Sarah Chavez & Juliet RobertsTraining & Communication SpecialistsVPCFO Training & Communications
Approver Setup
INDIANA UNIVERSITY
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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.
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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.
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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.
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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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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.
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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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Click an account folder to expand
and see documents.
Document types listed in tabs
across the top.
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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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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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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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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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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.
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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: [email protected]
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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