3.6 Notification Messages

The email notification message sent by the system to an approver is an important source of information and must be carefully read. As an approver you may have different roles to perform for each document sent to you. Remember that the email you receive replaces the verbal communication that would normally accompany a paper document handed to you!

The body of the email will tell you exactly why a document has been sent for your attention and may also tell you who it is from as well as its value or content. Below are some examples indicating different actions that may be required. You must take care to take the appropriate action in each case.

• Requisition is from a subordinate and requires approval for all the items being purchased.
• Requisition contains Non-Catalogue lines and requires you to call a supplier for pricing and part numbers.
• Requisition contains items of a dangerous or sensitive nature and requires you to attach a health and safety document.
• Requisition contains an electronic leave application form and requires your consent.
• Order Request has been sent to you because you are the budget holder for the cost centre being charged and you need to check your budget.
• Order Request has been sent to you because it contains items of computer equipment and it requires your technical review.
• Order Request has been escalated to you because the nominated approver has failed to approve within pre-defined time limits.
• Change Order has been sent to you because it is for your department and the value has increased by 7% since the original approved order.
• An invoice is being charged to your cost centre.
• An invoice has been placed on a matching exception and requires your approval before payment.