Sending Purchasing Approval Reminders

Purpose: Use this document as a reference for sending purchase order and/or requisition approval reminders in ctcLink.

Audience: Purchasing Approval Process Administrators

You must have at least one of these local college managed security roles:

  • ZZ_AWE_ADMIN_XXX

You must also set these User Preference Definitions:

If you need assistance with the above security roles or User Preference Definitions, please contact your local college supervisor or IT Admin to request role access.

User Preferences Setup to Send PO and/or REQ Approval Reminders

Navigation: Set Up Financials/Supply Chain > Common Definitions > User Preferences > Define User Preferences > Purchase Order Authorizations (or Requisition Authorizations for requisition transactions).

  1. The User Preferences Find an Existing Value page displays. Enter or lookup User ID number.
  2. Select the Search button.
  3. The User Preferences page displays. Select the Procurement link.
User Preferences main page
  1. The Procurement tab page displays. Select the following links to enable approval reminder workflow for Requisition Authorizations and/or Purchase Order Authorizations.
Define user preferences procurement tab page
Purchase Order (PO) Authorizations
  1. The Purchase Order Authorizations window displays. Select the checkbox 'Can Send Approval Reminders'.
  2. Select OK to return to the main User Preferences - Procurement page.
  3. Select the Save button to save changes.
  4. Process complete.
Purchase Order Authorizations page
Requisition (REQ) Authorizations
  1. The Requisition Authorizations window displays. Select the checkbox 'Can Send Approval Reminder'.
  2. Select OK to return to the main User Preferences - Procurement page.
  3. Select the Save button to save changes.
  4. Process complete.
Requistion Authorizations page
Sending Purchase Order (PO) Approval Reminders via the Buyer's Workbench

For help setting up the Buyer's Workbench, please see Using Buyer's Workbench.

Navigation: Purchasing > Purchase Orders > Buyer's Workbench

  1. Once your user preference is defined, navigate to the Buyer's Workbench.
  2. The Buyer's Workbench search page displays.
  3. If you have run this process or report in the past, select the Find an Existing Value tab to enter an existing Run Control ID and select the Search button. If this is the first time running this process or report, select the Add a New Value tab to create a new Run Control ID and select the Add button. 
    • NOTE: It is important to note that Run Control IDs cannot be deleted. Do not include spaces in your Run Control. We encourage the Run Control ID to have the same process naming convention but unique to the step; because of this, including your institution code and a short process description in the Run Control ID is recommended--e.g., WA160_BWB (College, Process).
  4. The Buyer's WorkBench Filter Options page displays. In the Status section, select the checkbox for 'Pending Approval for more than'.
  5. By marking the 'Pending Approval for more than' option, the free text field 'days' displays. Enter in the number of days.
  6. Select the Search button.
Buyer's Workbench filter options page
  1. The Buyer's Workbench page displays. Enter in a Description.
  2. Select the Approval tab to review information such as 'PO Status' and 'No of Days Pending' columns.
  3. Mark the Purchase Order(s) checkbox and select the Send Approval Reminder button.

Select the View All / View 5 to view all available IDs.

Enter a description and select PO and send approval reminder button
  1. A message displays 'Approval Reminders have been sent for the selected Purchase Orders.' The Approver will receive an email notification.
  2. Note the status in the Last Notified On column is updated. Select OK to return to the Buyer's Workbench.
Message displays. Select OK
  1. Process complete.
Sending Requisition (REQ) Approval Reminders via the Requester's Workbench

For help setting up the Requester's Workbench, please see Using Requester's Workbench.

Navigation: Purchasing > Requisitions > Requester's Workbench

  1. Once your user preference is defined, navigate to the Requester's Workbench.
  2. The Requester's Workbench search page displays.
  3. If you have run this process or report in the past, select the Find an Existing Value tab to enter an existing Run Control ID and select the Search button. If this is the first time running this process or report, select the Add a New Value tab to create a new Run Control ID and select the Add button. 
    • NOTE: It is important to note that Run Control IDs cannot be deleted. Do not include spaces in your Run Control. We encourage the Run Control ID to have the same process naming convention but unique to the step; because of this, including your institution code and a short process description in the Run Control ID is recommended--e.g., WA160_REQWB (College, Process).
  4. The Requester's WorkBench Filter Options page displays. In the Status section, select the checkbox for 'Pending Approval for more than'.
  5. By marking the 'Pending Approval for more than' option, the free text field 'days' displays. Enter in the number of days.
  6. Select the Search button.
Select Pending Approval for more than and enter days
  1. The Requester's Workbench page displays. Enter in a Description.
  2. Select the Approval tab to review information such as 'Requisition Status' and 'No of Days Pending' columns.
  3. Mark the Requisition(s) checkbox and select the Send Approval Reminder button.

Select the View All / View 5 to view all available IDs.

Requesters workbench displays. Select the REQ ids and select the send approval reminder button
  1. A message window displays 'Approval Reminders have been sent for the selected Reqs.' The Approver will receive an email notification.
  2. Note the status in the Last Notified On column is updated. Select the OK button to return to the Requester's Workbench.
message window displays that reminders have been sent
  1. Process complete.

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