approve or DISapprove on-line training Welcome to the Action List Management Approve or Disapprove On-Line Training This tutorial provides an overview of the Action List in KFS and shows how to approve or disapprove a document and will then review adding/accessing notes and attachments. Fiscal Services Office Rev August 3, 2016

Approve a Document in Your Action List Open the eDoc to review with any supporting attachments. On most eDocs notes and attachment can be viewed at any time. Exceptions: PCDO (Procurement Card Document): only those in route log can view. PREQ ( Payment Request): only those in route log can view. PVEN (Vendor Maintenance): only Disbursing can view. REQS (Requisition): after Final/Closed only those in route log can view. To APPROVE a document in your action list , click on the document Id, review the eDoc, open and review any supporting attachments. Approve the document by clicking on the “approve” button at the bottom of the document page. Any document that has a note or an attachment can be viewed at any time. There are a few exceptions to opening and reviewing attachments: In the Procurement Card Document and the Payment Request eDocs your name must be in the route log in order for you to view the attachments. In vendor maintenance documents, attachments are hidden and are only viewable by Disbursing due to the sensitivity of the attachments. In Requisitions that are Final or Closed your name must be in the route log in order for you to view the attachments.

Disapprove a Document When a document is in your action list for an approval, you have the option to also DISAPPROVE the document once inside the eDoc. Exception: Procurement Card Documents (PCDOs) cannot be disapproved.

Disapprove a Document Click the “disapprove” button. All disapprovals must have an explanation. KFS adds the explanation to the Notes and Attachments tab and Route Log. Enter a reason appropriate to be viewed by all users. After clicking the “disapprove” button a message box opens where you must enter an explanation for the disapproval. The disapproval reason will be displayed in the Notes and Attachments tab as well as the Route Log. Be sure to enter a reason that is appropriate to be viewed by all users. As a reminder, when an approver disapproves an eDoc, KFS sends an ACKNOWLEDGE action request to the initiator of the eDoc and any prior approvers. Note: Disapprove sends eDoc to action lists of initiator and any previous approvers for an ACKNOWLEDGE.

Reviewing Notes & Attachments Number in () on the Notes and Attachments tab indicates # of notes and attachments. Posted Timestamp, Author, Note Text and Attached File is displayed. On most eDocs notes and attachments can be viewed at any time and it does not need to be in your action list. The number in parentheses on the Notes and Attachments tab indicates the number of notes and/or attachments in the document. For this scenario, the (1) means there is one note and/or file attached to the document. When a note or file is added to a document, the date and time, the author, the note text and filename, if applicable, are logged in the Notes & Attachments tab. To open and review any supporting documentation that is attached to a document, click on the paperclip icon beside the filename of the attachment. You can review supporting documentation to documents that are in your action list as well as documents that are not in your action list. Note: You can attach a file or note in addition to the existing notes and/or attachments after it is fully approved.

Adding Notes & Attachments For this scenario, the (0) means there are no notes and/or files attached to the document. To add a note, enter text into the Note Text field. To attach a file, click the “browse” button to search for and select the supporting documentation. The system requires a note when a file is attached. Be sure to click the “add" button to record the addition to the document. You can attach a file or note in addition to the existing notes and/or attachments even after a document is fully approved.

Deleting Notes & Attachments Transactional documents (e.g., DV, REQ, PO, POA, PREQ, ACCT, etc) Exception: Procurement Card Document (PCDO) Statuses: INITIATED, SAVED, CANCELED or DISAPPROVED NOT applicable to documents in ENROUTE Status Submit a trouble ticket to remove attachments with sensitive information On certain KFS Transactional Documents such as the DV, REQ, PO, POA etc. users who have added a note and/or attachment but wish to remove the information can delete the note and/or attachment , provided the eDoc is in one of the following statuses:  INITIATED, SAVED, CANCELED or DISAPPROVED.  A “delete” button displays in the Actions column for each note or attachment.  When clicked, the note and/or attachment will be removed.  The “delete” button will NOT be provided for eDocs that are in ENROUTE status. While the Procurement Card Document (PCDO) is a transactional document, it is created (or initiated) by the system and routes to users action list with a status of ENROUTE. If it becomes necessary to remove a note or attachment containing sensitive information from an ENROUTE eDoc, you may request deletion by submitting a trouble ticket to the KFS System Administrator

KFS Contacts FMO website - http://www.fmo.hawaii.edu/ Kuali Financial - kfs.hawaii.edu/ Submit a Trouble Ticket - http://www.hawaii.edu/kualifinancial/feedbackForm.php KFS Help Desk - ph. 956-4357 Financial Systems Training - ph. 956-4357 or email fissrv@hawaii.edu

Thank you for attending Approve or Disapprove On-Line Training