This page provides an overview of how routing will operate in Aggie Enterprise.
Below are highlights of Aggie Enterprise routing:
- The ability for document initiators to ad hoc route documents will not be available in Aggie Enterprise. Approvers will be able to add another user to approve during approval routing however.
- Initiators will be able to withdraw a Requisition and edit it if needed, prior to it being reviewed or approved by other Aggie Enterprise users.
- Approvers will be able to approve or reject a document, but will not be able to directly edit a document. A rejected document can be edited by the Requisition initiator and resubmitted.
- In the Billing section, either the Project Number or Charge Account field must be completed. These fields drive the necessary approval routing.
- The Project Number field will be used to track financial activity for a body of work that often spans across fiscal years. Using this field will drive the routing to the Project Manager.
- If the Project Number field is not filled in on a document, the Charge Account field must be completed, and the Department Approver will receive the document in lieu of the Project Manager and be required to approve.
- Either the Project Manager or Department Approver is required to approve each document; they are not both required to approve.
- Note: The Project field in the Charge Account section is NOT the same as the Project Number field.
- The Charge Account Project is related to the General Ledger (GL), while the Project Number field is related to the sub-ledger known as Project Portfolio Management (PPM).
- Special conditions routing (e,g, for equipment purchases that require review by Safety Services) will continue in Aggie Enterprise.
- Requisitions will automatically route to Tax Reporting and Compliance, Capital Asset Accounting/Equipment Management, based on the types of equipment cited, and whether or not certain tax indicators (such as the Research and Development Tax Exempt box) are checked.
- Organization review routing (e.g. optional department routing for various dollar thresholds) will not be available in Aggie Enterprise.
- The approver cannot also be the initiator of the document. The system will automatically enforce a separation of duties, as is the current state in KFS.
- If a Charge Account approver creates a Requisition, another approver for that Charge Account will be required to approve. If a PPM Project Approver creates a Requisition, it will go directly to Rejected status.
- To see the status of a Requisition in routing, a user will click the Pending Approval link on the Requisitions screen. Since multiple approvers can be assigned to a single Financial Department, the resulting screen will not show a specific person the document has routed to. A process will be developed for users to look up approvers for their departments.