A Department Account Coder (DAC) is responsible for adding C-FOAPAL (accounting string) information to complete a requisition initiated by a Shopper. Once the appropriate C-FOAPAL information has been entered and the requisition submitted, it then moves onto Department Approval to the dollar range approval queue linked to the Chart/Org entered within the C-FOAPAL information.

When reviewing the What’s Next workflow on a requisition, if “Unassigned” is seen that indicates that the approvers in that queue have not yet assigned the requisition to themselves to review and take action on.

To Access the Approvals – Requisitions Screen

1. Log into iBuy.
2. Select Orders on the left navigation bar.
3. Hover over Approvals to reveal a menu.
4. Select Requisitions to Approve.
   NOTE: If assigned to multiple approval queues, folders will appear for the specific queues you are assigned to that have an item pending approval.

Assigning a Requisition

Use the Assign feature to prevent another approver within the approval queue from approving the requisition you are reviewing. The Assign feature must also be used to apply the C-FOAP or make any edits to the requisition or to return or reject a requisition.

1. Select the requisition in question.  
2. Select the Assign icon at the end of the row of the requisition to approve.
3. Select Requisition Number to open the requisition.

Editing the Accounting String (C-FOAPAL) Codes

1. Under the Accounting Codes section, select Edit (pencil icon).
2. Enter the entire C-FOAP by applying one of the following options:
1. Option 1: Select from your code favorites by hovering over the right-hand corner of the pop-up window and select Favorites (heart icon) and then select from the list of saved nickname codes.
2. Option 2: Search by Value or Description. Select the arrow within the box of the accounting code you need to change. You can type the number in the box, select from the values that are saved, or select Search to search by number or Description, or a portion of either Value or Description. Select Add Split (plus sign) to split FOAPAL codes and repeat steps 1-2 above.
   NOTE: The Chart-Fund-Organization-Account-Program segments of the C-FOAPAL are required. The use of the Activity and Location are advised but not required. 

NOTE: Please note you cannot select a second favorite when splitting a FOAPAL. You must manually enter the second FOAPAL string. For more information, please see this job aid: Splitting Account Codes (C-FOAPAL).

3. Select Save Changes.

Using the Accounting Date Field

It is important to know when to appropriately apply an Accounting Date of 7/1/20XX. Here are the guidelines:

• State Fund 1000XX – The State Fund code 1000XX for future fiscal years is typically opened for use the first week of December the year prior. When creating or approving an order on or before June 30, 20XX, that uses next fiscal year Fund Code 1000XX, the Accounting Date field under Billing Options on the checkout page of iBuy must be populated with the value of 7/1/2025 to ensure that the purchase order is applied to fiscal year 2026. Applying the Accounting Date of 7/1/2025 ensures that any invoices received against your purchase order will be appropriately paid after 7/1/2025 and will avoid system errors. 
• Orders for the next fiscal year (7/1/2025 – 6/30/2026) – Orders for subscriptions, renewals, or goods/services that do not start until 7/1/2025, should also have the Accounting Date field under Billing Options on the checkout page of iBuy populated with 7/1/2025. Please note if you need an invoice paid prior to 7/1/2025 then leave the Accounting Date empty.

Approver Action Options

1. Select the appropriate action from the Actions options in the upper right corner of the requisition. Action options include:
   1. Approve: Approves the requisition and moves it to the next step in the workflow
      NOTE: If a requisition is approved by a DAC without the C-FOAPAL entered, the requisition will return to the Shopper’s Draft Carts. 
   2. Return to Shared Folder: Used to return the requisition to its shared approval folder where another approver within the queue can review it.
   3. Place Requisition on Hold: Use to indicate that the assigned Approver is reviewing/obtaining additional information/not taking action on the requisition at this time.
   4. Return to Requisitioner: Allows Approver to return the requisition to the Requestor to make updates and resubmit.
   5. Forward to: allows you to forward the requisition to another approver.
   6. Withdraw Entire Requisition: if the issue with the requisitions cannot be resolved with one of the other actions you can withdraw the order.
   7. Reject Requisition: Allows the Approver to reject the requisition.
2. Type the reason for the return or reject in the Reason field.
3. Select the blue action button.
4. The blue action button will display the text “Save Changes” or “Reject Requisition” depending on your previous selections.

To View Requisitions Recently Approved by Me

1. Log on to iBuy.
2. Select Orders on the left navigation bar.
3. Hover over Approvals to reveal a menu.
4. Select Requisitions Recently Approved by Me.
5. Apply the desired Filters using Add Filter.
   NOTE: The system default for Approved Date is set for Last 30 days.
6. Search and reporting options available:
1. Use Save As to save a specific search under Favorite Searches.
2. Pin Filters will set the desired filters as default for when returning to view them.
3. Clear All Filters will return to system default.
   NOTE: See the Using Orders Search and Creating Reports job aid for additional information on the use of search filters and saving searches.