Overview

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Navigating the path from a shopping cart to a finalized Purchase Order (PO) involves multiple steps and different levels of approval. This article clarifies the distinction between Requisition and PO statuses, explains who handles each stage

Essential Information

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Keywords & Phrases

• Submission for Requisition: The first phase. Your request is awaiting approval from your Financial Unit.
• Submission for PO Approval: The second phase. Your department has approved of the requisition and is now with a Professional Buyer to approve of the official PO.
• Professional Buyer (Buyer): Procurement experts who provide the final legal sign-off for university purchases. .

Prerequisites

• Submit the Cart: A requisition only begins its journey once the cart is officially submitted.
• Final Approval Required: A Purchase Order is not valid until it has received final approval from all necessary parties in the chain.
• Review the recent workflow changes on Blink for an overview of recent updates to requisition workflow in Oracle Procurement.
  
  

🛑Goods and services should not be rendered until the PO is fully approved and sent to both the supplier and the requester. 

Next Steps

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Navigating to a Requisition

1. Start by navigating to Oracle at https://ofc.ucsd.edu

• • Click Company Single Sign-On
  • Log in with your Active Directory information

2. Navigate to requisitions:

• • Go to the Procure to Pay tab
  • Click Purchase Requisitions (New)

3. To check approval status:
   • The Recent Requisitions section shows your most recent orders.
   • For all other orders, go to the My Requisitions tab at the bottom of the screen. Your own requisitions are shown here by default.
   • To view others' requisitions: Unselect your name in the search bar and type in the name of the desired requisitioner.
     
     

Understanding Requisition Statuses

Requisition Status	Description	Next Steps
Draft	Cart has not been submitted.	Click the cart number in My Requisitions to edit and submit.
Rejected / Returned	Requisition was sent back to you by the financial unit approver or professional buyer.	Check your Outlook email for the notification. Click the cart to edit, resubmit, or view more information.
Auto-rejected	Requisition was sent back to you by the system. This usually indicates that something was submitted incorrectly.	Check your Outlook email for the notification or access the document history in the requisition module for the reason. Click the cart to edit and then resubmit.
Pending Approval	Awaiting approval from financial unit or specialty approver.	Click “Pending Approval” to see who it’s waiting on
Approved	If the PO field is blank, then it is still pending approval from the Professional Buyer team.	Submit a ticket to S&S, if there is a delay in receiving your PO number.
Ordered	If the PO number is listed next to the requisition number in 'My Requisitions', this indicates that the PO is now fully approved and has been sent to the supplier for processing.	None
Billed	All or part of the sum of the PO has been billed for.	None

 

Understanding the Approval Phases

Once you have located the requisition, click the Document History button. The process moves like a digital relay race: the "baton" must be passed from one person to the next in a specific order. The system cannot skip a person or a role to jump ahead in the line.

Phase 1: Requisition Approval (Departmental) 

While the status is Pending Approval, the request is with the Financial Unit of the requester.

• Sequential Order (Top to Bottom): In this phase, approvals move from the top of the list to the bottom. If multiple departmental approvals are needed, they must be completed in this exact order.

Phase 2: PO Approval (Procurement)

Once the Financial Unit of the requester approves, the status becomes Approved. A new section titled "Submission for PO Approval" will appear.

• Click the Hyperlink: If the title "Submission for PO Approval" is blue/hyperlinked, click it! This opens the detailed professional approval path. 
• Pending Approval By: Look for this row to see which specific group is currently reviewing the PO and the date it was assigned.
• Sequential Order (Bottom to Top): Unlike Phase 1, these approvals move from the bottom of the list to the top.If multiple professional approvals are needed, they must be completed in this exact order. 
• Multiple Names: If you see a list of multiple names for one title, only one person from that group needs to approve, to move the PO forward.

The following image shows the approval path for a PO that requires review from a Professional Buyer 5 , a Procurement Director, the Chief Procurement Officer (CPO) and the Chief Financial Officer (CFO).

💡Quick Tip: If the PO status says rejected, don't panic! This means it's pending a Buyer's approval.

 

Supplemental Guides

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• Oracle Procurement
• Oracle Procurement Roles Blink page
• KB0033684: How to Search for Oracle and Concur Approvers