Terms Workflow Automated method for routing of transactions

Terms • Workflow – Automated method for routing of transactions (requisitions, purchase orders, vouchers) for approvals. • User – Single person set up in the People. Soft system. • Location – An address in the system where items can be shipped to or invoiced to. • Role – High level definition of permissions assigned to groups of users. A User may have multiple roles. • Routing – Method by which transactions flow through the approval chain.

Terms • Module Business Unit – People. Soft method for separating transactions based on business rules for AP, PO and AR. • Origin – Identifies agency’s origination of a transaction (usually a Dept) and is means to route transactions for approvals. • Requester – User who enters requisitions into People. Soft. • Buyer – User that will be final approver of requisitions and creates purchase orders. • Approver – User assigned specific approval limits in each module.

Requisition Workflow Requester Creates Requisition Online Requisition Amount Approver 1 -all transactions -Approve up to $2, 500 Requisition Amount Approver 4 Requisition Budget Approver Requisition Amount Approver 2 - all transactions exceeding $2, 500 Approve to $10, 000 Requisition Purchasing Approver -all transactions exceeding $1 M - all transactions regardless of amount -Approve over $1 mm - Validates chartfield information - Validates purchase information (General Buyer) Name prints on PO Requisition Amount Approver 3 -all transactions exceeding $10 K -Approve to $1 mm Purchase Order Sent to Vendor - Automated batch processing creates PO and sends to vendor Alternate Approver can be inserted at any time during the approval process.

Purchase Order Workflow Buyer Creates PO Online -Manual PO Emergency or immediate need -PO created from RFQ -PO created from contract (POS, PSA, ) Right Of Way, Construction, RL, MOU, Grant, Business Unit, Standardization, Master Agreement, General Letter, SCS, UFA PO Amount Approver 1 - all transactions PO Amount Approver 2 - all transactions exceeding $10 K PO Budget Approver - all transactions regardless of amount -Validates chartfield information -Name prints on PO Alternate Approver can not be inserted at any time during the approval process.

Voucher Workflow Voucher Processor Creates Voucher Approver - all transactions regardless of amount Alternate Approver -Able to manually approve - transactions; will never receive worklist routings (exception based)

Agency Input Required for Workflow Step 1: Add the origins needed to route vouchers that are not in the PO origin list Step 2: Identify a default origin and location for each user who will be a Requester, Buyer or Voucher Processor. Step 3: Map users who will be approvers to appropriate module business units and origins.