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    Workflow

    Purchase Requisition “PR” Workflow

    Workflow routing in myUF Marketplace: Department Roles Marketplace is streamlined for speed of turnaround and efficiency. It is now possible to route purchase requisitions, or “PRs” to fewer approvers. Routing is based on:

    • Vendor status in myUF Marketplace: Department Roles Market
    • Dollar value of PR
    • Account/commodity code

    Two approvers can access a shared approval folder. Routing for Financial and Commodity Approval are made at the same time.

    Step 1

    This screen shot from myUF Marketplace: Department Roles Marketplace illustrates the longest possible path of a Purchase Requisition “PR” .  Not all PRs will require all steps.  This presentation will illustrate the criteria used to determine when steps are taken.
    Click to see larger image.
    Screenshot of a PR Approvals workflow timeline with six steps. A large green arrow highlights Step 1 “Combo Edit Validation—ChartFields validated against myUFL”.
    Step 2

    For a list of e-catalog (enabled) vendors in myUF Marketplace: Department Roles myUF Marketplace, see the Vendors section of this site. Click to see larger image.
    Screenshot of a PR Approvals workflow with six steps, all showing Approved. A large yellow arrow highlights Step 2 “Financial Approval” as conditional: it routes to a financial approver if a non‑catalog vendor is used or the PR total exceeds $2,000, and is skipped if the PR is under $2,000 with an e‑catalog (enabled) vendor; a star icon marks e‑catalog vendors.
    Step 3

    Click to see larger image.
    Screenshot of a PR Approvals workflow timeline with six steps, all marked Approved. A large yellow arrow highlights Step 3 “Commodity Approval,” noting it routes to a commodity approver based on commodity codes or code plus dollar amount (yellow = conditional). A side note says PRs for radioactive items, security systems, computer equipment, software, and telephones route to EHS, PPD, IT, or Telecom.
    Step 4

    Budget validation does not pre-encumber funds. Click to see larger image.
    Screenshot of a PR Approvals workflow with six steps, all marked Approved. A large green arrow highlights Step 4 “Budget Validation,” labeled system automated: myUF Market automatically validates the ChartField string and budget availability against myUFL; if it fails, the PR is rejected, the reason appears in PR history, and the PR can be copied and edited.
    Step 5

    For a list of contract vendors in myUF Marketplace: Department Roles Market, see the Vendors section of this site. Note:  Some contract vendors  do not have e-catalogs.  Most e-catalog (enabled) vendors are also contract vendors.
    Click to see larger image
    Screenshot of a PR Approvals workflow with six steps, all marked Approved. A large yellow arrow highlights Step 5 “Buyer Sourcing,” which conditionally routes to Purchasing Services buyers based on commodity codes; the step is skipped if a contract vendor is used (identified by a green dollar icon in myUF Market).
    Step 6

    Click to see larger image.
    Screenshot of a PR Approvals workflow with six steps, all marked Approved. A green arrow highlights Step 6 “Create PO,” labeled system automated: the system creates a Purchase Order; note says the PO has been created and the next step is the Purchase Order workflow.

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    Purchase Order “PO” Workflow

    Step 1

    Click to see larger image.
    Screenshot of a PO Approvals workflow timeline with four steps, all marked Approved. A green arrow highlights Step 1 “Revise PO,” noting the system revises the PO format for dispatching.
    Step 2

    Click to see larger image.
    Screenshot of a PO Approvals workflow with four steps, all marked Approved. A large yellow arrow highlights Step 2 “Asset Management Approval” (Sherry Adams), labeled conditional: required if account codes with 78 are used, if certain commodity codes exceed $1,000 per line, or if certain account codes exceed $1,000 per line.
    Step 3

    Click to see larger image.
    Screenshot of a PO Approvals workflow with four steps, all marked Approved. A green arrow highlights Step 3 “PO Dispatch,” noting the system dispatches the PO to the vendor. Dispatch methods listed: CXML (electronically into vendors’ order entry), email, fax, and US mail.
    Step 4

    PO numbers in myUF Marketplace are 10 digits and will begin with the first two digits of the fiscal year, example:  09XXXXXXXX

    When POs are exported to myUFL, they will have the Business Unit and the myUF Marketplace number, example: 6440-09XXXXXXXX. Click to see larger image.
    Screenshot of a PO Approvals workflow with four steps, all marked Approved. A green arrow highlights Step 4 “PO Export,” stating the PO will export into myUFL except when PCard is selected as the payment method; POs are generated for all orders in myUF Market, and a UF Visa PCard icon appears.

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    myUF Marketplace/myUFL PO Numbering

    Two-column comparison of PO number formats. myUF Market: External Vendor format “09xxxxxxx”; ISP example “09ACTxxxxx.” myUFL: External Vendor example “1420-09xxxxxxx”; ISP example “1420-09ACTxxxxx.”

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    Example of a PR Taking the Shortest Route

    Click to see larger image.

    Workflow screenshot showing a fast three‑step approval. A yellow callout notes this path is for PRs under $2,000 using an enabled contract vendor, non‑asset, with no Commodity Approver needed; note says the transaction was created and sent to the vendor in 3 minutes.

     

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