Managing a Denied Requisition
Purpose: Use this document as a reference to view, edit, and resubmit a denied Requisition in ctcLink.
Audience: Requestors and/or Purchasing staff/supervisors.
You must have at least one of these local college managed security roles:
- <there are no college-assignable roles>
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.
Within the Purchasing Module, when a Requisition (or Purchase Order) is denied, a comment or reason is provided by the Approver. The Requester has the opportunity to edit/correct the error and resubmit. Some common reasons why a requisition/purchase order would be denied and possible solution:
- Incorrect Accounting Distribution or ChartString, i.e. wrong Class field. Requester can navigate to the Distribution page and update the incorrect ChartField.
- Attributes are incorrect i.e. Amount Only vs. Quantity. Requester navigates to the Attributes tab and selects/deselects the Amount Only checkbox.
- No Documentation Attached. Requester navigates to the REQ/PO adds the attachments and resubmits REQ/PO.
Navigation: Purchasing > Requisitions > Add/Update Requisitions
- The Requisition search page displays. Use the search criteria to locate the denied Requisition by setting the Requisition Status = Denied.
- Select the Search button and select the requisition number.
- The Maintain Requisitions page displays. Select the View Approvals link towards the bottom of the page.
- The View Approvals window displays. Use the expand arrow icons and/or View/Hide Comments link to view the reason or comment why denied.
Navigation: Purchasing > Requisitions > Add/Update Requisitions
- The Requisition search page displays. Use the search criteria to locate the denied Requisition by setting the Requisition Status = Denied.
- Select the Search button and select the requisition number.
- The Maintain Requisitions page displays. Note the Status is 'Denied'.
- Make necessary error corrections/changes. Select the Save button to save changes and update status from Denied to Pending.
To update a REQ from Denied to Pending status, the change will need to be a significant change, like a Amount change or a ChartField update.
After making changes required according to the Approvers denial, select the Save button to update the Requisitions from Denied to Pending status.
The Requisition (or PO) will automatically re-submit to the Approval queue and route to the first Approver.
Video Tutorial
The video below demonstrates the process actions described in the steps listed above. There is no audio included with this video. Select the play button to start the video.
View Tutorial via Panopto
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