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Sending a requisition for approval

How a purchase requisition leaves draft, who signs it, and how to see where it has stopped.

A requisition you have just raised is a draft: it is yours, nobody has been asked for anything, and nothing has been committed. Sending it for approval is what starts the chain, and it is a button on the requisition — Send for approval.

  1. Open the requisition. Every line needs an estimated price; that is what the approval thresholds are measured against, and a line without one is refused rather than treated as costing nothing.
  2. Press Send for approval. The rules decide who signs and in what order — you are not asked to choose.
  3. Read the answer. It names every signature the request needs and the order they come in, for example "3 signatures, in order: 1. Shreedevi Hiremath → 2. Basavaraj Mundinamani, Registrar → 3. Jyoti Gokak, Finance Officer".
  4. The status moves from draft to submitted by itself. There is no separate "mark as submitted" step, and there never was one to find.

Seeing where it has stopped

The requisition itself carries an Approvals panel listing each signature in order: who it is with, which rule asked for it, whether they have signed, and when it is due. The level it is sitting at now is the highlighted one. You do not need the registrar or any other login to read it — it is on your own record.

Each signature on the panel names the person, the level they sign at and their HRMS position separately — "Jane Doe, signing as Head of Department (HRMS position: Technical Officer)". A level that cannot move — its role is held by nobody, or the employee it names has left — says so on the panel, with the reason, and on Approval Levels. You are emailed the final decision; each approver is emailed when it is their turn.

An approval you have to GIVE is a different screen: My approvals, which reaches you whether or not your roles open Supply Chain.

Who signs: the HRMS hierarchy

Who signs is whatever the rule’s Who approves says — a named person, an employee, whoever holds a position, anyone with a role, the cost center’s manager, or the reporting line; see Choosing who approves a purchase order or requisition. On a reporting-line rule, a requisition is signed by the people HRMS names, exactly as a purchase order is: the requester’s manager, then that manager’s manager, for as many levels as the rule asks; the person named on the rule only when there is no reporting line; the role only when neither gives anybody. An approver with no sign-in yet is still the approver — the level waits for them, the panel says "<name> is the approver HRMS names and has no sign-in yet, so this waits for them", and nobody else can decide it in their place except an administrator. Link a user on their employee record and it appears in their My approvals at once. See Who approves a purchase order, and who is told → An approver with no sign-in yet.

Why a requisition can come back "no approval required"

It means no rule covered it — every threshold it was measured against was above its value, so it may be ordered straight away. That is an answer, not a gap.

It does NOT mean a rule matched and found nobody. A rule that covers the requisition but resolves to no person — a role nobody holds, an approver who has left, or a chain whose only name is the person who raised it — is refused and named, so it can be corrected. It is never treated as approval.

A level that did not apply

The Approvals panel lists every level the rule names, including any that did not apply — marked Skipped, with the reason on the row. The commonest reason is that the person named at that level is the one who raised the request, and nobody signs for what they raised.

Who "raised" it is the person who created the requisition, not whoever pressed Send for approval. A department assistant can send their head of department’s indent without that head’s own signature being skipped.

A chain is fixed when it is sent

The signatures a requisition needs are worked out once, at the moment it is sent for approval, from the rules and levels as they stood then. Changing a rule afterwards — adding a level, moving a threshold, correcting who is named — does not rewrite the chain of anything already sent, and never the chain of anything already approved: those signatures were given against what the record said at the time, and rewriting them would make the approval history untrue.

So an approved requisition that is missing a level you expected stays as it is. To see the rule applied as it stands today, Copy the requisition — the copy is a new draft, raised by you — and Send it for approval. Its Approvals panel lists every level of the rule.

Purchase orders are different. Changing a purchase order approval rule routes every order still awaiting approval again, at once, and leaves approved orders approved. See Who approves a purchase order, and who is told → Changing an approval rule.

Copying a requisition

A copy comes back as a draft, never as submitted, and that is deliberate: the approval belonged to the original request, at the value and on the date it was signed. The copy is a new request and is sent for approval on its own merits — which is the same Send for approval button.

Asking suppliers to quote

Raise an enquiry (RFQ) turns the requisition into a sourcing event: its lines are carried across with their quantities and estimated prices, the evaluation criteria are declared before any response can be opened, and the suppliers registered for the requisition’s category are attached in draft. Nothing is sent to a supplier until the event is published.

Ordering what sourcing awarded

Once the sourcing event is awarded, Approve → PO on the requisition orders from the result rather than from the estimates. The form opens with From sourcing saying what the event decided, and the Supplier already filled in with the supplier it was awarded to.

  • The purchase order is at the awarded prices and quantities, not the requisition’s estimated ones.
  • While the event is not yet awarded, Approve → PO is refused, and the message names the event. Award it first.
  • Lines awarded to different suppliers give one purchase order per supplier.
  • Lines the winning supplier did not quote, and lines that never went to sourcing, go to the supplier you choose in Supplier.

A hiring request works the same way

HRMS → Recruiting & Onboarding → Hiring Requisitions is the request for a post. Send for approval routes it by its annual cost, and the request itself carries the same Approvals panel: each level in order, who it is with now, who has signed and when.

  • The person who raised the request sees the panel on it, as do its hiring manager and the people asked to sign. Nobody needs the Hiring Approvals screen to follow their own request.
  • Seeing the trail gives no right to decide it. Approving and rejecting are still done on Hiring Approvals, and only by the approver the level names.
  • The approver at each level is the employee HRMS names, as for a requisition. One with no sign-in yet holds the level until a user is linked on their employee record; nobody decides it for them except an administrator.
  • Somebody who may open every hiring request in the list still sees the signatures only of the requests that concern them. Those who oversee hiring approvals, and administrators, see them all.
  • A level that names the person who raised the request is shown as Skipped, and the request moves on to the next level rather than waiting on a signature nobody can give.

Grade on a hiring request, and on a position under HRMS → People → Positions, is chosen from the salary grades under HRMS → Compensation, each shown as "code — name". The Positions list shows each position’s grade.