Approving a Purchase Requisition

The approval process for NC eProcurement allows the appropriate personnel to approve, edit, or deny items that have been requested in NC eProcurement. Each Purchase Requisition (PR) must be fully approved within NC eProcurement before the Purchase Order is generated and sent to the supplier. The approval flow for each user may differ based on the user’s management level, supervisor chain, and entity.

For more detailed step-by-step information regarding this topic in a printable format, see the following job aid.

Open the Job Aid

Navigating to Your Approvables in Guided Buying

When logging in to NC eProcurement, users will be brought to the Guided Buying landing page. To see items currently waiting for approval, select the ‘Your Approvals’ tab at the top of the page.

Note: Users without the ability to create Purchase Requisitions (PR) may go straight to ‘Your Approvals.’

Approving a Purchase Requisition in Guided Buying

Once a Purchase Requisition (PR) is submitted for approval, the approvers have the option to either approve the request or to deny it. A user may approve a PR only if listed as the active required approver in the approval flow of the request.

Approving a requisition in Guided Buying

Denying a Purchase Requisition in Guided Buying

Once a Purchase Request (PR) is submitted for approval, the approvers have the option to either approve the item or to deny it. A user may deny a PR only if listed as the active required approver in the approval flow of the request. After a PR is denied, the status will change from ‘Submitted’ to ‘Denied.’

Editing a Purchase Requisition as an Approver in Guided Buying

During the approval process within Ariba, approvers may choose to edit the Purchase Requisition (PR) to make changes. Approvers will have the ability to make these edits based on whether they were granted the editing role in NC eProcurement.

Finding Approvables in Expert View

When using NC eProcurement, approvable Purchase Requisitions (PRs) will appear in the To Do portlet while in Expert View.

Approving a Purchase Requisition in Expert View

The Purchase Requisitions (PRs) that appear in the ‘To Do’ portlet on the ‘Procurement’ tab can be approved by using the ‘Approve’ link or by selecting the ‘ID’ or ‘Title’ of the PR.

Denying a Purchase Requisition in Expert View

Once a Purchase Requisition (PR) is submitted for approval, the approvers have the option to deny the PR. A user may deny a PR only if listed as the active required approver in the approval flow of the request.

Editing a Purchase Requisition as an Approver in Expert View

Approving Funds Exceptions (NCAS Only)

If a requisition fails to integrate with NCAS due to insufficient funds, the requester may choose to select the ‘Request Funds Exception’ checkbox before resubmitting the PR. This adds the Override Budget Officer (OBO) to the end the approval flow so that they may override the funds checking with NCAS and allow the order to be fully approved. The OBO for the entity will need to edit the requisition and select the radio button for ‘Yes’ on the Override Funds Exception field.

Note: It is possible for the user acting as the OBO to be in the approval flow more than once - for example as both the supervisor for the requester as well as in the Override Budget Officer group at the end of the approval flow. The OBO will have to follow the override process the first time they appear in the approval flow.

Approving a Purchase Requisition

Approving an Order - Guided Buying

Approving an Order - Expert View