• Main Purchasing page

Approving Purchasing Documents

Before You Start . . .

• When approving any document in DaFIS, approvers must review and understand the purpose and intended use of the document. Review who initiated the transaction, who the vendor is, what was ordered, the appropriateness of the purchase, and what accounts are to be charged.


• Purchasing documents contain three screens of information that must be reviewed: the Main Screen, the Item Information screen, and the Accounting Distribution Screen.


• It is important to follow purchasing policies as set in the UC Davis Policy and Procedure Manual, Section 350.

Step-by-Step . . .

1	Select and open the purchasing document from your In Box.
2	On the main screen, review the following fields: Initiator ID - be aware of where the transaction originated. Order Type - Is the order type correct? (e.g., OV, M3, or U3; Blanket or Specific). Agreement - Is there an agreement for the item being purchased? Using agreements often allows for a higher delegation limit, covers the department with agreement pricing and terms, and selects the correct vendor number for the Vendor Invoice. FOB/Carrier - The FOB code dictates the liability and shipping terms. Payment Terms - These terms will determine what discount, if any, will apply to payment. Explanation (or Document Notes) - The approver should have sufficient description and justification to feel confident in approving the transaction. Vendor - For DPOs, verify that the vendor is appropriate. For PRs, make sure the vendor(s) requested are acceptable.
3	From the main screen, click the Items button to review the items being purchased.
4	On the Items Screen, review the following fields: Commodity Code - Confirm that the commodity code used for the item being purchased is appropriate. In the case of a DPO, verify that the item being ordered is allowed (P&PM 350-21). You should also confirm that the item is being taxed/not taxed appropriately. Commodity Description - While the system will not allow inappropriate commodity codes on a DPO, confirm that the description remains within the acceptable limits (P&PM 350-21). On a PR, be sure the description is sufficiently detailed.
5	If the items are to become inventorial equipment, click the Equipment button and review the Equipment Certification Screen to make sure the related equipment information is accurate.
6	Review the accounting information by clicking on the green and pink More button at the end of each line on the Item Information screen.
7	The Chart, Account, Sub Account, and Project fields should reflect correct information, including the appropriateness of the funds being used for the transaction. Do not make changes to the accounting lines or you will create lien problems. Instead, disapprove the document and add a note explaining to the initiator what corrections are needed. Click OK on the Accounting Distribution screen to return to the Item Information screen.
8	Click OK on the Item Information screen to return to the main screen of the document.
9	If the document is acceptable, click OK on the main screen to approve and route the document.
10	If you choose to disapprove the purchase, select Disapprove from the Workflow option on the menu bar at the top of your screen. You will have to write a note explaining your reasons for disapproval. The disapproved document will be FYI routed back to the initiator.

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