Rework Process in Purchase Requisitions
The Rework feature in purchase requisitions provides approvers with an option to send back requisitions to requestors for rework. Requestors can then make the required changes in the requisition and resubmit.
This blog post briefly outlines the various configurations and steps involved in the rework process of a purchase requisition.
Let us now see an example of how this feature works for the scenario Overall Release of Purchase Requisition.
Configurations in Manage Workflows for Purchase Requisitions:
While defining a workflow step, choose the step type as Overall Release of Reworkable PR.
In the Exception Handling Section,
For Rework Requested Exception select the required action as Rework PR and
choose an Action Result.
|Continue||The workflow will continue with the next step after the rework is done by the requestor|
|Repeat Step||The current step will be repeated after the rework is done by the requestor|
|Restart Workflow||The same workflow will be restarted once the rework is done by the requestor|
You must choose the required action for the exceptions as follows:
Rework Requested – choose the required action as Rework PR
Rejected – choose the required action as Do Nothing
Any other combination will lead to an error while saving and activating the workflow.
While configuring the step, choose the Role as Determined automatically. As the recipients in this case are the requestor(s) of the purchase requisition who need to perform the rework, the recipients are determined internally.
Selection of any other combination will lead to an error and activation of the workflow will not be possible.
Now when a purchase requisition subjected to flexible workflow picks up a workflow which is configured for Rework.
The approver of the purchase requisition will have an additional decision option “Request Rework”
for the work item in the My Inbox app.
In case the approver wants the requestor to make some changes to the purchase requisition, this option can be used to send back the requisition to the requestor for corrections.
It is mandatory for the approver to provide comments while performing this action.
The requestor will receive a rework work item in the My Inbox app. Either the requestor can directly navigate to the Manage Purchase Requisitions – Professional app from the My Inbox using the smart link or select the Manage Purchase Requisitions – Professional app from the Launchpad.
In the Manage Purchase Requisitions – Professional, in the list page, the requestor sees a Rework Required indicator for the requisition for which rework is requested.
Once the requestor navigates into the purchase requisition, they can see a new section called Rework which displays the comments provided by the approver.
The requestor can view the workflow related details in the Approval Details section. In the below figure,
Workflow Step 2 indicates the rework work item for the requestor to act on.
Workflow Step 3 indicates that once the rework is completed the first step will be repeated.
The requestor then makes the changes, enters the rework comments, and saves the purchase requisition.
This completes the rework step, and the approver once again receives a work item in the My Inbox to act upon.
Note: In case the requestor makes a change in the purchase requisition that is restart relevant then the workflow will get restarted.
For any queries or support related to the rework process in purchase requisitions please post a question here.
For frequently asked questions on flexible workflow in purchase requisitions, please check this blog post from Yamuna Mathew, where she summarized some of the frequently asked questions.
If you have any questions or thoughts please feel free to post in the comments section.