Release Note - September 2023

2023 Q3 Training Release: September 6, 2023

2023 Q3 Production Release: September 15, 2023

Table of Contents

1. ESM Purchase
2. ESM Source
3. ESM Supplier

ESM Purchase

Enhanced Non-Sufficient Fund (NSF) Override User Experience for Banner/Ethos Integration

We are excited to introduce an upgraded Non-Sufficient Fund (NSF) Override experience for the Banner/Ethos Integration in our September release. This enhancement is designed to provide a more informative and user-friendly experience for our Banner/Ethos users when dealing with insufficient funds in their accounts.

Key Benefits and Features: 

1. Clearer Communication: The enhanced NSF Override feature ensures that our users receive a concise and straightforward notification when the account has insufficient funds for a transaction. This improves clarity and reduces the likelihood of confusion. 
2. Reduced Support Requests: Clarity in communication means fewer users reaching out for clarification or assistance when their transactions fail the GL check due to the insufficient fund. This reduction in support requests allows your team to allocate their time more efficiently, focusing on critical tasks.
3. Timely Decision-Making: With the capability to override the NSF, users can make quick decisions to address the NSF situation promptly. 

NSF Notification Message for the original requesters when Budget Reservation is used and/or Purchase Order is set to be released by the original requester.

NSF Notification Message for the approvers  when Budget Authorization or Budget Reservation is used 

Please note that the user also needs to have the NSF Override permission in Banner in order to override a NSF alert message in ESM. If the user does not have the permission, an error message will be displayed at the top of the screen. 

Alert Message when the user who tries to override NSF in ESM does not have NSF Override permission in Banner

Additional Storeroom Data Fields added to theReporter Tool

In this release, we updated our reporting tool with the addition of data fields from the Quantity History section on the Item Maintenance page and the Adjustment History section on the Inventory Adjustment page of the Storeroom application that will offer significant benefits to our users by enhancing their ability to track and analyze quantity and inventory change data efficiently. 

Key Benefits and Features: 

1. Comprehensive Historical Insights: With Quantity History & Adjustment History reporting, users can now access a detailed history of quantity changes over time and tailor their reports to focus on the quantity-related and/or inventory-related metrics and time periods that matter most to their operations. 
2. Streamlined Auditing and Compliance: Quantity History & Adjustment History reporting simplifies auditing processes. Users can easily export quantity and/or inventory changes and updates when needed. 
3. Efficient Troubleshooting: In case of discrepancies or unexpected changes in quantities and inventory, Quantity History & Adjustment History reporting serves as a valuable troubleshooting tool. Users can quickly identify when and how the discrepancy occurred by looking at quantity and/or inventory change data in a holistic view. 

Please see the list of the newly added data fields below: 

• Item Maintenance Page: 
  • Quantity History
    • Date
    • Action
    • Storeroom Location
    • On Hand Quantity 
    • Adjustment Quantity
    • User
• Inventory Adjustment Page
  • Adjustment History
    • Date
    • Storeroom Location
    • On Hand Quantity
    • Adjustment Quantity
    • User
    • Comment

Learn more about the Storeroom

Support Future Date for Fiscal Date in Purchase Orders and Purchase Agreements for Colleague/Ethos Integration

With our latest release, we are excited to introduce a new feature that allows Colleague/Ethos users to use a future date as the fiscal date on purchase orders and purchase agreements. This enhancement offers several key benefits that will streamline your purchasing processes and provide greater flexibility for your financial planning.

1. Enhanced Fiscal Planning: With the ability to set future fiscal dates on purchase orders and purchase agreements, you can now plan your expenses more effectively and align them with your financial objectives.
2. Streamlined Procurement: This feature simplifies the procurement process by permitting the use of future fiscal dates, reducing the need for manual adjustments and workarounds.

With this enhancement, when the user select a future date for the Fiscal Date from the ESM Purchase application, the Ethos transactionDate data field will be using this selected future date instead of the current date. 

Bug Fixes

The following bugs are fixed with this release:

• Email Alerts - System does send emails when a transaction ready for release to the user even if the user has email alerts Off
• ESM Storeroom - Internal Note and External Note on the Order Fulfillment page are missing on reporting

ESM Source

Export Supplier Response Status

ESM Source users can now export suppliers' response status from the application directly. This new capability brings convenience and efficiency to your procurement process, enabling you to make data-driven decisions with ease.

On the Response Status page, an Export button is added to allow users to download supplier response status into an excel file. 

ESM Source > Response Status Page

Exported Supplier Response Status Report

If the user selects a filter or searches by supplier name, the user can only export the filtered supplier responses status. 

ESM Source > Response Status Page (Filtered)

Exported Supplier Response Status Report (Filtered)

Key Benefits and Features: 

1. Effortless Data Export: Say goodbye to time-consuming processes. With our latest feature, you can export Supplier Response Status data at any time with just a few clicks.
2. Streamlined Communication: Share supplier response status with your team, stakeholders, or external partners in a universally compatible Excel format, promoting seamless communication and collaboration.

Granular Approve Tab Access

With this release, ESM Source administrators can now give their users access to the Request page and Award page on the Approve Tab individually. This feature empowers administrators to fine-tune and optimize user access to the Approve tab, providing improved security and efficiency in managing approvals. 

ESM Source Admin Page > General Settings > Add/Edit User

Key Benefits and Features: 

1. Enhanced Security: With the Granular Approve Access control, administrators can define who has access to the Request approvals and Award approvals separately, reducing the risk of unauthorized personnel making critical approvals.
2. Compliance Assurance: Ensure compliance with regulatory requirements by restricting access to the Request or Award approvals to only authorized individuals. This feature aids in maintaining audit trails and demonstrates your commitment to data security and compliance.
3. Increased Productivity: With precise access control, employees can focus on their specific tasks without being overwhelmed by irrelevant information. This targeted approach improves productivity and helps users stay on track with their responsibilities.

Please note that if your users already have the access to the Approve Tab, your users will continue having the access to the Approve - Request and the Approve Award pages by default. 

Additionally, if the administrator tries to remove a user's access and the user is included in a workflow, the system will alert the administrator to remove the user from the workflow before removing the access. An alert message will be displayed on the top of the page. 

ESM Source Admin Page > General Settings > Add/Edit User

Approval Workflow Category

Two approval workflow categories are added to the ESM Source application with this release, Request Approval and Award Approval. This exciting addition is designed to streamline the workflow processes with the new granular Approve Tab access control. 

ESM Source Admin Page > General Settings > Add/Edit Workflow

Key Benefits and Features: 

1. Improved Workflow Organization: Keep your approval workflows organized by selecting a workflow category (Request Approval, Award Approval, or both). Users can now easily label workflows based on where it is used. 
2. Precision Workflow Search Results: With the usage of the workflow category, only relevant workflows will show up as the search result. For example, when a requester searches workflow on the Request Tab, only the workflow(s) with Request Approval category will be displayed to ensure the requester can easily and accurately find the workflow needed. 
3. Improved Compliance: Ensure compliance by avoiding usage of wrong workflow and sending the requests to irrelevant approvers. 

By default, all the existing workflows in the system will have both categories selection. You can configure the categories on the ESM Source Admin > General Settings > Add/Edit Workflow page. 

Display Workflow Overview of a User on the ESM Source Admin

Another enhancement added to ESM Source Admin is to allow administrators to easily view and manage the workflows of individual users from the Add/Edit user page of the ESM Source Admin. Additionally, administrators can easily navigate to the Add/Edit workflow page of a specific workflow to make required changes by simply clicking on the workflow name. 

ESM Source Admin Page > General Settings > Add/Edit User

Key Benefits and Features: 

1. Enhanced Administrative Efficiency: With this feature, administrators gain a comprehensive overview of each user's workflows directly on the Add/Edit User page. Administrators can now manage user workflows more efficiently, reducing the time and effort required to search and find a user's workflows. 
2. Improved User Support: With a clear view of user workflows and easy navigation, administrators can better assist users when they encounter issues or need guidance, resulting in a more positive user experience.

Optional Request Approval

In this release, we also added a new setting to the ESM Source Admin that offers administrators the flexibility to choose whether request approvals are required or optional, providing a more customizable and efficient workflow experience.

ESM Source Admin Page > General Settings > Edit Entity Settings

Key Benefits and Features: 

1. Flexibility and Efficiency: The Optional Request Approval feature empowers organizations to tailor their approval processes to match their unique needs. Users can opt for approvals when they add value, thus reducing unnecessary bottlenecks in workflows.
2. Time Savings: By eliminating mandatory approvals for every request, users can get their work done more quickly. This feature prevents unnecessary delays and improves overall efficiency.

When the request approval is set to optional, requesters will see both a Request for Approval button and a Submit button when they create requests on the Request Tab. Requesters now have the flexibility to still send the request for approval or directly submit their requests to the bid facilitators. 

ESM Source > Request Tab

Please note that the Request Approval is set Required by default. If you want to make a change, please go to ESM Source Admin > General Settings > Edit Entity Settings page. 

Bug Fixes

The following bugs are fixed with this release:

• Select User Group drop-down list on the ESM Source Admin > Reporting Configuration > User Group Assignment page only displays the first 30 user groups.
• Source suppliers do not show up in the search result when creating a walk-in response.
• Reporting - Awarded Line item Bid and Vendor Information are not returning data when the event has been republished by creating an addendum.

ESM Supplier

Attach Files on the Supplier Registration Form

We are thrilled to introduce a new feature that will streamline your supplier registration process and enhance communication with both your suppliers and team members. With this latest update, you can now attach and publish files and documents to your suppliers directly through the Supplier Registration Form. This function is now available on custom sections and the system default sections.

ESM Supplier > Registration Form Tab

Once the registration form is published to the suppliers, they can easily view and download the attached files on the registration form from the Supplier Portal. 

Supplier Portal > Registration Form

Key Benefits and Features: 

1. Efficient Document Exchange: Expedite the exchange of crucial documents, such as tax forms and compliance forms, without the need for separate email attachments or file sharing services.
2. Enhanced Supplier Experience: Suppliers will appreciate the ease of access to the information they need. This feature simplifies the onboarding process, reduces confusion, and fosters a more productive relationship with your suppliers.
3. Improved Document Control: Maintain better control over the documents you share with suppliers. You can ensure that the right files are shared with the suppliers, reducing the risk of errors and misunderstandings.

We believe that this enhancement will greatly improve your supplier management process, making it easier than ever to share vital information with your suppliers and strengthen your business relationships.