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University of Wisconsin System
SFS Business Process
ePro.1.06 – BU Admin Documentation
3/10/2017 1 of 19
CONTENTS
I. UW ePro Approver Assignment Page Maintenance ............................................................2
Adding and Removing Department Managers ............................................................................5
Updating Existing Record ..............................................................................................................6
II. Re-Route Requisition for Approval ...................................................................................8
A. Re-Initiate the Workflow ....................................................................................................8
B. Re-Route Requisition for Approval from Monitor Approval Page ..............................13
III. Requester Authorization Maintenance – View Requisitions from Other Users ..........16
IV. Buyer Preference Maintenance ........................................................................................18
Revision Control ...........................................................................................................................19
University of Wisconsin System
SFS Business Process
ePro.1.06 – BU Admin Documentation
3/10/2017 2 of 19
I. UW ePro Approver Assignment Page Maintenance
Effective with the 9.2 upgrade requisitions will route for department approval per the
SFS Department table. This table is already being maintained by the BU
Administrator, as it is being used by other modules.
The steps below describe the business process of updating the UW ePro Approver
Assignment Page, which is needed to route the requisition to other levels within the
approval chain or to a department manager if an institution is not using the SFS
Department table. Updates to these tables are needed per permanent HR changes or
for temporary updates to the Approver Assignment table. Temporary changes may be
due to vacations or employees taking some type of leave.
If temporary updates are needed, it is recommended the user go to the My System
Profile page and insert an alternate user for a specific time period. See the ePro
Requester or Buyer Documentation for instructions on making this type of update.
Follow steps 1 thru 3 to make updates to the approver table. If you make an update to
the table, all requisitions using that department, will now go to the new approver.
Requisitions made before the update will not route to the new approves. You will
have to re-route the requisition to the new approver. Go to the Re-Route Requisition
for Approval section of this document for instructions on re-routing a requisition for
approval.
University of Wisconsin System
SFS Business Process
ePro.1.06 – BU Admin Documentation
3/10/2017 3 of 19
1. To Update the Approver table follow the path below to the UW ePro Approver
Assignment page.
Navigation: eProcurement > UW eProcurement > UW ePro Approver
Assignment
2. Enter or use the magnifying glass to select Process ID and GL BU.
3. Click Search
University of Wisconsin System
SFS Business Process
ePro.1.06 – BU Admin Documentation
3/10/2017 4 of 19
2. All the Approval Levels for the Business Unit will be displayed. These
instructions apply to changes at any Approval Level. The levels will differ per
Business Unit. Below are the levels for UWADM and UWSYS.
University of Wisconsin System
SFS Business Process
ePro.1.06 – BU Admin Documentation
3/10/2017 5 of 19
3. Click the level requiring an update.
4. You will be brought to the Approver Assignment Page for that Level.
Adding and Removing Department Managers
5. To add an Approver, click the “+” and add the EMPL ID and the department
range. If one department, enter the department in the From and To fields. Click
Save at the bottom of the page after the update.
6. To delete an Approver, click the “- “and click save at the bottom of the page.
University of Wisconsin System
SFS Business Process
ePro.1.06 – BU Admin Documentation
3/10/2017 6 of 19
Updating Existing Record
7. To make an update to an existing record, click Find to search for the appropriate
Department to update. In this example we will change Dept ID 400930.
Before Update – User Id is EXMRG74
After Update – Changed User Id from EXMRG74 to EXMRG75.
University of Wisconsin System
SFS Business Process
ePro.1.06 – BU Admin Documentation
3/10/2017 7 of 19
8. Click Save after you make all updates.
9. A change at this level will route NEW requisitions with this department to the
NEW approver. Requisitions created before the change that are pending approval,
WILL NOT automatically route to the new Approver.
10. If there is a need to re-route existing requisitions, go to the Re-Route Requisition
for Approval section of this document, otherwise you are done.
University of Wisconsin System
SFS Business Process
ePro.1.06 – BU Admin Documentation
3/10/2017 8 of 19
II. Re-Route Requisition for Approval
There are 2 options to reroute a requisition for approval
A. Re-initiate the workflow
i. The requester can use this option if they do not want to contact the
BU Admin or UWSA support
B. Re-route Requisition for Approval from the Monitor Approvals Page.
i. The BU Admin and UWSA support are the only roles that can re-
route using this option
A. Re-Initiate the Workflow
1. This can be done by the original requester or the Business Unit Administrator.
2. Navigate to the Manage Requisition Page.
Navigator: eProcurement > Manage Requisitions
5. Find the requisition in question. Select Copy Requisition from the “Select Action”
drop down menu and Select GO.
University of Wisconsin System
SFS Business Process
ePro.1.06 – BU Admin Documentation
3/10/2017 9 of 19
6. The requisition will appear. Everything will be the exact same, except the
Requisition Name field will be blank. You can fill something in or leave it blank.
If left blank, the Requisition Name will be the New Requisition ID.
University of Wisconsin System
SFS Business Process
ePro.1.06 – BU Admin Documentation
3/10/2017 10 of 19
7. Click Save & Submit.
8. The Approval levels should now include the new department approver
Going forward requisitions with this department will automatically be routed to
the new approver.
9. Now that the requisition has been re-routed using the copy function, cancel the
requisition with the previous department approver.
Navigator: eProcurement > Manage Requisitions
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SFS Business Process
ePro.1.06 – BU Admin Documentation
3/10/2017 11 of 19
10. Find the Old requisition to cancel. Select Cancel Requisition from the “Select
Action” drop down menu and Select GO.
11. The below screen will appear. Click Cancel Requisition.
University of Wisconsin System
SFS Business Process
ePro.1.06 – BU Admin Documentation
3/10/2017 12 of 19
12. The below screen will appear. You will notice the requisition is now Canceled.
The new one you created using the copy function, should be pending.
You are done.
University of Wisconsin System
SFS Business Process
ePro.1.06 – BU Admin Documentation
3/10/2017 13 of 19
B. Re-Route Requisition for Approval from Monitor Approval Page
The Business Unit Administrator and UWSA Support are the only roles that can re-route
requisitions for approval. This method to re-route, should only be used on an ad hoc basis
or for temporary changes.
To re-route an existing requisition, go to the Monitor Approvals Page. The Navigation is
Navigator: Enterprise Components > Approvals > Approvals > Monitor Approvals
1. Enter Search Criteria and Click Search
2. Enter Approver’s Oper ID to reassign and the Reassign To Empl ID
3. View the Search Results and check the box next to the Requisition(s) to reassign.
4. Click Reassign Selected. You will get the below message.
University of Wisconsin System
SFS Business Process
ePro.1.06 – BU Admin Documentation
3/10/2017 14 of 19
5. To Approve the Requisition, enter the Approver’s Oper ID
6. View the Search Results and check of the box next to the Requisition(s) to Approve.
7. Click
8. You will get the below message
University of Wisconsin System
SFS Business Process
ePro.1.06 – BU Admin Documentation
3/10/2017 15 of 19
9. The Requisition(s) should now be Reassigned or Approved. If reassigned, the new
approver will receive an email.
10. You are done.
University of Wisconsin System
SFS Business Process
ePro.1.06 – BU Admin Documentation
3/10/2017 16 of 19
III. Requester Authorization Maintenance – View Requisitions from Other Users
Users may occasionally have the need to view requisitions from other users. If a user’s
current security does not allow this, the BU Administrator will have to adjust the user’s
Requisition Authorization. Below are the screen shots to make updates to the user’s
Requisition Authorization.
Navigation to the User Preference Screen (Requisition Authorization)
Navigator > Set Up Financials/Supply Chain > Common Definitions > User
Preferences >Define User Preferences
University of Wisconsin System
SFS Business Process
ePro.1.06 – BU Admin Documentation
3/10/2017 17 of 19
University of Wisconsin System
SFS Business Process
ePro.1.06 – BU Admin Documentation
3/10/2017 18 of 19
IV. Buyer Preference Maintenance
If a Buyer is unable to process a requisition, the issue may be with the
Procurement Preference. Ensure the below is populated with the Buyer’s
Empl ID.
Navigation to Define User Preference
Navigator: Set Up Financials/Supply Chain > Common Definitions > User
Preferences > Define User Preferences
University of Wisconsin System
SFS Business Process
ePro.1.06 – BU Admin Documentation
3/10/2017 19 of 19
Revision Control
VERSION DATE NAME COMMENTS 1.0 12/28/2016 Aaron Dise UWSYS Updates 1.1 3/7/2017 Denise McDonald Using Copy Function to Reinitiate
Requisition 1.2 05/7/2018 Denise Mcdonald 9.2 Upgrade
