What Is It-Document Routing

What Is It?

Document Routing

The approval of a transaction is accomplished through electronic routing of the document. That routing can include one or more of the types described below. You can determine which level of routing a document is at by looking at the status code on the document.

Routing Type	Status Codes	Definition
Incomplete	I	Document has been saved in the initiator's In Box and has not yet been routed.
Account Manager	P	Every account has an account manager, as designated on the Account document. The system automatically routes most documents to the account manager for each account cited within the document. If an account manager initiates a document containing only their accounts, account manager routing is bypassed. However, if the document contains one or more accounts for which that individual is not the account manager, the document routes to the other account managers for approval. Account managers are given the option of assigning delegates who can approve documents in their absence, or in their stead. There are two types of delegates: primary and non-primary. Both types of delegates can be created using either the Account Delegate or the Mass Change Account Delegate documents. It is highly recommended that all accounts have at least one non-primary delegate in place. Otherwise, the account manager will have to approve all transactions. This can become problematic if the account manager is absent, or leaves an organization abruptly.
Review Hierarchy	O	Review hierarchy routing allows an organization to review documents that meet specified criteria, and are generated by organizations that report to them in the organizational hierarchy. In addition, review hierarchy routing can by used within an organization to ensure greater accountability for certain transactions. Review hierarchy routing can be made to an individual, or to a workgroup. It is particularly useful where specific transactions must have additional approval by policy (such as entertainment expenses over $250), or for added accountability on certain transactions (such as high-value equipment purchases). The system will automatically route documents as designated by the reviewing organization in the Review Hierarchy document. The routing is based on: the chart and organization of the account; the document type; and the amount Review hierarchy routing is accomplished after account manager approval is given.
Special Conditions	R	Special conditions routing is used by central administrative units to route specified activities, or activities in specifically funded accounts, for review and/or approval. The system automatically routes documents based on: the document type; the sub-fund group to which the account(s) belongs; the chart specified in the document; and the object level of the object code(s) used in the document. Special conditions routing is established by Accounting & Financial Services, but may be made to any appropriate administrative office. For example, all lumber purchases route through Facilities Services for approval. Special conditions routing can only be made to a workgroup. An approval from one of the members in the workgroup serves as approval for all the people in that particular workgroup.
Ad Hoc Routed For Approval	II	Ad Hoc routing can be added at any point in the routing process, and can be initiated by any user in the routing chain. Note that a document cannot be ad hoc routed to someone who has already approved it. If the document is ad hoc routed for approval, routing is immediate. When the current user clicks OK, the user that has been chosen to approve the document receives it in their In Box. This is the case no matter when the document is ad hoc routed during the approval process. The status code on the document indicates at which level the document was ad hoc routed: II - Ad hoc routed by the Initiator PP - Ad hoc routed by the Account Manager OO - Ad hoc routed during Review Hierarchy routing RR - Ad hoc routed during Special Conditions routing Ad hoc routing could be used in any situation where the necessary approvals are not accomplished through the automatic routing processes. An example is a membership requiring a dean/vice chancellor's approval.
	PP
	OO
	RR
Approved	A	Document has completed all levels of routing and has been approved.
FYI Routing	A	There are several ways a document can be FYI routed: Ad hoc routed by one of the approvers for FYI review An optional account reviewer is specified on the account A review hierarchy is established for FYI review FYI routing takes place only after all required approvals have been made on the document.
Canceled	C	Document was canceled by the initiator or was disapproved during routing.