmartMart Catalog Suppliers or Non-catalog Requests) using the Stanford Mobile Approvals app.
Review, Approve, or Reject a Purchase Requisition 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. You will need:
- Requisition Approval authority granted in Authority Manager to review and approve purchase requisitions. Refer to Topic Overview: Financial Transaction Approval.
- Access to the Stanford Mobile Approvals app on your 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 your mobile device
When you open the app for the first time, select Allow to “Stanford Approvals” Would Like to Send You Notifications.
- Select Login with Stanford SSO
- Enter your 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 under Pending with Me
The home page display below includes requisition number, preparers name, date sent, and total dollar amount.
From the Purchase Requisition screen below, 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 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.
- 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 for updates to:
- PTAE information
- Approvers
- Purchase line items
- Attached documentation
Selecting Approve or Reject returns the screen to the Home page.
- Review other requisitions under Pending With Me.
- Select Account - Settings to:
- Enable Push Notifications
- Modify default Schedule for push notifications
- Report an Accessibility issue
- Logout
- Select Processed to view your actions taken in the last 3 days.
- 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:
