Gateway (SciQuest) Requisition Approvals

Overview

Gateway purchase orders are integrated into GUS via regular automatic data downloads of Gateway POs. The Gateway approval process has also been integrated into GUS in order to accurately record GUS specific subs and cost types as requisitions come in, as well as to provide liens on requisitions before Gateway POs are downloaded.

  1. Getting Started
  2. Requisition Overview
  3. Approval Step

Getting Started

To start approving Gateway requisitions in GUS, start your 4D client and navigate to the menu item SciQuest > Approve Requisitions. The UCSB Procurement Gateway will load into a web area within GUS where you can log in to Gateway with your UCSBNetID.

approve-login

Access Your Requisitions

Accessing your requisitions to approve are the same as you would do it without GUS. In the upper right of the web page there is a pull-down menu called Action Items. If there is a numbered red icon next to it, you have requisitions that need approval. Pull down the menu and click “Requisitions To Approve”.

approve-action

The next page is a list of individual requisitions. Do not click the “Approve” button for an individual listing, as this will not allow GUS to capture the data and create a lien. Instead, click on the requisition number to the right to access the details of the requisition.

approve-req

Requisition Overview

Once the requisition details page has loaded, GUS has a record of the requisition. Before approving, you must check for any alerts, and make sure the account strings for each funding source have valid subs and cost types. Looking at the “GUS Info” pane on the left of the approvals screen, you will see alerts (in red) at the top, and funding source information below.

approve-info

Alerts

There are a number of alerts that should be noted and/or fixed before approving a requisition. The following alerts may require the account string to be fixed, or resubmitted with the correct account string. If the requisition is approved with these alerts, GUS will have no record of it and no lien will be created automatically:

Unknown Project Code.
Ambiguous Project Code.
Invalid Project - Project is inactive, ambiguous or non-existent.

If you see any of the next four alerts, there is a good chance the requisition should not be approved before any of the stated problems are resolved with the purchaser or PI of the project:

Proj Status is Hold/CF-Hold. New orders probably should not be allowed.
Proj Status is Closed. New orders should not be allowed.
Sub is overdrafted.
Sub has no funds.

The last four alerts you may see are the most common, and require you to edit the funding source information before approval:

A Sub has not been identified.
Sub is invalid or ambiguous for this project.
Missing Cost Type.
Cost Type is invalid for this sub.

Fixing Funding Sources

To edit Gateway funding source information in GUS, scroll down the page to the “Accounting Codes” section and click on “Edit”.

approve-edit

If you see a message “Accounting codes vary by line”, then the order has been split between multiple funding sources, and an extra step must be taken. To make sure GUS can see the funding source information for this requisition, click the “Account Codes” tab at the top of the page, and continue as before.

approve-split

You should now be in an editing dialog that pops up over the funding source information. Edit the sub(s) and cost type(s) as needed by clicking on “show all values” for each field. A dropdown selector will appear and be populated with GUS specific subs and cost types that are not available to you when using Gateway without GUS.

Approval Step

Once the funding sources have been settled and recognized by GUS, you may approve the requisition and a lien will automatically be created in GUS. Click the pull down menu in the upper right portion of the page and select one of the “Approve/Complete” options.

approve-complete

If there are any problems creating the lien in GUS, an alert dialog will pop up to notify you of any special circumstance. In the case below, a lien is still created, but the overhead rate may be incorrect.

approve-error

In cases where GUS still cannot identify which sub or cost type the funding sources are referring to, a different alert will notify of the sub/cost type in question and ask if you want to proceed without a lien. Proceeding with no lien will require a lien to be created manually in GUS, but will still approve the requisition in Gateway.