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VACATION RULES
Parnassus Financials User Guide
Content
Overview/Objective 1 Create Vacation Rule 3-5
Approval Hierarchy 1 Update/Delete Vacation Rule 5&6
Approval Process 2 Additional Option for Vacation Rule 6
Timeout Process 2
Overview
Requisitions for Purchase Orders (PO) over $500 go through an approval process in
Parnassus. The amount of the Requisition determines the number and level of
approvers needed. If an approver does not respond to the notification within three days,
a timeout notification process begins in an attempt to move the requisition forward.
Approvers should create a Vacation Rule when they will not be available to approve
requisitions. The vacation rule re-routes the notifications to a pre-determined temporary
approver. Vacation rules are necessary for the timely processing of requisitions that
require additional approval.
Objective
This guide describes the approval hierarchy, approval process, and the timeout process
regarding requisitions for purchase orders and setting up a vacation rule. Approvers will
be able to create a vacation rule, update specific details of their rule or delete a rule.
Approval Process
Open Email Notification or through Workflow/Worklist in Parnassus
Click appropriate Approval Action
o Approve – approves and sends requisition to next approver, if any. Once all approvals
have been received, the requisition goes to Purchasing to create PO
o Reject – returns requisition to the creator who can then cancel or resubmit the requisition
Use the following options with Purchasing department’s knowledge so further problems do not
develop.
o Approve & Forward – approves and forwards requisition to another approver not
currently in the approval hierarchy
o Forward – sends the requisition to another approver not currently in the approval
hierarchy for approval. The requisition status will be “Pre-Approved”
o Reassign – reassigns an approver’s authority to another approver for that requisition
only
o Request Information – is a message feature in Parnassus which allows an approver to
request more information about the requisition before approving. Since this option can
delay the process it is suggested that you use email instead.
Timeout Process
When a requisition for a purchase order is submitted and where approvers are required,
a timeout process in Parnassus will track the approval process. This timeout feature
begins when an approver does not respond within three days of the requisition approval
notification. The timeout process is outlined below.
Timeout Process – additional notifications begin when approver does not respond to first
approval notification within 3 days (consecutive).
Since the Timeout Process can be very involved and delays the processing of the
requisition, it is very important for approvers to create a vacation rule.
Option 1 (preferred set up): Create Vacation Rule for All Approvals
Log into Parnassus
NOTE: The system cannot currently reassign IC Credit Card transaction notifications.
Contact Ann Martin in Accounts Payable for questions.
Once a vacation rule has been created you can view or edit your vacation rule by
logging into Parnassus and selecting “Vacation Rules” (see Figure 1).
An inactive status means the rule has been created but is currently not active because
of the Start/End Dates/Times you applied. The following describes how Approvers can
quickly access their vacation rule to update the Start/End Dates/Times, delete a
vacation rule, add or change the message to a reassigned approver, or update
temporary approvers (see Figure 5).
Log in to Parnassus
Click Apply
Log in to Parnassus
Contact the Purchasing Department regarding requisitions requiring approval when the
approver is unavailable due to unexpected circumstances and a vacation rule is not
active.