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   To take approval actions:

1. If you are using encumbrance/budgetary control, Reserve and Unreserve options are available. You can reserve funds now, or you can select Submit for Approval (and then choose OK), which reserves funds later, when the approver with the authority to reserve the funds approves the document.

Reserve - You can reserve funds for the document only if you are using encumbrance/budgetary control. Requisition preparers can choose this option only if Reserve at Completion in the Financials Options window is enabled and the document is currently unreserved. See: Defining Financials Options. When you select the Reserve option and choose OK, Purchasing also automatically approves the document if the document has been preapproved, you're the appropriate approver, and no more approvals are required. If you get a message that you cannot reserve the funds, forward the document to an approver who has the authority to reserve them.

Unreserve - You can unreserve funds for the document only if you are using encumbrance/budgetary control and funds are currently reserved for that document.

Unreserve Date - Enter an Unreserve Date that falls within an open reserve period.

2. Select Submit for Approval.

3. Select Forward only if you want to forward the document to someone outside the default Approval Path. If you select Forward, you must enter a Forward To person. If you don't select Forward, Purchasing will automatically route the document to the appropriate person in the Approval Path, if you're not the appropriate approver.

4. If Allow Change to Approval Hierarchy is selected for the document type, you can select a new Approval Path. See: Defining Document Types.

5. Choose OK.

The document is submitted to the approval process, which routes the document to the appropriate approvers based on the approval hierarchies and controls you've defined. If Owner Can Approve is enabled for the specific document type in the Document Types window and you have the authority to approve the document, then choosing OK approves the document.

   To cancel your approval action:

• Choose the Cancel button to cancel your approval action and return to your document entry window.

   To change the Forward From person:

• For requisitions only, if you have selected Forward as the action and if Allow change to Forward-From is enabled for the document type in the Document Types window, you can change the Forward From person to the original preparer or to any requestor on a line of the requisition. See: Defining Document Types.

   To change the Forward To person:

• If you have selected Forward as the action and if Allow change to Forward-To is enabled for the document type in the Document Types window, you can change the Forward To person. See: Defining Document Types.

The Forward To value is a default from the employee/supervisor relationship or from the approval hierarchy, depending on whether you are using approval hierarchies.

   To enter notes:

• Enter notes in the Note field to record information about your approval action or provide instructions for the next approver if your document requires additional authorization. See also: Attaching Notes to Purchasing Documents.

   To print the document:

• Select Print.

The document will automatically print once it is approved.

See Also

The Document Approval Process

Viewing and Responding to Notifications

Setting Up Document Approval and Security

Approval Workflows