Approving, holding and canceling a purchase requisition

If you are a manager, you might need to approve or reject a purchase requisition that one of your employees has submitted.

In the Mid Tier interface, BMC Helix ITSM: Asset Managementprovides an out-of-the-box approval process.

Approving a purchase requisition

If you are a manager, you might need to approve or reject a purchase requisition that one of your employees has submitted.

In the Mid Tier interface, BMC Helix ITSM: Asset Managementprovides an out-of-the-box approval process. By default, the purchase requisition is routed to the necessary manager for approval. You can use Approval Console to route the requisition to another manager for approval. For example, if you charge the cost of the items on a purchase requisition for one of your employees to another manager's cost center, you can route the purchase requisition to that manager for additional approval.

You can also approve or reject purchase requests by using BMC Digital Workplace or email.  

Related topics

Receiving-and-returning-purchase-items

Approving or rejecting a change request by using an email or Approval Central


Important

You can use the Approval Serverto define different process types, configure approval notifications, and so on. For more information, see Setting up the approval process.

To approve a purchase requisition

  1. In Mid Tier, in the navigation pane in Purchasing Console, select Functions > Approvals.
    The Approvals console is displayed. 
    approval central.png
  2. If the purchase requisition needs additional approval or must be routed to another approver, select it from the table, and click View Details, otherwise, skip to step 5.
  3. Add one or more additional approvers:
    1. Click Adhoc.
    2. In the Name field of the Ad hoc Approvers dialog box, select the name of a manager who also must approve the requisition.
    3. If there are multiple approvers, select One Must Sign or All Must Sign from the If Multiple Approvers list.
    4. If an approver is optional, set Independent to Yes.
      Independent indicates that the approval process can continue without that person's approval. That person can approve or reject the purchase requisition before the process is complete.
    5. Click Add.
    6. (Optional) As needed, continue to add approvers.

    7. After you are finished adding approvers, select the approvers to be added, and then click Save.

      Rows in the table of approvers are not saved until you select them and click Save.

    8. Click Close.
  4. (Optional) Reassign approval to another manager:
    1. Click Reassign.
    2. In the message that appears, specify the name of the manager to whom you are reassigning the purchase requisition for approval, and click OK.
  5. In Approvals Console, in the Pending Approvals table, select the purchase requisition that you want to approve.
  6. Click Approve or Reject.
    The purchase requisition is removed from the table.


To hold a purchase requisition

In the Mid Tier  interface, if the status of a purchase requisition is In Preparation, Pending Pricing, Quote in Progress, or Rejected, you can place it on hold.

  1. In Mid Tier, find a purchase requisition, as described in Searching-for-purchase-requisitions.
  2. Click Hold or Cancel.
  3. In the message, click Put on Hold.
    The status of the purchase requisition changes to On Hold.


To take a purchase requisition off hold

  1. In Mid Tier, find a purchase requisition, as described in Searching-for-purchase-requisitions.
  2. Click Save.
  3. Close and then reopen the purchase requisition.
  4. Click Submit for Approval.


To cancel a purchase requisition

In the Mid Tier  interface, you might need to cancel a purchase requisition. If the status of a purchase requisition is Approved, Partially Received, Received, or Closed, you cannot cancel it.

Important

 After you cancel a purchase requisition, you cannot make changes to it.

  1. In Mid Tier, open a purchase requisition, as described in Searching-for-purchase-requisitions.
  2. Click Hold or Cancel.
  3. In the message that is displayed, click Cancel Requisition.
    A warning message is displayed, indicating that you cannot undo a canceled requisition.
  4. Click Yes.
    The status of the purchase requisition changes to Canceled.

 

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