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Compass User Documentatio…  Financial/Vendor»Non-Stock Requisitions»Non-Stock Requisition Rules
  
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Last modified on 5/1/2013 1:11 PM by User.

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Non-Stock Requisition Rules

Once the Requisition has been saved, the requestor can either Approve the current Requisition or Send it to another user. This document gives the users a sense of how the Requisition is routed to different approvers.

If the Requisition approval process finds an approval user without and email the Compass team will be notified. If an email address is found, the notification will show up in the Notification pop-up when Compass is launched. The notification will be sent to all users who are in the group that is defined for the approval level. Clicking on the Requisition will open the Non-Stock Requisition UI that needs approval.

KHS:

When an originated Requisition record is added or updated (I|U), and it is for KHS, route to the campus facilitator. The following rules are used to determine the routing in this case. This is an OR rule, so if one or more of the rules match, the Requisition will be routed.

Rule 1:

  • It's an Insert or an Update
  • Approval level is Originator
  • The school name contains Kofa
  • The status is not Rejected or Canceled
  • The KHS Campus Facilitator has not Marked the Requisition
  • It wasn't originated by the Business Office
  • It's not fund 510 (student nutrition)

Rule 2:

  • It's an Insert or an Update
  • Approval level is Originator
  • The account code program ends in 2
  • The status is not Rejected or Canceled
  • The KHS Campus Facilitator has not Marked the Requisition
  • It wasn't originated by the Business Office

YHS:

When an originated Requisition record is added or updated (I|U), and it is for YHS, route to the campus facilitator. The following rules are used to determine the routing in this case. This is an OR rule, so if one or more of the rules match, the Requisition will be routed.

Rule 1:

  • It's an Insert or an Update
  • Approval level is Originator
  • The school name contains Yuma High
  • The status is not Rejected or Canceled
  • The YHS Campus Facilitator has not Marked the Requisition
  • It wasn't originated by the Business Office
  • It's not fund 510 (student nutrition)

Rule 2:

  • It's an Insert or an Update
  • Approval level is Originator
  • The last digit of the program = 1
  • The status is not Rejected or Canceled
  • The YHS Campus Facilitator has not Marked the Requisition
  • It wasn't originated by the Business Office

CHS:

When an originated Requisition record is added or updated (I|U), and it is for CHS, route to the campus facilitator. The following rules are used to determine the routing in this case. This is an OR rule, so if one or more of the rules match, the Requisition will be routed.

Rule 1:

  • It's an Insert or an Update
  • Approval level is Originator
  • The school name contains Cibola
  • The status is not Rejected or Canceled
  • The CHS Campus Facilitator has not Marked the Requisition
  • It wasn't originated by the Business Office
  • It's not fund 510 (student nutrition)

Rule 2:

  • It's an Insert or an Update
  • Approval level is Originator
  • The last digit of the program is 3
  • The status is not Rejected or Canceled
  • The CHS Campus Facilitator has not Marked the Requisition
  • It wasn't originated by the Business Office

VHS:

When an originated Requisition record is added or updated (I|U), and it is for CHS, route to the campus facilitator. The following rules are used to determine the routing in this case. This is an OR rule, so if one or more of the rules match, the Requisition will be routed.

Rule 1:

  • It's an Insert or an Update
  • Approval level is Originator
  • The school name contains Vista
  • The status is not Rejected or Canceled
  • The CHS Campus Facilitator has not Marked the Requisition
  • It wasn't originated by the Business Office
  • It's not fund 510 (student nutrition)

Rule 2:

  • It's an Insert or an Update
  • Approval level is Originator
  • The last digit of the program is 4
  • The status is not Rejected or Canceled
  • The CHS Campus Facilitator has not Marked the Requisition
  • It wasn't originated by the Business Office

SLHS:

When an originated Requisition record is added or updated (I|U), and it is for SLHS, route to the campus facilitator. The following rules are used to determine the routing in this case. This is an OR rule, so if one or more of the rules match, the Requisition will be routed.

Rule 1:

  • It's an Insert or an Update
  • Approval level is Originator
  • The school name contains San Luis
  • The status is not Rejected or Canceled
  • The SLHS Campus Facilitator has not Marked the Requisition
  • It wasn't originated by the Business Office
  • It's not fund 510 (student nutrition)

Rule 2:

  • It's an Insert or an Update
  • Approval level is Originator
  • The last digit of the program is 5
  • The status is not Rejected or Canceled
  • The SLHS Campus Facilitator has not Marked the Requisition
  • It wasn't originated by the Business Office

GRHS:

When an originated Requisition record is added or updated (I|U), and it is for GRHS, route to the campus facilitator. The following rules are used to determine the routing in this case. This is an OR rule, so if one or more of the rules match, the Requisition will be routed.

Rule 1:

  • It's an Insert or an Update
  • Approval level is Originator
  • The school name contains Gila Ridge
  • The status is not Rejected or Canceled
  • The GRHS Campus Facilitator has not Marked the Requisition
  • It wasn't originated by the Business Office
  • It's not fund 510 (student nutrition)

Rule 2:

  • It's an Insert or an Update
  • Approval level is Originator
  • The last digit of the program is 6
  • The status is not Rejected or Canceled
  • The SLHS Campus Facilitator has not Marked the Requisition
  • It wasn't originated by the Business Office

Invalid Codes:

When an originated Requisition record is added or updated (I|U), and it is originated by the Business Office, or has Facilitor Approval, and invalid account codes, route to the Coding Group. This is an OR rule, so if one or more of the rules match, the Requisition will be routed.

Rule 1:

  • It's an Insert or an Update
  • The status is not Rejected or Canceled
  • There are invalid codes
  • It is approved by Campus Facilitator
  • The Coding Group has not Marked the Requisition
  • Response is True

Rule 2:

  • It's an Insert or an Update
  • The status is not Rejected or Canceled
  • There are invalid codes
  • It is originated in the Business Office
  • The Coding Group has not Marked the Requisition

Invalid Vendor:

When an originated Requisition record is added or updated (I|U), and it is originated by the Business Office, or has Facilitor Approval, and the vendor is UserEntered, route to the Vendor Group. This is an OR rule, so if one or more of the rules match, the Requisition will be routed.

Rule 1:

  • It's an Insert or an Update
  • The status is not Rejected or Canceled
  • The vendor is UserEntered
  • It is approved by Campus Facilitator
  • The Requisition Vendor Group has not Marked the Requisition
  • Response is True

Rule 2:

  • It's an Insert or an Update
  • The status is not Rejected or Canceled
  • The vendor status is UserEntered
  • It is originated in the Business Office
  • The Requisition Vendor Group has not Marked the Requisition

Auxiliary-Student Activities Group:

When a requisition is added or updated (I|U), and it is originated by the Business Office, or has Facilitor Approval, and fund 525, 526 or 850, route to the Auxiliary-Student Activities Group. This is an OR rule, so if one or more of the rules match, the Requisition will be routed.

Rule 1:

  • It's an Insert or an Update
  • The status is not Rejected or Canceled
  • Funding is 525, 526 or 850
  • It is approved by Campus Facilitator
  • The Auxiliary-Student Activities Group has not Marked the Requisition
  • Response is True

Rule 2:

  • It's an Insert or an Update
  • The status is not Rejected or Canceled
  • The funding is 525, 526, or 850
  • It is originated in the Business Office
  • The Coding Group has not Marked the Requisition
  • Response is true

CTE Administrator:

When a requisition is added or updated (I|U), and it is originated by the Business Office, or has Campus Facilitor Approval, and account_code 260, 400*, *-513, route to the CTE Administrator. This is an OR rule, so if one or more of the rules match, the Requisition will be routed.

Rule 1:

  • It's an Insert or an Update
  • The status is not Rejected or Canceled
  • Funding is 260, 400*, *-513
  • It is approved by Campus Facilitator
  • The CTE Administrator has not Marked the Requisition
  • Response is True

Rule 2:

  • It's an Insert or an Update
  • The status is not Rejected or Canceled
  • The funding is 255, 260, 27*, 400*, *511, *513, *570
  • It is originated in the Business Office
  • The CTE Administrator has not Marked the Requisition
  • Response is true

Procurement Group:

When a requisition is added or updated (I|U), and it is originated by the Business Office, or has Facilitor Approval, route to the Procurement Group. This is an OR rule, so if one or more of the rules match, the Requisition will be routed.

Rule 1:

  • It's an Insert or an Update
  • The status is not Rejected or Canceled
  • It is approved by Campus Facilitator
  • The Procurement Group has not Marked the Requisition
  • Response is True

Rule 2:

  • It's an Insert or an Update
  • The status is not Rejected or Canceled
  • It is originated in the Business Office
  • The Procurement Group has not Marked the Requisition
  • Response is true

SPED Administrator:

When a requisition is added or updated (I|U), and it is originated by the Business Office, or has Campus Facilitor Approval, and account_code 220, 225, 226, 290, -290, route to the SPED Administrator. This is an OR rule, so if one or more of the rules match, the Requisition will be routed.

Rule 1:

  • It's an Insert or an Update
  • The status is not Rejected or Canceled
  • Funding is 220, 225, 226, 290, -290
  • It is approved by Campus Facilitator
  • The SPED Administrator has not Marked the Requisition
  • Response is True

Rule 2:

  • It's an Insert or an Update
  • The status is not Rejected or Canceled
  • The funding is 220, 225, 226, 290, -290
  • It is originated in the Business Office
  • The SPED Administrator has not Marked the Requisition
  • Response is true

Federal Program Administrator:

When a requisition is added or updated (I|U), and it is originated by the Business Office, or has Campus Facilitor Approval, and account code 105, 108, 112, 135, 140, 344, 397, 524, -514 route to the Fed Program Administrator. This is an OR rule, so if one or more of the rules match, the Requisition will be routed.

Rule 1:

  • It's an Insert or an Update
  • The status is not Rejected or Canceled
  • Funding is 105, 108, 112, 1335, 140, 344, 397, 524, -514
  • It is approved by Campus Facilitator
  • The Federal Program Administrator has not Marked the Requisition
  • Response is True

Rule 2:

  • It's an Insert or an Update
  • The status is not Rejected or Canceled
  • The funding is 105, 108, 112, 135, 140, 344, 397, 524, -514
  • It is originated in the Business Office
  • The Federal Program Administrator has not Marked the Requisition
  • Response is true

Budget Group:

When a requisition is added or updated (I|U), and it is not from Originator and has no pending approvals, route to the Budget Group. This is an OR rule, so if one or more of the rules match, the Requisition will be routed.

Rule 1:

  • It's an Insert or an Update
  • The status is not Rejected or Canceled
  • It is not at Originator approval level
  • There are no pending approvals
  • The Budget Group has not Marked the Requisition
  • Response is True

Based on the routing rules, not all Requisitions need all approvals. Approvals will be shown on main UI in the Approval box.

If the Requisition gets declined at any stage in the approval process, the approver will need to enter a comment as to why and the Requisition will be sent back to the Requestor. If the Requisition was entered with a new Vendor and is rejected for that reason, that Vendor will no longer be in the Compass system.

Once the Requisition is fully approved, the Requisition will get a Purchase Order number assigned and the Purchase Order Reports will be printed. The system will sign the Purchase Order using a secure key and a digital signature.