Infor/Lawson RQC Approvers Training Guide

Infor/Lawson RQC
Approvers
Training Guide
September 2014
Requisition Approval Process Overview
All requisitions entered into RQC will require approval at some level. This approval process will be
deemed as an electronic signature approval by the approver. This section is intended to give a brief
overview of the approval process.

Requisitions that request only products from Central Supply are automatically approved.

Requisitions for Special or Service items are sent to the requester’s buyer for review. The buyer
will review the items requested to insure that they are not already in the Lurie Item Master. The
buyer can take one of two actions:
o Approve – This moves the requisition to the next level for approval.
o Unrelease – This sends the requisition back to the requester for re-work. An email will be
sent to the requester with any comments added by the buyer.

All requests for product that comes from a vendor are sent for approval based on the Expenditure
Authorization Policy (EAP). These requisitions are routed as follows:
o Level 1 – Department (Cost Center) Manager. In some instances, more than one
manager approves for a Cost Center. The first manager to take an action sends the
requisition to the next step.
o Level 2 – Director
o Level 3 – Administrator
o Level 4 – Chief
The EAP approvers can take one of three actions:
o Approve – This moves the requisition to the next level for approval.
o Unrelease – This sends the requisition back to the requester for re-work. An email will be
sent to the requester with any comments added by the approver.
o Reject – This essentially cancels the requisition. It must now be re-entered from scratch,
if necessary. Any comments added by the approver will be sent via email to the
requester.


Requisitions that contain an Activity Code such as those for Funds, are sent to an Accountant for
final approval. This approval is simply to insure that the requisition has been coded properly.
The accountant can only take the action of Approve or Unrelease much the same as the buyer.

Requisitions not approved within 24 or 48 hours will generate a reminder email to the approver.

Approvals at Levels 1, 2, and 3 will timeout and push the approval to the next level.

If a requester is an approver (based on the EAP), then the approval process will assume that the
requester is authorized to the threshold outlined by the EAP. If the requisition total is greater than
the approver’s authority, then at least one additional electronic signature is required.

Once all required levels of approval have been received, then the requisition will be marked as
approved and ready for Purchasing to process a PO. An email will be sent to the requester
alerting that the requisition has been approved.

Email any questions to [email protected]
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Accessing Approvals
The Requisition Center (RQC) application can be accessed by logging into Infor/Lawson Portal. The
Portal is a web-enabled application, meaning that it will be accessed using the Lurie Children’s Portal. A
helpful note is to always maximize any Internet Explorer windows that open. However, it is recommended
that the zoom on Internet Explorer be maintained at 100% as this affects the view.
Requisition Approval
1. Approvers will receive an email with a link to the Lurie Children’s Portal2 page anytime a
requisition requires approval (see email samples at the end of this document). Click this link to
open the page. Optionally, double-click the ‘Portal – Lurie Children’s’ icon
or navigate to https://portal2/pages/default.aspx in Internet Explorer.
on the desktop
NOTE: The Lurie Portal is the only approved means to access Infor/Lawson Approver
Inbaskets. There are known compatibility issues with Internet Explorer versions that may
exist on individual PCs. This is the only way to guarantee the application functions
properly.
2. Click the link to Infor/Lawson Portal 901. The network ID and Password will automatically be
passed to the Infor/Lawson Portal Login page and the user logged in to Infor/Lawson Portal. If
the ID and password are not automatically entered, then enter your network ID and Password.
This is the ID/Password that you use to sign on to the PC.
NOTE: The first time a user logs in, they may receive a series of boxes that will prompt the
user to accept new bookmarks. Simply click the OK button for each box that appears.
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3. The Inbasket link(s) appear in the left navigation pane.
4. An asterisk (*) next to a task indicates pending approvals.
5. Left click on the task to be approved. A list of requisitions pending approval is displayed. Scroll
down to view more information.
6. Click a requisition to approve. Information pertaining to the requisition is displayed.
7. Click Drill Around® link to view additional information pertaining to the requisition.
8. Under Please Review, click Display to return to the main display window.
9. Under Please Review, click Folders to view an online form presentation of the requisition.
Nothing can be changed here as the requisition is pending approval.
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10. Under Please Review, click Messages to add comments to explain the action taken.
a. Click Add Message
b. Enter your initials in the Name box to identify the author of the comments.
c. Enter your message. These comments will be returned to the requester to explain why a
requisition was unreleased or rejected.
11. Under Please Review, click History to see a list of prior approvers.
12. Under Actions, choose an action. This is the equivalent of an electronic signature and will be
viewed as such. The user ID of the user will be captured and used for audit purposes.
a. Approve: The approver is accepting the requisition as is. Once all levels have been
satisfied, the requisition is approved and ready for Purchasing.
b. Unrelease: The approver is sending the requisition back to the requester for correction.
All messages entered will be included in the email sent to the requester.
c. Reject: The approver is not approving the requisition. This action essentially cancels the
requisition. The requester is emailed with the entered messages.
d. TimeOut: This is a system action that indicates the requisition sat in an approver’s
inbasket for 72 hours with no action. This action pushes the requisition to the next
approval level. Level 4 (Chiefs) do not have a TimeOut action. Approvers should never
take this action as it is construed as missing the approval window.
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Notifications
Approvers will receive three types of email notifications. They are as follows:
1. Initial Email: When a requisition is placed in your inbasket for approval, an email will be sent.
This email will have a URL linking to the Lurie Children’s portal at
https://portal2/pages/default.aspx.
2. Reminder 1: After 24 hours of no action on an approval, a reminder email will be sent.
3. Reminder 2: After 48 hours of no action on an approval, a second reminder email will be sent.
4. Escalation: After 72 hours of no action on an approval, the approval will TimeOut and be pushed
to the next highest approver with an email sent to that approver.
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Email Samples
Approver Email – MS Outlook Inbasket
Emails for approvals will come from the address of [email protected]. Do not reply to these
emails as this address does not exist at Lurie.
Approver Email (includes Escalation)
Approver Email – 24 Hour reminder
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Approver Email – 48 Hour reminder
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