easyPurchase™ Requester Reference Guide

This document provides a condensed overview of both easyPurchaseTM Requester Processes.  It will demonstrate with short text descriptions supported by screen shots for each step explained.

 

Table of Contents

  1. Cart/Requisition Process
  2. Shop/Cart/Checkout Process

 

Cart/Requisition Process

The Requester can create or search for a cart/requisition.

  1. New Cart/Requisition: link to begin creating a new cart/requisition
  2. Requisition Search: search criteria for previously created requisitions
  3. Quick Search: condensed search engine for Unsubmitted/Submitted requisitions
  4. Search Results: most recently created requisitions or results of search criteria

 

Selecting a Catalog

After selecting New Cart/Requisition, the Requester will select the appropriate Catalog for the requisition. The Requester can also search for Keyword(s) within Catalogs. The Manual Item Entry allows the Requester to add an item that is not provided on the vendor’s catalog.

Note: Requisitions can be Multiple or Single Vendor Requisitions. Multiple Vendor Requisitions allow for more than one vendor per requisition and approvals at the line-item level. Single Vendor Requisitions only allow for one vendor and one approval at the header level.

 

Creation of Requisition

The Requester will be directed to either a Punch-out or Hosted Catalog. A Hosted Catalog is shown below. A Punch-out Catalog will direct the Requester to the customized version of the Vendor’s website. Once the Requester selects desired items from the Punch-out Catalog, the cart will return to ESM Solutions’ Cart/Requisition tab.

  1. Qty: enter quantity amount for desired line item  
  2. Update/Add: updates changes made/creates requisition with desired line items

 

Submitting Requisition

The Requester enters in details of the requisition, and then submits it for the approval process.

  1. Cart/Requisition Name: required field used as an identifier for requisition
  2. Cart/Requisition Justification: required field for reasoning of requisition
  3. Ship To Location: displays default Ship-To Location with a drop-down menu for additional locations
  4. Approval Route: the route that will determine the approvers of this requisition
  5. Update All Account #s: General Ledger account code for requisition (can also enter via line item)
  6. Notes: message included in requisition that can be Internal (Users) or External (Vendors)
  7. Fiscal Date: date used for financial year that defaults to current date
  8. Credit Card: field for creating a credit card purchase
  9. Confirming Request: validate the Vendor has received the order
  10. Override Price: price entered will replace current Unit Price
  11. Remove: when checked, item will be deleted
  12. Add Item: chose another item from the catalog
  13. Submit for Approval: release for approval

 

Recreating a Requisition

The Requester can copy a previous requisition by selecting the original Cart/Requisition # to edit the new requisition.

 

Deleting a Requisition

Approver must reject the requisition to return it to the requester who can solely delete the requisition by removing each line item. Check the Remove checkbox for each line item, then select “Save”.

The Requester will receive a green deletion confirmation message.

 

Resubmitting Rejected Requisitions

Returned requisitions contain the Rejection Reason under the Product Description. Once the adjustments are made by the Requester, the requisition can be re-submitted for approval.

 

Requisitions Statuses

The Requester can view the progress of the requisitions under Search Results.

  1. Partial: the requisition is in the approval route
  2. Unsubmitted: the requisition has not been submitted to the approval route
  3. Returned: the requisition was rejected by an approver
  4. Complete: the requisition has been approved

 

Pre-Encumbrance Status

The General Ledger communicates either a successful transaction (Pre-Encumbrance) or an error (Maintenance Required). Select the Cart/Requisition # to identify the error message.

The status column displays the General Ledger’s error message.

User can:

  • Resubmit the requisition by checking Retry All
  • Return the transaction (to the Requester’s Modify tab) by checking Undo All

 

Shop/Cart/Checkout Process

Selecting a Catalog

On the Shop tab, the Requester selects the Catalog for the new requisition.

  1. Non-Catalog Items: the Requester can add an item that is not provided on a vendor’s catalog
  2. Select Catalog: the drop-down menu/ search function to select desired catalog
  3. Search Keyword(s): Search Function for line items within select hosted catalogs
  4. Catalog Icons: Directs user to defined vendor’s catalog

 

Creation of Requisition

The Requester will be directed to either a Punch-out or Hosted Catalog. A Hosted Catalog is shown below. A Punch-out Catalog will direct the Requester to the customized version of the Vendor’s website. Once the Requester selects desired items from the Punch-out Catalog, the cart will return to ESM Solutions’ Cart tab.

  1. Quantity: the Requester will need to enter the desired quantity
  2. Add to Cart: select once to create the requisition in the Cart tab

The Cart tab will display “Cart (total items).” The Requester selects the Cart tab to edit line items and then Continue to convert into requisition.

 

Submitting Requisition

The Requester enters the details of the requisition, and then submits it for the approval process.

  1. Order/Req #: required field that automatically populates the name of the requisition
  2. Fiscal Date: date used for financial year that defaults to current date
  3. Note: message included in requisition that can be Internal (Users) or External (Vendors)
  4. Attachment: additional files included in requisition
  5. GL Acct Code: General Ledger account that requisition will utilize (can be split via percentage)
  6. Confirming Request: validate the Vendor has received the order
  7. Approval Route: the route that will determine approvers of this requisition
  8. Next Approver: next user who needs to approve the requisition
  9. Displays line items within the requisition and allow to edit at line-item level
  10. Status: ability to check the progress of their requisitions
    • Unsubmitted: the requisition has not been submitted to the approval route
    • In Progress: the requisition is in the approval route
    • Returned: the requisition was rejected by an approver
    • Complete: the requisition has been approved
    • Deleted: requisition that has been returned and deleted will not be removed completely, but have a Deleted status

 

When the Requester selects Item 9, the line items will display on the screen below. The Requester can edit the Ship-To and Deliver -To fields.

Once details of the requisition are completed, the Requester can select Update.

The Requester will be notified that the Changes saved successfully. The Requester selects Submit to complete the requsition.

The Requester will be notified that the Order/req submitted successfully.

 

 

Recreating a Requisition

The Requester can copy a previous requisition by selecting Copy on the original requisition #, then edit the new requisition.

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Deleting a Requisition

Approver must reject the requisition to return it to the requester who can solely delete the requisition by removing each line item.

 

 

Resubmitting Rejected Requisitions

Returned requisitions contain the Rejection Reason in the Internal Note. Once the adjustments are made by the Requester, the requisition can be re-submitted for approval.

The Requester can select edit on the Internal Note to view the entire Rejection Reason.

 

 

Pre-Encumbrance Status

The General Ledger communicates either a successful transaction (Pre-Encumbrance) or an error (Maintenance Required).

Selecting View after the message “Multiple errors occurred” displays the General Ledger’s error message(s).

 

Please select the link below to view PDF version of easyPurchase™ Requester  Reference Guide.

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