Manage Tab ESM Purchase™ Reference Guide

This document provides a condensed overview of the Manage Tab.  It will demonstrate with short text descriptions supported by screen shots for each function.

Table of Contents

1. Approve or Reject
2. Reapprove
3. View Workflow
4. Forward
5. Ad Hoc Review
6. Archive
7. Prepare CC Order
8. Encumber
9. Release PO
10. View Order
11. Re-Release Order

Access to the manage tab allows a user to administer orders in a variety of ways. Note that a user will not be able to have the Manage Tab privilege if they are currently associated with a workflow.

 

The Manage Tab user can review or edit the information that the originator specified. Note that internal notes can be seen by users and that external notes can be seen by both users and suppliers.

1. Sort based on selected criteria:
   1. Filter by Selection, Transaction #, or PO#

Note: The Selection “Active” indicates the current user’s action is required. Waiting indicates that another user or General Ledger action is required.

1. Sort by: Account #, Arrival Date, Create Date, Payment Form, PO #, Requester Name, Transaction #, Transaction Name, Status, Supplier (A-Z), and Supplier (Z-A)
2. Expand to view details of the items by selecting the caret.
3. Next Step drop-down menu shows available actions

As shown in the screenshot above, various details about the order may still be editable, as the order is awaiting approval. The ability to edit these details (at both the header and line-item levels) can be subject to your entity’s individual settings. If they are not editable, you may need to reject it so that the original requester can make the desired changes.

The manage tab user may perform the actions below from the Next Step drop-down menu.

 

Approve or Reject

The manage tab user can approve orders by selecting the Approve button. They can also reject orders by selecting the Reject button and entering a rejection reason. The transaction will return to the originator for editing.

 

Reapprove

To send the order back to a previous approver for reapproval, a user can select the Reapprove button and enter a rejection reason.

 

View Workflow

Users can view the transaction’s progress in the approval process by selecting “View Workflow” in the Next Step drop-down.

A pop-up window will appear, displaying the workflow

 

Approver Status:

Active - transaction in under the user’s approve tab since the date provided

Pending - user has not yet received the transaction, which is still active under the previous approver

Approved - user approved the transaction on the date provided

Hold - user paused the transaction’s approval process under his/her approve tab

Rejected - approver rejected the transaction on the date provided

 

Forward

Select Forward from the Next Step drop-down menu to send the transaction to an approver that is not listed in the workflow.

Select the desired approver from the drop-down.

Note: The user must have the approve tab.

This transaction may not be sent to forwarding approver again unless it is rejected or the user appears elsewhere in the workflow.

 

Ad Hoc Review

Ad Hoc Review allows approvers outside of the workflow to review the transaction and provide comments.

Select Ad Hoc Review from the Next Step drop-down.

Select the desired approver user and click continue. An email notification will be sent to the reviewer.

The View Workflow will state the Ad Hoc Reviewer and Notes provided by the user.

To respond as an Ad Hoc Reviewer, use the Selection drop-down to view Ad Hoc transactions and select Respond.

Confirm readiness to respond.

Provide the Internal note comments as needed and select update.

User’s comments will appear in the Internal Note and View Workflow screens.

 

Archive

To archive an order, select the Archive button. Archiving an order prevents any further action on the transaction and locks down any details thereof. This action is irreversible.

 

Prepare CC Order

To enter credit card information for an order, select Prepare CC Order in the Next Step drop-down and select the Prepare button.

The user will be prompted to enter the credit card information and select Continue.

 

Encumber

To encumber an order, select Encumber from the Next Step drop-down and select the active button on the right. This will check for available funds in the General Ledger.

 

Release PO

To release an order, select the Release button. The user will be prompted to review the order and select Continue. For an in-depth guide, please see the Order Release ESM Purchase™ Reference Guide.

Select Place Order to confirm release.

When successfully submitted, the order will appear under the Selection filter “Submitted with the Status of “Submitted to Supplier.”

 

View Order

The user may select the Next Step “View Order” to print the order.

The System Note History states the time the order was successfully released.

 

Re-Release Order

Select “Re-release Order” from the Next Step drop-down.

Select Prepare (CC Order) or Release (PO).

If the Payment Form is Credit Card and it was declined, provide new card information. Select Continue and Place Order.

Note: Re-released orders will state “Duplicate Order.”

Quote

Function not yet available.

Bid

Function not yet available.