How to Have Purchase Documents Approved When the Approver is on Unplanned Vacation?

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Blog | Apr 8, 2016

How to Have Purchase Documents Approved When the Approver is on Unplanned Vacation?


The ‘Forward Documents’ feature helps to manage purchase documents and keep them moving through the approval hierarchy to procure the required material/services for the organization. Saving time and reducing any inconvenience.


Introduction:

In most organizations a requisition or a purchase order for material/services should be routed through an approval hierarchy before it reaches the supplier. What happens when the approver is out on vacation and is unavailable for quite a while?  What if there are purchase documents waiting approval and the employee is terminated?  How can you keep your documents moving when the original approver is unavailable?

These and many such questions will be answered in this blog. To begin with we can overcome the above mentioned situations using Approver settings to set up a Vacation Rule and delegate authority to approve the documents in the absence of the original approver.

Let’s understand what Forward Document functionality is about.  

Forward Document functionality allows reassigning purchasing documents awaiting approval of one approver to a new approver. 

Consider the following Purchase Requisition that is waiting for Gale’s approval.  If Gale is unavailable and the Purchase Requisition needs to be urgently approved, it could be forwarded to a new approver. Refer to the screenshots below:

approver.png

The following are the steps for forwarding the Document to a New Approver:

  • From Purchasing Super User responsibility
  • Choose Management > Forward Documents
  • ‘Find Documents’ screen opens where Original Approver or Document Number and Operating Unit should be entered. 

Since Gale Benson is the approver of our requisition we provide the details and click on Ok.

 approver1.png

The above search criteria, brings up all the documents that are waiting on Gale Benson for approval as shown in the screenshot below. You can choose single or multiple purchase documents to be forwarded to a new approver.  

Select the Purchase Requisition that should be forwarded to a New Approver (Pat Stock in this case) and Save your work.

approver2.png


Once the purchase requisition is forwarded to a new approver the Requisition Action History reflects the changes.  

There is ‘No Action Taken’ by Gale Benson.  

The purchase requisition is now waiting on Pat Stock for approval.

approver4.png

You can see from the Requisition Workflow below that the purchase document follows the chain of hierarchy until the document reaches the person with sufficient approval authority to approve the document.

approver5.png

Conclusion:

You have seen how a purchase document can be forwarded to a new approver.  A purchase document can still be approved in case an approver is unavailable or has not delegated approval authority in their absence. The ‘Forward Documents’ feature helps to manage purchase documents and keep them moving through the approval hierarchy to procure the required material/services for the organization. Saving time and reducing any inconvenience.  

For any questions on the topic click below: 

Ask Suneetha