Finance › Requisition Approvals is the approver's desk. It lists every requisition that is still Awaiting approval in the campuses you are permitted to see, and lets you approve it — for the full amount or a smaller one — or reject it with a reason. Approving moves no money; it only authorises the request. The cheque is issued later on Issue Payment, and the bill is logged against the same requisition number after that.
Steps
- Go to Finance › Requisition Approvals — you also land here when you press the bell notification "Requisition awaiting approval"
- Read the row: number, who raised it, campus, category, purpose, "needed by" date and the Requested amount
- To allow a different amount, type it in Approve amount; leave it blank to approve exactly what was asked
- Type Remarks if you want them — they are compulsory when rejecting
- Press Approve or Reject. The row leaves the list, and the bell entry disappears for every other approver
What is recorded
Both figures are kept: what was requested and what was approved, together with your name, the date and time, and your remarks. Every decision is added to the requisition's own permanent trail, and the requester sees the outcome on My Requisitions — the approved amount, or Rejected with your reason under it. Nothing is written to any ledger — an approval is a commitment, not a transaction.
Things that will refuse
- "You cannot approve a requisition you raised yourself." The person who asks can never be the person who authorises, even a Super Admin who holds every permission. Ask another approver.
- "Please give a reason for rejecting this requisition." A rejection with no reason is refused; the reason is what the requester reads.
- "The approved amount must be more than zero." An approved amount, if you type one, has to be positive.
- "This requisition has already been approved / rejected / cancelled." Someone else decided it first, or the requester withdrew it while you were reading. Only a requisition still Awaiting approval can be decided.
- A campus you are not permitted to act on — the row is not shown, and a decision on it is refused.
Common confusion
"Nothing is waiting for your approval." Nobody has raised a pending requisition in your campuses — an approved, rejected or cancelled one no longer appears here. Requesters see the whole history on My Requisitions.
"I approved it — why does the ledger show nothing?" Correct. Money only moves when someone issues it on Issue Payment, and only up to the approved amount. The expense is recorded when the bill comes back.
"The buttons are there but greyed." Approving is its own permission, Requisitions — Approve, separate from Request, Issue Payment and Settings. Nobody holds it until your school grants it in Users & Privileges. The bell notification goes to the users who hold that permission for the campus plus the school's Super Admins; if nobody holds it yet, the Super Admins and Admins are told instead of no one.
"The list is always empty." If requisitions have not been enabled for your school yet, this page simply stays empty (My Requisitions shows the "not switched on" message) — contact EDUBase support.