User security levels and department maintenances allow the end user to access only their accounts. Once a requisition is entered and an expenditure account is chosen, the end user has real time balances for those accounts. Depending on the user security level, the user can over request the account or be told to contact the purchasing or finance department for further assistance.
In requisition maintenance, the user can be required to enter in quotes. The system administrator may set the threshold for this requirement. Once the quotes are obtained, they can be electronically attached or scanned into the requisition maintenance screen for future reference.
The approval process has four steps. They are open, first approval, second approval, and third approval. There is a defined system for who should approve the requests and who can do it. The request, once approved, is converted into a purchase order/voucher.
There are several ways to approve requisitions. Users may choose to be notified of waiting requisitions. When a user signs into MCSJ, a message will appear that informs them that there are requisitions awaiting their approval. Users may also print a report of requisitions within their range of approval. For users with many requisitions to approve, there is an auto-approval routine that can be ran for a group of requisitions and sorted by dollar amount.