1. © 2006 Purdue University – OnePurdue Project http://www.purdue.edu/onepurduehelp 1 Workflow

2. © 2006 Purdue University – OnePurdue Project http://www.purdue.edu/onepurduehelp 2 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

3. © 2006 Purdue University – OnePurdue Project http://www.purdue.edu/onepurduehelp 3 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

4. © 2006 Purdue University – OnePurdue Project http://www.purdue.edu/onepurduehelp 4 Example 1- Single Cost Assignment Click magnifying glass to open details of Shopping Cart.

5. © 2006 Purdue University – OnePurdue Project http://www.purdue.edu/onepurduehelp 5 Example 1- Single Cost Assignment Click Approval Overview to see the Workflow.

6. © 2006 Purdue University – OnePurdue Project http://www.purdue.edu/onepurduehelp 6 Example 1- Single Cost Assignment Select the Display as Table link.

7. © 2006 Purdue University – OnePurdue Project http://www.purdue.edu/onepurduehelp 7 Example 1- Single Cost Assignment This screen shows 5 levels of Fiscal approvers. Please note the arrows at the bottom.

8. © 2006 Purdue University – OnePurdue Project http://www.purdue.edu/onepurduehelp 8 Example 1- Single Cost Assignment Commodity Approvers always display after any Fiscal Approvers.

9. © 2006 Purdue University – OnePurdue Project http://www.purdue.edu/onepurduehelp 9 Example 1- Single Cost Assignment Asset approvers will always display last in the Workflow.

10. © 2006 Purdue University – OnePurdue Project http://www.purdue.edu/onepurduehelp 10 Example 1- Single Cost Assignment You can still manually add Approvers or Reviewers. SPS should be added prior to the 2 nd level Approver ($50,000).

11. © 2006 Purdue University – OnePurdue Project http://www.purdue.edu/onepurduehelp 11 Example 1- Single Cost Assignment When ordering from SPS, please manually add Ruthann Sims prior to the 2 nd level approver. Enter *sims and click find. Select N Ruthann Sims Click transfer

12. © 2006 Purdue University – OnePurdue Project http://www.purdue.edu/onepurduehelp 12 Example 1- Single Cost Assignment Ruthann now displays as an Approver. You can also manually add a Reviewer.

13. © 2006 Purdue University – OnePurdue Project http://www.purdue.edu/onepurduehelp 13 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

14. © 2006 Purdue University – OnePurdue Project http://www.purdue.edu/onepurduehelp 14 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.

15. © 2006 Purdue University – OnePurdue Project http://www.purdue.edu/onepurduehelp 15 Example 2- Self-Approval Create a Shopping Cart as a Self-approver. $15 No approval required

16. © 2006 Purdue University – OnePurdue Project http://www.purdue.edu/onepurduehelp 16 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.

17. © 2006 Purdue University – OnePurdue Project http://www.purdue.edu/onepurduehelp 17 Example 2- Self-Approval Self-Approval will display as “No Approval Required”.

18. © 2006 Purdue University – OnePurdue Project http://www.purdue.edu/onepurduehelp 18 Example 2- Self-Approval Select the Check button before placing the order. Select Order.

19. © 2006 Purdue University – OnePurdue Project http://www.purdue.edu/onepurduehelp 19 Example 2- Self-Approval Select the Check Status link after placing the order to see the Status. It will display as “Approved”.

20. © 2006 Purdue University – OnePurdue Project http://www.purdue.edu/onepurduehelp 20 Example 3- Split Cost Assignment 1 line item (house) 2 cost assignments  Split 50/50 $700,000

21. © 2006 Purdue University – OnePurdue Project http://www.purdue.edu/onepurduehelp 21 Example 3- Split Cost Assignment When split accounting is used, there may be multiple work items in the inbox.

22. © 2006 Purdue University – OnePurdue Project http://www.purdue.edu/onepurduehelp 22 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.

23. © 2006 Purdue University – OnePurdue Project http://www.purdue.edu/onepurduehelp 23 Example 3- Split Cost Assignment Click Approval Overview to see the Workflow. Select Display as Table.

24. © 2006 Purdue University – OnePurdue Project http://www.purdue.edu/onepurduehelp 24 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.

25. © 2006 Purdue University – OnePurdue Project http://www.purdue.edu/onepurduehelp 25 Example 3- Split Cost Assignment The Approver details will display below for whichever level was selected. Click Save to approve the order.

26. © 2006 Purdue University – OnePurdue Project http://www.purdue.edu/onepurduehelp 26 Example 3- Split Cost Assignment This Shopping Cart has been approved by one $2500 approver. The other item remains in the inbox.

27. © 2006 Purdue University – OnePurdue Project http://www.purdue.edu/onepurduehelp 27 Example 3- Split Cost Assignment Select Approval Overview to see the Workflow. Select Display as table.

28. © 2006 Purdue University – OnePurdue Project http://www.purdue.edu/onepurduehelp 28 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.

29. © 2006 Purdue University – OnePurdue Project http://www.purdue.edu/onepurduehelp 29 Example 4- Multiple Cost Assignment 2 line items 2 cost assignments (1 per line) Line 1 is $20,000 Line 2 is $100

30. © 2006 Purdue University – OnePurdue Project http://www.purdue.edu/onepurduehelp 30 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.

31. © 2006 Purdue University – OnePurdue Project http://www.purdue.edu/onepurduehelp 31 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.

32. © 2006 Purdue University – OnePurdue Project http://www.purdue.edu/onepurduehelp 32 Example 4- Multiple Cost Assignment Select Display as Table.

33. © 2006 Purdue University – OnePurdue Project http://www.purdue.edu/onepurduehelp 33 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.

34. © 2006 Purdue University – OnePurdue Project http://www.purdue.edu/onepurduehelp 34 Example 4- Multiple Cost Assignment Using Monitor Shopping Carts, open the details for this Shopping Cart.

35. © 2006 Purdue University – OnePurdue Project http://www.purdue.edu/onepurduehelp 35 Example 4- Multiple Cost Assignment Select Approval Overview to see the Workflow. Select Display as Table.

36. © 2006 Purdue University – OnePurdue Project http://www.purdue.edu/onepurduehelp 36 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.

37. © 2006 Purdue University – OnePurdue Project http://www.purdue.edu/onepurduehelp 37 Example 5- Retriggering of Workflow Add Approver Note  Approver Notes do not retrigger workflow Clicking the change button retriggers workflow  Change description

38. © 2006 Purdue University – OnePurdue Project http://www.purdue.edu/onepurduehelp 38 Example 5- Retriggering of Workflow Open the details of this Shopping Cart. Select Add note to add an Approver note.

39. © 2006 Purdue University – OnePurdue Project http://www.purdue.edu/onepurduehelp 39 Example 5- Retriggering of Workflow Add the approver note. Click Check, and then click Save.

40. © 2006 Purdue University – OnePurdue Project http://www.purdue.edu/onepurduehelp 40 Example 5- Retriggering of Workflow Using Monitor Shopping Carts, open the details for this Shopping Cart.

41. © 2006 Purdue University – OnePurdue Project http://www.purdue.edu/onepurduehelp 41 Example 5- Retriggering of Workflow Select Approval Overview to see the Workflow. Select Display as Table.

42. © 2006 Purdue University – OnePurdue Project http://www.purdue.edu/onepurduehelp 42 Example 5- Retriggering of Workflow This Shopping Cart was approved by the 1 st Approver and is awaiting approval by the 2 nd Approver.

43. © 2006 Purdue University – OnePurdue Project http://www.purdue.edu/onepurduehelp 43 Example 5- Retriggering of Workflow This is the inbox for the 2 nd Approver. Open the details of this Shopping Cart.

44. © 2006 Purdue University – OnePurdue Project http://www.purdue.edu/onepurduehelp 44 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.

45. © 2006 Purdue University – OnePurdue Project http://www.purdue.edu/onepurduehelp 45 Example 5- Retriggering of Workflow Using Monitor Shopping Carts, open the details for this Shopping Cart.

46. © 2006 Purdue University – OnePurdue Project http://www.purdue.edu/onepurduehelp 46 Example 5- Retriggering of Workflow Select Approval Overview to see the Workflow. Click Display as Table.

47. © 2006 Purdue University – OnePurdue Project http://www.purdue.edu/onepurduehelp 47 Example 5- Retriggering of Workflow This example has the level 1 approver twice, which shows that a change was made.

48. © 2006 Purdue University – OnePurdue Project http://www.purdue.edu/onepurduehelp 48 Example 5- Retriggering of Workflow Select Display Changes This shows the old value and new value. In this example the Shopping Cart name changed.

49. © 2006 Purdue University – OnePurdue Project http://www.purdue.edu/onepurduehelp 49 Example 6- Requisitioner Inbox Change price on Shopping Cart Add Approver note Login as Requisitioner Display changes Accept changes Inbox

50. © 2006 Purdue University – OnePurdue Project http://www.purdue.edu/onepurduehelp 50 Example 6- Requisitioner Inbox Open the Shopping Cart details. Select Change.

51. © 2006 Purdue University – OnePurdue Project http://www.purdue.edu/onepurduehelp 51 Example 6- Requisitioner Inbox Change the price. Click Check.

52. © 2006 Purdue University – OnePurdue Project http://www.purdue.edu/onepurduehelp 52 Example 6- Requisitioner Inbox Add an approver note to signify the change. Click Save to approve the Shopping Cart.

53. © 2006 Purdue University – OnePurdue Project http://www.purdue.edu/onepurduehelp 53 Example 6- Requisitioner Inbox Using Monitor Shopping Carts, display the details of the Shopping Cart.

54. © 2006 Purdue University – OnePurdue Project http://www.purdue.edu/onepurduehelp 54 Example 6- Requisitioner Inbox Select Approval Overview to display the Workflow. Click Display as Table.

55. © 2006 Purdue University – OnePurdue Project http://www.purdue.edu/onepurduehelp 55 Example 6- Requisitioner Inbox Since there are two level 1 Approvers, this signifies a change was made. Select Display changes to see the changes.

56. © 2006 Purdue University – OnePurdue Project http://www.purdue.edu/onepurduehelp 56 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.

57. © 2006 Purdue University – OnePurdue Project http://www.purdue.edu/onepurduehelp 57 Example 6- Requisitioner Inbox Login as the Requisitioner and open the item in your inbox.

58. © 2006 Purdue University – OnePurdue Project http://www.purdue.edu/onepurduehelp 58 Example 6- Requisitioner Inbox Select Display Changes to see what was changed on your order.

59. © 2006 Purdue University – OnePurdue Project http://www.purdue.edu/onepurduehelp 59 Example 6- Requisitioner Inbox This shows the price changed from $4 to $2. Select Back to Shopping Cart.

60. © 2006 Purdue University – OnePurdue Project http://www.purdue.edu/onepurduehelp 60 Example 6- Requisitioner Inbox Select Accept Changes to accept all changes. Otherwise select Change to make any additional changes to the Shopping Cart.

61. © 2006 Purdue University – OnePurdue Project http://www.purdue.edu/onepurduehelp 61 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.

62. © 2006 Purdue University – OnePurdue Project http://www.purdue.edu/onepurduehelp 62 Questions  Reminder- Please approve as many orders as possible prior to June 4 th.  Contact: pshelpdesk@purdue.edupshelpdesk@purdue.edu 765-494-7279