Finance requests

In Sparkrock 365, a finance request refers to one of the following documents:

  • Purchase requisitions
  • Payment requests
  • Expense claims

When a finance request is submitted for approval, the following events occur:

  • The Status of the finance request changes from Open to Pending Approval.

  • The finance request automatically appears on the Requests to Approve page.

  • A notification email for the approval request is sent to the one or more initial approvers. After the one or more initial approvers approve the finance request, subsequent approvers are notified.

    The notification email workflow for purchase orders, purchase invoices, and purchase credit memos dimension approval workflows is different than the notification email workflow for other finance requests. For more information, see Notification email workflow for purchase document dimension approval workflows.

An approver can view, approve, or reject a finance request. An approver can also delegate their approval to an alternate user.

To view a finance request that has been submitted for your approval

  1. On the Finance Department Manager role center, choose the Requests to Approve cue.

    The Requests to Approve page opens.

  2. Select the request that you want to view, and then on the action bar, choose Open Record.

    If the request is for a purchase requisition, the Purchase Requisition page opens. Otherwise, if the request is for a payment request, the Payment Request page opens.

  3. Review all data in the request.

  4. To view an attachment, perform the following steps:

    1. On the FactBox page, choose the Attachments tab.
    2. In the Documents field, select the link that appears for the value.
      The Attached Documents page opens.
    3. Select the record that you want to view, and then on the action bar, choose Download.
    4. When you are finished, choose Close.

  5. To leave a comment, perform the following steps:

    1. On the action bar, choose Comments.
      The Approval Comments page opens.
    2. In Comment, specify a comment.

To approve a finance request

  1. On the Finance Department Manager role center, choose the Requests to Approve cue.

    The Requests to Approve page opens.

  2. Select the request that you want to approve.

  3. To specify a comment, on the action bar, choose Comments.

    The Approval Comments page opens.

  4. In Comment, specify a comment.

    You must specify a comment before you approve the request.

  5. On the action bar, choose Approve.

To reject a finance request

  1. On the Finance Department Manager role center, choose the Requests to Approve cue.

    The Requests to Approve page opens.

  2. Select the request that you want to reject, and then on the action bar, choose Reject.

    The Approval Comments page opens.

    When rejecting a document, a comment is required.

  3. In Comment, specify a reason for rejecting the document.

    The User ID and Date and Time fields are automatically populated.

Delegate the approval of finance requests to an alternate approver

A mySparkrock user can designate an alternate mySparkrock user to approve finance requests on their behalf.

To delegate the approval of finance requests to an alternate approver

  1. On the Finance Department Manager role center, on the navigation menu, choose Administration, My Alternates.

    The My Alternates page opens.

  2. On the action bar, choose New.

    The mySparkrock User Alternates page opens.

  3. In Alternate User No., specify the number that is associated with the user who you want to act as your alternate.

  4. Specify dates and times for the authority delegation period.

  5. To allow the specified mySparkrock user to approve finance requests on your behalf during the specified period, select the PR Approval Alternate checkbox.

    The alternate approver receives approval requests by email. To view the approval requests, the approver must open the Finance Department Manager role center, and then choose the Requests to Approve cue.

Finance department manager
Expense claim approvals
Payment request approvals
Purchase credit memo approvals
Purchase invoice approvals
Purchase order approvals
Purchase requisition approvals

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