Set Up Your Agency​


Several of the application’s processes can be automated or enabled to suit your agency’s business rules. You can set these up and then modify them as needed. Note that PO Assigner and PO Approver depend on properly setting up your users on the User Maint or Department screens.

Also, when you begin to create Workflows or Departments, Requisition Departments and Purchase Order Departments are not required. However, there are optional processes that, if you use them, require Departments.

Set Up Your Agency Rules

1. Click the Agency tab.

2. Check, uncheck, or select the options as needed. See the examples below.

3. When finished, click Update.

Figure 1 - Agency rules menu

Agency screen with list of agency setting check boxes 

Auto Authorize Requisitions

Check this to automatically authorize requisitions. Leave unchecked and requisitions will have to be authorized by a user designated as an Authorizer. Even when unchecked, if an Authorizer creates a requisition and marks the 'Itemization Complete', the requisition will be 'automatically' authorized.

Figure 2 - Requisition Authorization example

requisition screen with status message and authorize button highlighted 

PO Assigner Required

Check this to require that purchase orders be assigned to specific purcharer. A user or users must be designated as an Assigner on the User Maint screen.

Figure 3 - Example of assigning a requisition items to purchasers

purcahse order assign screen with a list of assignees 

PO Approver Required

Check this to require that a purchase order be approved before the order can be placed with the vendor (see example below). A user or users must be designated as a PO Approver on the User Maint screen.

Figure 4 - Purchase Order approval required example

purchase order with approval button and status message highlighted 

Receiver can see Item Prices

Check this to allow receiving personnel to see purchase order items prices on the Receiving screen of the application.

Figure 5 - Example of Receiving can see prices

Receiving screen with list of purchase order items 

Email Notification

Check this for e-mail notifications to be sent when a requisition is unapproved or rejected by an Approver or a Purchaser, or when purchase order items are received. The e-mails will be routed automatically to the person who made the Requisition. E-mails will be sent from

Restrict Req Approver

Check this to restrict approvers from approving their own requisitions. This does not restrict based upon PCA or any other criteria – approvers would not be able to approve any line item from a requisition that they created.

Figure 6 - Restricted approver example

requisition status screen with one restricted requisiton shown 

Restrict Approval by Req Department

Check this so that requisition approvers can approve only those requisitions (either all at once or by individual line item) assigned to their Requisition Department(s). See example above.

Encumber PCard Purchases

Check this so that P-Card purchases (with a TC 215) will be sent to STARS even if the purchaser checks the Not Invoiced check box on the PO screen. (Only line items with encumbrance transaction codes are sent to STARS. All other transaction codes are not. A purchase order marked as Not Invoiced or PCard Purchase will not send any transactions to STARS, unless overridden by this setting.)

Delegated Amount

The delegated purchasing authority granted to your agency by the Division of Purchasing. Requisitions and purchase orders that exceed this amount can still be entered in the application, but you must contact the Division of Purchasing regarding such purchases.

PO Pct Variance

The PO Pct Variance is a whole number which represents a percentage, e.g., “10” = “10%”. A purchase order line item amount may not vary from the original requisition line item amount by greater than this percentage. Enter a zero if you do not use the PO Pct Variance.

As an example, if the requisition line item is $100 and the PO Pct Variance is 10%, then the purchase order line item amount cannot be greater than $110 or less than $90. (This includes additional Freight on a purchase order line item.)

Then when a purchaser changes the line item such that the amount exceeds the PO Pct Variance, a message will be displayed explaining the restriction.

Figure 7 - PO Pct Variance warning example

PO percenet variance warning message