Table of Contents
Submit a Purchase RequestNew Supplier- New Supplier Added- Purchase Request ValidationPR Approval workflowReject Purchase Request- Rejected by AP Team- Rejected by Approver + Rejection - requester review - PR Rejection disputePurchase Order generation exceptionNeed further help?Submit a Purchase Request
For instructions on submitting a Purchase Request (PR), please see the article below:
WorkDesign - Submit a Purchase Request - RBC Business Solution Pty Ltd (rbcgroup.com.au)
Once a PR has been submitted, it will enter WorkDesign and automatically enter the PR validation workflow.
New Supplier
If the supplier on the PR form was marked was a new supplier, the PR document will be assigned to the AP team's assignment queue for actioning.
The new supplier's details are appended to the PR form, within a new folder under the file tree.
Click on the New Supplier Request details document to view the details of the new supplier.
Note: The AP team must ensure that the new supplier is manually added to your AP platform, outside of WorkDesign.
Once the new supplier's details have been added to Xero/MYOB etc, WorkDesign will automatically synchronise the new supplier data overnight.
New Supplier Added
Once the new supplier has been added to Xero and its details have been synchronised into WorkDesign under the REF - Suppliers project, the AP team can select the New Supplier Added workflow option and the PR document will proceed in the workflow.
If this option is selected without the new supplier having been added to and synchronised from Xero, the PR document will generate an exception and return to the AP team's assignment queue.
The AP team can either:
- Wait until the new supplier is synchronised from Xero, select them as the Supplier under File Details, and select the Supplier Added workflow option;
- Choose a different, existing supplier under File Details, and then select Supplier Added;
- Select Reject Purchase Request.
Purchase Request Validation
The PR will also be validated to ensure all mandatory data is present.
If any of the following mandatory fields are missing:
- Purchase Requester (from REF - Users)
- Total GST
- Total Inc GST
The PR will be sent to the AP team for review.
See below for further explanation on the workflow options.
| Workflow option | Description |
Approval Group Selected
|
Check the Document Journal notes to determine the reason for the error. Once the error has been fixed, select this workflow option to re-run PR validation, so the PR can proceed in the workflow. |
Reject Purchase Request
|
See Reject Purchase Request for more information. |
PR Approval workflow
Once a PR has passed validation, it will proceed to the PR Approval workflow.
The PR is assigned to the nominated user, based on the PR's selected Approval Department.
See below for more information on the workflow options available.
| Workflow option | Description |
Approve Purchase Request
|
The PR is approved. If the PR's Total Inc. GST value is greater than the current approval user's approval budget limit, the PR will be escalated (based on the configured Delegation of Authority matrix) to the next level approver. |
Escalated Approval Required
|
This option should be selected if the current user would prefer to immediately escalate the PR to the next level approver, without approving it themselves.
|
|
Reject Purchase Request
|
The PR is sent to the Rejected by Approver workflow. |
Once a PR has been fully approved, it will automatically be converted into a Purchase Order document and saved to the AP Purchase Orders projects.
Reject Purchase Request
A Purchase Request can be rejected at any time during its workflow by selecting the Reject Purchase Request workflow option.
Rejected by AP Team
If the PR is rejected by an AP team user, the PR will have its status updated to "REJECTED BY AP TEAM".
It will be terminated in the workflow and will not proceed to generate a Purchase Order.
DeleteRejected by Approver
If the PR is rejected by a delegated Approver of any level, the PR is sent back to the assignment queue of the user who originally requested it, the Rejection - requester review workflow.
Rejection - requester review
See below for more information on the workflow options available.
| Workflow option | Description |
Dispute Rejection - Send for Review |
The rejection is disputed. The PR is sent to the PR Rejection dispute workflow and assigned to the AP team's assignment queue. |
Close Request |
The rejection is accepted and the PR is closed; it is terminated in all workflows and will not proceed to generate a Purchase Order. It Status is updated to "REJECTED - REQUESTER REVIEW". |
PR Rejection dispute
If the PR rejection is disputed by the original purchase requester, it is sent to the AP team's queue for further review.
See below for more information on the workflow options available.
| Workflow option | Description |
Reprocess Purchase Request |
Selecting this workflow option will send the PR back to the beginning of the validation workflow. |
Reject/More Information Required |
The PR is sent back to the original purchase requester and enters the PR Rejection dispute workflow. |
Purchase Order generation exception
In the rare event that an exception occurs when WorkDesign attempts to generate a Purchase Order document from a fully approved PR, the PR will be assigned to the AP team.
Its Status will be updated to "FAILED VALIDATION".
The AP team should open the PR document and select the Reattempt PO Generation workflow option.
In the event that the PO generation exception cannot be resolved, please contact the WorkDesign support team for assistance.