Some Kojo customers need intermediate approval steps when the field requests materials, before the request goes to the purchasing team. This is why Kojo has introduced a Field Requisition Approvals feature. Please note, these steps can only be completed on Kojo web.
The need for field requisition approvals may arise when:
Job specifications require specific material brands (e.g. for hospital jobs).
Project managers want to review requests before purchase, for an added layer of control.
Field supervisors want to consolidate requisitions from multiple field users.
How it Works
You can configure up to five levels of approvals for requisitions before materials are purchased. Multiple users are allowed at each approval level to help process approvals at that level. An approver can review, edit, delete and/or advance requisitions to the next step in the approval process.
Setup
To get this feature enabled, please contact your Kojo Customer Success Manager.
Org Setting
Turn the setting on under Settings > Company tab > Settings > Enable Requisition Approvals
Job-Level Settings
Set up the level of approvals for each job needing approvals.
Browse to Jobs > Select the Job > Team tab
Set the number of approval levels needed for the job.
Assign an approval level to needed users. Users can be field or office users.
Approvals Page
The Approvals page displays all requisitions that need review and their history. The Approvals page is available on Kojo Jobsite Web and Kojo Office.
Filter Tabs
Inbox
Requisitions that are ready for your review.
In Progress
Somebody has approved the requisition in prior levels but it isn't ready for your review level yet.
Users still have the ability to place a review for these items
Unreviewed
Requisitions without reviews.
History
Anything that has been approved or reviewed no matter its current state.
Sorted by requested date descending.
Requisition Approvals Needing Review
On Kojo Jobsite Web or Kojo Office, browse to the Approvals page.
Click on requisitions listed under the “Inbox” tab.
The Requisition Approvals Detail page will open with the Requisition you selected.
You can edit any of the fields on the Requisition. For example, you can change item quantity, description, or select an item from a different source.
You can reject individual line items by selecting the checkbox next to the line then clicking the “Reject” button.
Under options at the top right, you can delete the entire Requisition or reject all items.
Combining Requisitions
You can easily combine line items from multiple Requisitions into one.
Browse to the Requisition Approvals Detail page.
Copy the rows you would want to move by dragging your mouse from the “QTY” column to the other columns you would like to move to the other Requisition.
Press CTRL + X (Windows) and CMD + X (iOS), to cut the rows from the table so that you can paste them.
Click “New Requisition” in the top left. This will create a new Requisition.
Select the “QTY” column, then press CTRL + V (Windows) or CMD + V (iOS) to paste the rows into the new Requisition.
Follow the above steps for other Requisition rows you’d like combine into one Requisition.
You can add the original requesters from copied Requisition items to “CC Additional Recipients”. They will be notified once the Requisition is approved for Purchasing.
Changing the Source of the Requested Item
There are a few cases where the source of the material may need to be adjusted. For example, a Warehouser checking to see if material is in stock may need to switch the item to a warehouse item.
Click into the line item’s Description box. This will show the list of material with its different sources. If you can’t find an exact match you can adjust the description to search your desired source.
Once adjusted, the item will be switched to the proper source. You can see the change in the Source column.
Creating New Requisitions
Approvers have the ability to create new Requisitions from Kojo Jobsite Web and Kojo Office.
On the Approvals page, click “Create new Requisition”
On the Requisition Approval Detail page, click “New Requisition”
Purchasing for Approvals
Requisitions Page Filter Tabs
The Requisitions page now has additional filters to work with Approvals. The Unprocessed tab will continue to show Requisitions that have not been finalized by Purchasing. The Processed tab will continue to show Requisitions that have been finalized by Purchasing.
Inbox
Requisitions that are ready for Purchasing. These are Requisitions that have all required approvals and any Requisitions for Jobs that do not have approvals required.
In Progress
Somebody has approved the Requisition at one or more levels but all approvals have not been received yet.
Purchasing can still open these and work them if needed.
Unreviewed
Requisitions without any reviews.
Purchasing can still open these and work them if needed.
All
View all Requisitions in one screen no matter their approval state. It includes Requisitions needing approvals and any Requisitions for Jobs that do not have approvals required.
Viewing and Working "In-Progress" Requisitions Requiring Approvals
Purchasing agents will have the ability to override required approval levels to make a purchase on a Requisition if needed. They can also see a read-only view of the in progress Requisition if needed.
Read-Only Viewing
On the Requisitions page, click on an In Progress or Unreviewed Requisition.
You will see the Requisition with an option to convert it for Purchasing and an option to review it only as a read-only view.
To see a read-only view, click “Review Only”. You will not be able to make changes to the Requisition or add it to a PO. After reviewing, if you would like to create a PO then click “Convert for Purchasing”. Converting for Purchasing cannot be undone.
Converting to Purchasing
On the Requisitions page, click on an In Progress or Unreviewed Requisition.
You will see the Requisition with an option to convert it for Purchasing and an option to review it only as a read-only view.
To work the Requisition, click “Convert for Purchasing”. This will send all items to your Warehouse, pull from Hold For Release POs, send to the Vendor (if applicable) and lock the Requisition from further approval review. Converting cannot be undone.
Bypassing a review/approval:
When you have varying levels of approvals enabled, such as level 1, level 2, and level 3, if a Field user submits a REQ, and is not an approver, they will need all 3 levels to approve in succession, and cannot bypass.
In addition, a higher level approver (such as level 3), can bypass lower levels of approval, and submit/approve REQs immediately.
If the submitting user is also an approver, they should only need approvals from the levels above them, like a hierarchy.
Kojo Jobsite Mobile Statuses
The original Field requester will be able to see the status of the approval levels in Kojo Jobsite Mobile.
Notifications
The following notifications occur when a Job has the Approval Workflow enabled.
When a new Requisition is submitted, users will receive an email and in-app message
The Purchaser will still be notified of the new Requisition
The first level approver will be notified
The original Field requester will be cc’d
When a Requisition is approved with approvals remaining, users will receive an email and in-app message
The next level approver will be notified
When a Requisition receives all required approvals
The Purchaser will be notified the requisition is ready