Sarah Chavez & Juliet RobertsTraining & Communication SpecialistsVPCFO Training & Communications

Approver Setup

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Agenda• Segregation of duties

• KFS account delegates

• Substitute approvers

• Managing approvals

• Review and approval guidelines

• Wrap up & resources

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Learning Objectives• Define BUY.IU’s segregation of duties setup.

• Establish requisition and invoice approvers in BUY.IU using the KFS Account Delegate document.

• Assign a substitute approver.

• Filter your approvals section for a specific type of document.

• Review and approve a requisition and change request document.

Segregation of duties

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Segregation of dutiesA document initiator or submitter cannot take approval action on the document they created, or subsequent documents associated with the original document.

Example: I submit a requisition to establish a recurring order for the next fiscal year. I cannot approve the requisition, change requests, or invoices applied to the purchase order.

If a document routes to you for approval but you can’t take action, it’s likely due to segregation of duties.

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Neither of these individual can take approval action on this or future related

documents.

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What if no one can approve?• Add another approver using the Account Delegate

document in KFS.

• If no additional staff available to approve, contact your central business office or campus for support.

– They may be able to submit orders or approve them to accommodate these segregation of duty rules.

KFS account delegates

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KFS permissions needed• Both the requestor and the future delegate must have the KFS System

User Role.

– If the future delegate does not have this role, a current KFS user may request it on behalf of the delegate using the System User Role document.

• BUY.IU approvers are established using the KFS Account Delegate or Global document.

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Delegate or global?• The Account Delegate document adds an individual as an

approver to a specific document type for one account.

• The Account Global document erases all existing approvers and creates new ones for multiple accounts.

– Use with caution! This may be appropriate if you need to completely restructure approvals.

– Routes to Chart Manager of every chart represented by the accounts used, then University Chart Manager for approval.

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Add

a de

lega

te.

Currently, mleonard is a delegate for all KFS documents, which includes

BUY.IU documents.

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Do not impact BUY.IU approvals.

REQS = requisitions (including check requests)

and change requests. PREQ = invoices.

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Workflow of existing BUY.IU invoice documents will be updated and stgmill added as an approver.

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What about Org Review?• The Org Review workflow stop is required for requisitions

greater than or equal to $25,000.

• This stop consists of one approver – usually a chart manager, campus representative, or similar individual.

• If this approver needs to be updated, contact your chart manager.

Substitute approvers

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When to use a substitute approver• Substitute approvers are appropriate for short, defined

periods of time.

– Examples: vacation, sick leave, paid parental leave.

• Substitutes do not replace the original approver – they can still login and review or approve if needed.

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My PR Approvals consists of requisitions already assigned to

you to approve.

Sort by Folder Name to locate Org Review approval folders.

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Search for person by username.

Always define a date range.

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Original approver view

Substitute can act on any enroute

documents and will receive email

notifications about new docs awaiting

approval.

Select another doc type to establish more substitutes.

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Substitute approver view

BUY.IU does not tell a substitute approver that

they’ve been established.

Let them know!

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Substitution will automatically end at

date/time specified, or manually end by using

these options.

Managing approvals

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What requires department approval?• All requisitions – regardless of dollar amount or type – require

review and approval by the FO Approval workflow stop.

– Reminder: requisitions greater than or equal to $25,000 require Org Review.

• All change requests (aka purchase order amendments).

• Invoices are a bit more complicated. Check out the Invoice Review and Approval webinar to learn more.

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Click the flag icon to see the Action Items quick menu.

My Assigned Approvals = documents you've assigned

to yourself.

Unassigned Approvals = documents available to

workflow stop approvers for review.

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Further down the dashboard you’ll find the My Action Items

widget.

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Click an account folder to expand

and see documents.

Document types listed in tabs

across the top.

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Click to view filter options.

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Many filters available! Scroll down to see more.

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Responsible for all check requests? Select multiple form types.

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List of applied filters.

Click “x” to remove.

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Sort oldest to newest to see documents awaiting review the longest first.

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Change display to return all pending documents to assign all at once.

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Check box at the top to select all

documents on the page.

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Assigning documents• Documents can only be assigned to yourself.

– Once assigned, you’re the only person who can act on the document.

– Communicates to other approvers that the document is being reviewed. A way to “hold” a document while you wait for additional details or research.

• Assigning also allows you to edit requisition information.

– This is up to your department; you can also return the document and request the submitter update and resubmit.

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Do not approve a document

without reviewing it

first!

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Instead, click the document number to open it and view full

details.

Review and approval guidelines

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While reviewing, focus on…• Appropriate use of funds.

– A requisition is a request to use IU funds. Is this purchase appropriate?

• Document setup.– Are the correct accounts and object codes used? Are we setting

aside the right amount of funds? etc.

• Whether additional review or documentation is required.– Do you need to consult staff in your department?

– If you need more information or have questions, use the comments to communicate.

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Total amount to be spent

Review the workflow to see who else can

approve or will approve after you.

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Click on a workflow stop name to open a

list of approvers.

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Collapse workflow.

Jump to a specific requisition section and hide all other

fields.

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Review Comments and Attachments for notes from submitter,

Purchasing, etc.

The header level account funding this order and the object

code being used. Clic

k pe

ncil

to e

dit.

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Review the Lines section to see details.

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This line of the order will be funded using this

information, not what we saw at the header.

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Warning!• The FO Approval stop does not update with new approvers

if accounting information is changed.

– If you update this account to one you’re responsible for this may be okay – you’d be approving the document anyway.

• If another approver must review, return the document to the submitter, log a comment explaining the changes needed, and request the document be resubmitted.

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Click form name to access substantiation documentation and form details.

Check Request example

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Click file name to download and review

substantiation documentation.

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Return to the requisition to continue review and approve.

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Change Request example

Logged by submitter when initiating change request.

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BUY.IU highlights changes in aqua.

Review History to see a list of changes.

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“From” = Original.

“To” = Changed value.

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Route document to another user for approval after you.

Ad-Hoc approvers

Document will sit with the ad-hoc

approver until they take action.

Consider using the Comments

instead.

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If the approver is already a member of the current workflow

stop, return the document to the

shared folder instead.

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Review complete! Now what?Choose the appropriate option from the approval menu:

1. Approve: approve the document, satisfying your account’s part of the FO Approval workflow stop and allowing the document to route forward.

2. Return to Requisitioner: the document needs edits that should be made by the document submitter. Returns the document to draft status and allows edits and resubmission.

3. Reject Requisition: the request outlined in the document is not an allowable use of IU funds. The request is being rejected outright.

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Whichever action you choose, the document will no longer be available to

other members of the current workflow stop.

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What if you can’t act on the document?• If you assign a document to yourself to review and

approve and cannot take action, check the Prepared by and Prepared for fields.

• If you’re listed in either field, you cannot act on the document.

• Another approver in the workflow stop must review and approve instead due to segregation of duties.

– Return the document to the shared folder so another individual can review and approve.

Wrap up & resources

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Resource recap• Substitute approvers video

• Approval workflow: requisitions video

• Approving Documents in BUY.IU video

• Chart manager contacts

• BUY.IU Object Code Dictionary

• Comments in BUY.IU guide

• Purchasing, P-Card, AP, and SDM support form

• Training team email: estc@iu.edu

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Office Hours• Attend via Zoom, come and go as you please.

• Bring questions related to the BUY.IU interface update, processes covered in these webinars, whatever!

• A member of the VPCFO Training & Communications Team will address your question.

• Sign up on our events calendar.

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Let us know how we did• Complete a two-minute Qualtrics survey.

• Feedback is anonymous (and very appreciated)!

• Link to the evaluation is in the chat or available here: https://go.iu.edu/44Gt

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Question & Answer