CAS

Approvers
Quick Reference
Guide

Department Of Education and Training

Central Office
CAS Approvers Quick Reference Guide

Contents
WORKFLOW EMAILS VIA OUTLOOK ............................................................................... 1
Emails to Approvers..................................................................................................................................... 1
Email Reminders and Timeouts..................................................................................................................... 1

REVIEWING AN EXPENSE REPORT ................................................................................ 2

PRE-REQUISITE ..................................................................................................................................................2
REVIEWING AND ACTIONING AN EXPENSE REPORT ...............................................................................................2

REVIEWING A REQUISITION ............................................................................................ 3

REVIEWING AND ACTIONING A REQUISITION VIA EMAIL .........................................................................................3
Reviewing Attachments and Line Details........................................................................................................ 3

REVIEWING AND ACTIONING A REQUISITION VIA THE IPROCUREMENT HOMEPAGE ..................................................4

Reviewing Attachments and Line Details........................................................................................................ 4

APPROVAL DELEGATION ................................................................................................. 5

IEXPENSES .........................................................................................................................................................5

Creating a Notification Rule .......................................................................................................................... 5

Deleting a Notification Rule .......................................................................................................................... 6
IPROCUREMENT ..................................................................................................................................................6

Creating a Notification Rule .......................................................................................................................... 6

Deleting a Notification Rule .......................................................................................................................... 7

APPENDIX A - INFORMATION FOR REQUISITION PROCESSING ................................. 8

PURCHASING POLICIES, THRESHOLDS, NOTE TO BUYER AND ATTACHMENTS ........................................................8
Procurement Process ................................................................................................................................... 8
Thresholds and Requirements ...................................................................................................................... 8
iProcurement Processing Exceptions.............................................................................................................. 9
Note to Buyer Field and Attachments ............................................................................................................ 9

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Department Of Education and Training

Central Office
CAS Approvers Quick Reference Guide

WORKFLOW EMAILS VIA OUTLOOK

Emails to Approvers
Workflow email notifications are sent to Approvers so they can review requisition and
expense report details and approve them on-line.
An email Notification Attachment contains the details that need to be checked (this includes
requisition electronic supporting documents) to ensure correct charge accounts are being
used and purchasing policy and guidelines are being followed. The approver then uses the
available drop down list options or buttons to Approve or Reject the expense.
The approval processes are documented on the subsequent pages of this quick guide.
Email Reminders and Timeouts
There are timeout limits set in the system. These ensure staff who have submitted
requisitions and expense reports are made aware if their submission has not been actioned
by the approver.

Requisitions
!

The Approver will receive a First Reminder Email after 3 days if the
original Email has not been actioned.

If the First Reminder Email is not actioned, the Approver will receive a
Final Reminder after another 2 days.

If the Approver does not action the Final Reminder Email the Requestor
receives an email after another 2 days to advise them that their
submission has not been actioned. The email will advise them that they
need to resubmit the requisition to the same Approver or choose another
Approver.

Expense Reports
!

The Approver will receive a Reminder Email after 5 days if the original
Email has not been actioned.

If the Approver does not action the Reminder Email the Requestor
receives an email after another 5 days to advise them that their
submission has not been actioned. The email will advise them that they
need to resubmit the expense report to the same Approver or choose
another Approver.

Emails become inactive once they are replaced by a reminder email or the last timeout has
sent the submission back to the preparer.

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CAS Approvers Quick Reference Guide

REVIEWING AN EXPENSE REPORT

Pre-requisite
Expense Report emails should only be actioned after the Approver has received the
supporting documents provided by the claimant (receipts, travel calculator etc).
1. There is no other way of ensuring all the on-line details are correct without comparing
them to the supporting documents
2. Accounts Payable will not know that an Expense Report requires processing unless
they receive the supporting documents, but this should be only after theyve been
checked against the on-line report and the email notification attachment actioned

Reviewing and Actioning an Expense Report

Open Outlook and you will see an item in your Inbox eg

Expense report EXP28387 (310.65 AUD) for SMITH, JOSEPH requires approval

Open the email

Note:

Windows XP the attachments appear in the attachments area

underneath the email Subject line, Windows 2000 attachments appear
in the bottom left corner of the email

There are 2 attachments in this email. Open the email Notification attachment
named WF_URL_NOTIFICATION.html

Scroll down to view the line details and check them against the supporting
documentation ie receipts for cash and other expenses and worksheets showing
how overnight accommodation was calculated, indicating meals consumed or
kilometres travelled

Action the email as required:

o If everything OK, click on the Approve button
o If documentation is missing or if incorrect amounts are claimed
!

Type a comment in the Note field to advise what the claimant needs to
do to fix their claim or documentation (eg please process using a
different Cost Centre or Taxi Receipt missing)

o Click on the Reject button

Once the email has been actioned, a message appears at the bottom of the
email advising Notification Response is Complete

Close the attachment, then close the email

If approved, forward the Supporting Documents (in their Expense Envelope or

attached to the Expense Header) to Accounts Processing, ETSSC, Level 5, 8
Bennett Street, East Perth

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CAS Approvers Quick Reference Guide

REVIEWING A REQUISITION
Reviewing and Actioning a Requisition via Email

Open Outlook and you will see an item in your Inbox eg

Requisition 59804 for SMITH, JOSEPH (365.25 AUD) requires approval

Open the email

Note:

Windows XP the attachments appear in the attachments area

underneath the email Subject line, Windows 2000 attachments appear
in the bottom left corner of the email

Open the email Notification attachment named WF_URL_NOTIFICATION.html

Scroll down to view details. The first five requisition lines are summarised and
additional lines can only be viewed via the View Requisition Details link

Reviewing Attachments and Line Details

Requisitions can contain electronic attachments ie Vendor Creation form or
Quotation Summary

Click on the View Requisition Details link and Insert your Username and
Password at the Please Log On page, then click on the Log On button

Attachments will appear in the Attachments region as an individual link with the
name of the document, click on this link to access the document and close the
document as you would normally to go back to View Requisition Details

To view individual line details, click on the View links in the Items area, then click
on the Hide button to go back to View Requisition Details screen

Click on the Close button of the View Requisition Details page to return to the
email for the required action

Action the email as required:

o If everything OK, accept the default Approve option from the drop down list,
then click on the Submit button
o If everything is NOT OK
!

Type a comment in the Note field to advise what the requestor needs to
do to fix their requisition (eg please process using a different Cost
Centre or Quotation summary missing etc)

o Select the Reject option from the drop down list, then click on the Submit
button

Once the email has been actioned, a message appears at the bottom of the
email advising Notification Response is Complete

Close the attachment, then close the email

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CAS Approvers Quick Reference Guide
Reviewing and Actioning a Requisition via the iProcurement Homepage

Log into CAS Production

Click on the CAS Internet Procurement responsibility

Click on Homepage link you will see an item in your To Do list eg

Requisition 59804 for SMITH, JOSEPH (365.25 AUD) requires approval

Click on the To Do item that requires approval

Scroll down to view details. The first five requisition lines are summarised and
additional lines can only be viewed via the View Requisition Details link

Reviewing Attachments and Line Details

Requisitions can contain electronic attachments ie Vendor Creation form or
Quotation Summary

Click on the View Requisition Details link. Attachments will appear in the
Attachments region as an individual link, click on this link to access the
attachment document and close the document as you would normally to go back
to View Requisition Details

To view individual line details, click on the View links in the Items area, then click
on the Hide button to go back to View Requisition Details screen
o If everything OK, click on the Approve button
o If everything is NOT OK, click on the Back Browser Button
o Scroll down to the bottom
!

Type a comment in the Note field to advise what the requestor needs to
do to fix their requisition (eg please process using a different Cost
Centre or Quotation summary missing etc)

o Select the Reject option from the drop down list, then click on the Submit
button

Click on the Home tab to ensure the To Do item no longer appears

To Exit the system, click on the Return to Portal button at the top of the
Homepage

Click on the Yellow Exit Arrow at the Oracle Welcome banner

Close the Username/Password page

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CAS Approvers Quick Reference Guide

APPROVAL DELEGATION
iExpenses
Creating a Notification Rule

At the CAS Production Login screen, insert Username and Password and click on
the Connect button

Click on the CAS Workflow User link and/or

Click on the Notification Rules link

Click on the Create Rule button

Using the cursor, scroll through the list of values and click on the Item Type
Expenses (be careful not to choose Expense)

Click on the Next button

Leave the default Notification All, then click on the Next button

Click in the Start Date field and insert the start date of the rule using the following
date format DD-MMM-YYYY ie 21-AUG-2006

Click in the End Date field and insert the end date of the rule

Click in the Comments to include in notification field and insert a justification for
the rule eg ON ANNUAL LEAVE

Click in the Reassign to field and insert a partial name value of the delegate eg
SMITH%

Click on the Torch icon to search and select the appropriate name if more than one
appears
Note:

The name selected will appear in the Reassign to field on return to the
Create New Rule screen

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CAS Approvers Quick Reference Guide

Click on the OK Button

The rule has a status of Active, this is indicated by the tick under the Active field

Note: The rule will be in effect only for the specified period of time
On return to work the rule must be deleted. This will ensure that irrelevant data does
not remain in the system. Use the instructions on the following pages to delete the
rule
Deleting a Notification Rule

At the CAS Production Login screen, insert Username and Password and click on
the Connect button

Click on the CAS Workflow User link and/or

Click on the Notification Rules link

Click on the Delete Rule icon (underneath where Delete Rule appears)

Click on the House icon (top left of the Notification Rules page) to return to the
Oracle Home Page

iProcurement
Creating a Notification Rule

At the CAS Production Login screen, insert Username and Password and click on
the Connect button

Click on the CAS Internet Procurement link and/or

Click on the Home Page link

Click on the reassign To Do notifications while youre out of the office link

Click in the Select checkbox for the Requisition Approval notification type

Click on the Edit Rule button

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CAS Approvers Quick Reference Guide

Click in the Start Date field and insert the start date of the rule using the following
date format DD-MMM-YYYY ie 21-AUG-2006

Click in the End Date field and insert the end date of the rule

Click in the Reassign to field and insert a partial name value of the delegate eg
SMITH%

Click on the Torch icon to search and select the appropriate name if more than one
appears
Note:

The name selected will appear in the Reassign to field on return to the
Create New Rule screen

Click in the Comments to include in notification field and insert a justification for
the rule eg ON ANNUAL LEAVE

Click on the OK Button

The rule has a status of Active, this is indicated by the tick under the Active field

Note: The rule will be in effect only for the specified period of time
On return to work the rule must be deleted. This will ensure that irrelevant data does
not remain in the system. Use the instructions on the following pages to delete the
rule
Deleting a Notification Rule

At the CAS Production Login screen, insert Username and Password and click on
the Connect button

Click on the CAS Internet Procurement link and/or

Click on the Home Page link

Click on the view or edit your reassignment rule link

Click on the Delete Rule link

Click on the Home tab

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Department Of Education and Training

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CAS Approvers Quick Reference Guide

APPENDIX A - INFORMATION FOR REQUISITION PROCESSING

Purchasing Policies, Thresholds, Note to Buyer and Attachments
Procurement Process
Once a need for a good or services is established, an officer must determine if the
procurement of a good or services is covered by a mandatory whole of government
arrangement or contract (commonly known as Buyers Guides, but also CUAs, CUCs or
similar). Buyers Guides are available from the Government Electronic Marketplace (GEM).
All current Buyers Guide can be found at:
http://www.gem.wa.gov.au/Gem/Buyers/Contracts/cuc_buyers_guides

or an officer may contact Contract Services for advice.

If a mandatory Buyers Guide exists, the contract must be used and the rules of that Guide
followed, unless a Departmental contract for the same goods or services exists. In such
cases the officer may use the Departments contract instead.
Some Buyers Guides are classified as non-mandatory, meaning that they may not be
required to be used (see the relevant Buyers Guide for more details). A new feature of the
Buyers Guides is the Pick & Buy arrangement where quotations are not required when
purchasing an item from a Common Use Arrangement/Contract (CUA & CUC). Officers
must use these Buyers Guides where applicable, or follow the general rules outlined
in the Thresholds section below.
If no mandatory contract exists an officer should establish if there is a Departmental contract
in place. This should be used if suitable. Contract Services can advise on how to use these
contracts. Where a Buyers Guide or Departmental Contract is not in place, the general rules
outlined in the Thresholds section apply.
Note: Officers can only exceed their Purchasing Threshold (outlined in the Thresholds
section below) when using Buyers Guides.

Thresholds and Requirements

If no previous contractual arrangement exists the purchasing thresholds are to be applied as
specified on the Threshold table overleaf
Monetary Threshold (inc GST)

Purchasing Method Required

Up to $1 000

Direct purchase requiring only one verbal

quotation.
Source and evaluate two or more verbal
quotations.
Source and evaluate two or more written
quotations.
Contact Contract Services for assistance unless
buying from a Common Use Arrangement (Buyers
Guide) or Agency Specific Contract.

$1 001 - $9 999
$10 000 - $19 999
$20 000 and above

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CAS Approvers Quick Reference Guide
iProcurement Processing Exceptions
Some types of purchases do not need to be processed through iProcurement. If a Payment
Voucher is the method to pay an invoice, please make sure that the payment voucher has
been incurred before forwarding to Finance.
Some Exceptions are:

Utility Payments
Contracted Courier Services
Cab Charge/Taxi Services
Memberships
Subscriptions
Purchases under $50

Note to Buyer Field and Attachments

This field is viewable by both Contract Services staff and the Approving Officer.
The Note to Buyer field is used to indicate the following information:
requested items have been selected from a Department or Government contract

quotation details

the requisition has attachments (see additional note below) with relevant quote or
supplier information

the requisition is a confirming order only

any other information relevant to the purchase not contained in an attachment

Attachments Internal to Requisition

The types of file attachments that may need to be added to a requisition are:
Request Form to create a new Vendor or Vendor Site

Summary of the Quotes and justification for accepted quote

Blanket Order Request form

GEM form (see additional note below)

GEM Notifications above $10,000

All purchases above $10,000 inc. GST also require that a GEM web entry form be completed
and sent to Contract Services for entry onto GEM. This is a post-award policy requirement,
and should not be confused with the quotation requirement. iProcurement users must use
the electronic form available on iProcurement and attach that to their electronic requisition.

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