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Workflow - PowerPoint PPT Presentation


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Workflow Scenario Overview Example 1- Single Cost Assignment Example 2- Self-approval Example 3- Split Cost Assignment Example 4- Multiple Cost Assignment Example 5- Retriggering of Workflow Example 6- Requisitioner Inbox Example 1- Single Cost Assignment Single Cost Assignment

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scenario overview
Scenario Overview
  • Example 1- Single Cost Assignment
  • Example 2- Self-approval
  • Example 3- Split Cost Assignment
  • Example 4- Multiple Cost Assignment
  • Example 5- Retriggering of Workflow
  • Example 6- Requisitioner Inbox
example 1 single cost assignment
Example 1- Single Cost Assignment
  • Single Cost Assignment
  • $1,000,000
  • Product Category for Commodity and Asset approver
  • Manually Add SPS
  • Manually Add a Reviewer
example 1 single cost assignment4
Example 1- Single Cost Assignment

Click magnifying glass to open details of Shopping Cart.

example 1 single cost assignment5
Example 1- Single Cost Assignment

Click Approval Overview to see the Workflow.

example 1 single cost assignment6
Example 1- Single Cost Assignment

Select the Display as Table link.

example 1 single cost assignment7
Example 1- Single Cost Assignment
  • This screen shows 5 levels of Fiscal approvers.
  • Please note the arrows at the bottom.
example 1 single cost assignment8
Example 1- Single Cost Assignment

Commodity Approvers always display after any Fiscal Approvers.

example 1 single cost assignment9
Example 1- Single Cost Assignment

Asset approvers will always display last in the Workflow.

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Example 1- Single Cost Assignment
  • You can still manually add Approvers or Reviewers.
  • SPS should be added prior to the 2nd level Approver ($50,000).
example 1 single cost assignment11
Example 1- Single Cost Assignment
  • When ordering from SPS, please manually add Ruthann Sims prior to the 2nd level approver.
  • Enter *sims and click find.
  • Select N Ruthann Sims
  • Click transfer
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Example 1- Single Cost Assignment
  • Ruthann now displays as an Approver.
  • You can also manually add a Reviewer.
example 1 single cost assignment13
Example 1- Single Cost Assignment
  • Manually adding a Reviewer works the same way.
  • Enter an * with the name of the person you want to add.
  • Click their name and select transfer
example 1 single cost assignment14
Example 1- Single Cost Assignment

The Reviewer will appear at the bottom of the screen when in “Display as Table” mode, otherwise they will appear on the left side of the screen when in “Display as Graphic” mode.

example 2 self approval
Example 2- Self-Approval
  • Create a Shopping Cart as a Self-approver.
  • $15
  • No approval required
example 2 self approval16
Example 2- Self-Approval
  • This Shopping Cart is $15 and the Requistioner is also the First Approver for the cost center used.
  • Select Approval Preview to see the Workflow.
example 2 self approval17
Example 2- Self-Approval

Self-Approval will display as “No Approval Required”.

example 2 self approval18
Example 2- Self-Approval
  • Select the Check button before placing the order.
  • Select Order.
example 2 self approval19
Example 2- Self-Approval

Select the Check Status link after placing the order to see the Status. It will display as “Approved”.

example 3 split cost assignment
Example 3- Split Cost Assignment
  • 1 line item (house)
  • 2 cost assignments
    • Split 50/50
  • $700,000
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Example 3- Split Cost Assignment

When split accounting is used, there may be multiple work items in the inbox.

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Example 3- Split Cost Assignment

Select the magnifying glass to open the details of this Shopping Cart.

Open the Cost Assignment details to see which accounts are charged.

example 3 split cost assignment23
Example 3- Split Cost Assignment
  • Click Approval Overview to see the Workflow.
  • Select Display as Table.
example 3 split cost assignment24
Example 3- Split Cost Assignment
  • In this example there are 5 Fiscal Approvers and 1 Commodity Approver.
  • Please click Approver on item level to see the Workflow details.
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Example 3- Split Cost Assignment

The Approver details will display below for whichever level was selected. Click Save to approve the order.

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Example 3- Split Cost Assignment

This Shopping Cart has been approved by one $2500 approver.

The other item remains in the inbox.

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Example 3- Split Cost Assignment
  • Select Approval Overview to see the Workflow.
  • Select Display as table.
example 3 split cost assignment28
Example 3- Split Cost Assignment

When selecting Approver on item level for the First level approver, you can see the house was approved for one cost assignment but not the other.

example 4 multiple cost assignment
Example 4- Multiple Cost Assignment
  • 2 line items
  • 2 cost assignments (1 per line)
  • Line 1 is $20,000
  • Line 2 is $100
example 4 multiple cost assignment30
Example 4- Multiple Cost Assignment

This Shopping Cart has two line items and they display separately in this inbox. This approver has authority over both cost assignments used.

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Example 4- Multiple Cost Assignment
  • The first line item is grayed out, so I am only able to approve the second line item.
  • The Total Value of the order displays as $20,100 and the Total Value for Approval displays as $100.
  • Select Approval Overview to see the Workflow.
example 4 multiple cost assignment32
Example 4- Multiple Cost Assignment

Select Display as Table.

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Example 4- Multiple Cost Assignment
  • Select Approver on item level for the First level of approvals to see the details.
  • You can see 2 items both are awaiting approval.
  • Click Save to approve this item.
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Example 4- Multiple Cost Assignment

Using Monitor Shopping Carts, open the details for this Shopping Cart.

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Example 4- Multiple Cost Assignment
  • Select Approval Overview to see the Workflow.
  • Select Display as Table.
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Example 4- Multiple Cost Assignment

After selecting Approver on item level, the details will display below. The boat is awaiting approval, but the transportation is approved.

example 5 retriggering of workflow
Example 5- Retriggering of Workflow
  • Add Approver Note
    • Approver Notes do not retrigger workflow
  • Clicking the change button retriggers workflow
    • Change description
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Example 5- Retriggering of Workflow
  • Open the details of this Shopping Cart.
  • Select Add note to add an Approver note.
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Example 5- Retriggering of Workflow

Add the approver note. Click Check, and then click Save.

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Example 5- Retriggering of Workflow

Using Monitor Shopping Carts, open the details for this Shopping Cart.

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Example 5- Retriggering of Workflow
  • Select Approval Overview to see the Workflow.
  • Select Display as Table.
example 5 retriggering of workflow42
Example 5- Retriggering of Workflow

This Shopping Cart was approved by the 1st Approver and is awaiting approval by the 2nd Approver.

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Example 5- Retriggering of Workflow
  • This is the inbox for the 2nd Approver. Open the details of this Shopping Cart.
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Example 5- Retriggering of Workflow
  • Select Change.
  • Change the name of the Shopping Cart.
  • Add an Approver Note to signify a change was made.
  • Click check and then click Save.
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Example 5- Retriggering of Workflow

Using Monitor Shopping Carts, open the details for this Shopping Cart.

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Example 5- Retriggering of Workflow
  • Select Approval Overview to see the Workflow.
  • Click Display as Table.
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Example 5- Retriggering of Workflow

This example has the level 1 approver twice, which shows that a change was made.

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Example 5- Retriggering of Workflow
  • Select Display Changes
  • This shows the old value and new value.
    • In this example the Shopping Cart name changed.
example 6 requisitioner inbox
Example 6- Requisitioner Inbox
  • Change price on Shopping Cart
  • Add Approver note
  • Login as Requisitioner
  • Display changes
  • Accept changes
  • Inbox
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Example 6- Requisitioner Inbox
  • Open the Shopping Cart details.
  • Select Change.
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Example 6- Requisitioner Inbox
  • Change the price.
  • Click Check.
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Example 6- Requisitioner Inbox
  • Add an approver note to signify the change.
  • Click Save to approve the Shopping Cart.
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Example 6- Requisitioner Inbox

Using Monitor Shopping Carts, display the details of the Shopping Cart.

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Example 6- Requisitioner Inbox
  • Select Approval Overview to display the Workflow.
  • Click Display as Table.
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Example 6- Requisitioner Inbox

Since there are two level 1 Approvers, this signifies a change was made. Select Display changes to see the changes.

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Example 6- Requisitioner Inbox

The display changes shows the price changed from $4 to $2.

This item is not in the inbox because it has routed back to the Requistioner. Any time the value of the Shopping Cart changes, it will route back to the Requistioner for approval.

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Example 6- Requisitioner Inbox
  • Login as the Requisitioner and open the item in your inbox.
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Example 6- Requisitioner Inbox

Select Display Changes to see what was changed on your order.

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Example 6- Requisitioner Inbox

This shows the price changed from $4 to $2. Select Back to Shopping Cart.

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Example 6- Requisitioner Inbox
  • Select Accept Changes to accept all changes.
  • Otherwise select Change to make any additional changes to the Shopping Cart.
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Example 6- Requisitioner Inbox
  • Login as the Approver and check inbox.
  • The item will now appear in the Approver’s inbox because the Requistioner accepted the changes.
questions
Questions
  • Reminder- Please approve as many orders as possible prior to June 4th.
  • Contact: pshelpdesk@purdue.edu

765-494-7279