A. System Administrator Reference Guide

This document provides a condensed overview of the ESM PurchaseTM System Administrator Process. It will demonstrate with short text descriptions supported by screen shots for each step explained. Based on system configuration, Sys Admins may not see all functionality shown within Reference Guide.

Table of Contents

  1. Accessing Admin Settings
  2. General Settings
  3. User Group Management
  4. Workflow Settings
  5. Notification Settings
  6. Shop Page Configuration
  7. Workbench Page Configuration
  8. Account Code Configuration
  9. Reporting Configuration
  10. Import Management


1.  Accessing Admin Settings

The Sys Admin can access the Admin settings by selecting Menu>Admin.



The Select Function displays all Sys Admin settings.



2.  General Settings

Under Edit Entity Settings, the Sys Admin can enable/disable specific system functionality.


  • Footer Support Message: Customizable text at footer of ESM Purchase to replace ESM Support contact
  • Disable Default Qty in Shopping Results: unchecked causes Qty of 1 entered when clicking into Qty field during selecting items in Shop
  • Checkout Forward: ability to transfer transactions from Checkout user to Checkout user
  • Allow Mixed Item Source on Transaction: allows for catalog/non-catalog items on same transaction if the same supplier
  • Approval Forward: ability to transfer transactions from Approver to Approver to approve on another’s behalf
  • Receiving (Quantity/Value): Receive items based on physical amount (Quantity) and/or dollar amount (Value)
  • Standard Order Terms: text/images that appear at the bottom of all Purchase Orders

Under Banners/Images, the Sys Admin can upload a logo to appear on all Printed Purchase Orders as well as a logo that will appear on the top right on the shop page and on all Printed Purchase Orders.

The pixel sizes for each image/banner is stated within the parenthesis on the screen.


Under Add/Edit Location, the Sys Admin can add/edit Ship to, Bill to and ESM Billing Address locations. Locations are assigned as a default at the user level.

Under Deactivate Locations, the Sys Admin can deactivate any locations by unchecking the Location Type.

Note: The transaction activity displayed is deleted and note that any users displayed may currently default to the deactivated location.


Under Add/Edit User, the Sys Admin can add a user or edit user’s contact information, system privileges, default locations, and reset their password.

**When creating a new user, please make sure to complete all required fields (Email ID, First name, last name, Phone, solution, payment type, Default Ship to and Default Bill to).


Under User Status, the Sys Admin can deactivate/reactivate users.


Under Add/Edit Supplier, the Sys Admin can add/edit a Manual (Non-Catalog) Supplier and verify their PO email. The Sys Admin can review Catalog Suppliers managed by ESM. The Sys Admin does have the ability to override the contact information or update Supplier GL Code for Catalog Suppliers. The Sys Admin can search via deactivated suppliers.


Under Add/Edit Order Type, the Sys Admin can add/edit Order Types for requesters to select during the Checkout process.

The Order Type field will accept up to 50 characters.

Note: Order Type can be configured to bypass the General Ledger.



Under Transaction Copy Settings, the Sys Admin can select the desired information that will be included during the Copy Transaction function in the Checkout tab.



Under Change Order Settings, the Sys Admin can select which fields will be editable in a change order. You will also see if that change will trigger a release to the supplier.


Under Unit of Measure Library, the Sys Admin add/edit Unit of Measures for requesters to choose from when creating a Non-Catalog item.

Note: If Unit of Measure Library is not configured, the Unit of Measure will be a text-entry field.

3. User Group Management

  • Add/Edit User Group, the Sys Admin can add/edit/delete User Groups with the purpose of associating users together of a similar function.

Note: Users can be in more than one User Group.


  • User Group Assignment, the Sys Admin can select the desired users to be added or removed from existing User Groups.


4.  Workflow Settings

Under Add/Edit Transaction Validation, the Sys Admin can add/edit/deactivate rules that generates a System Alert (Validation Message) to stop transactions from processing based on selected criteria.

Under Add/Edit Workflow Bypass, the Sys Admin can permit transactions to deviate from applicable workflows based on selected criteria.

Note: Orders eligible for Workflow Bypass will not touch any General Ledger integrations.



Under Add/Edit Workflow, the Sys Admin can add/edit/deactivate workflows and their priority. Workflows determine the Approvers based on selected criteria. The criteria can be nested as shown below. The nested workflow below is stating:

Both of the following criteria need to be met based on the AND statement highlighted below

  • Transaction total is greater than 100
    • AND
  • User Group Contains Test User Group OR Ship To Location Contains Default Location

If criteria are met, ‘Buyer, Joe’ needs to approve

If an entity is configured for the final approver to release transactions to the supplier, the requester will receive an email notification when the release occurs.

Note: It is recommended that the Sys Admin uses Contains when possible, instead of Equals. When making workflow updates, ESM encourages testing in Training Environment.

Under Workflow Priority, the Sys Admin can review/edit Workflow Priorities used to determine the order if multiple workflows are applicable for one transaction. The workflows will be in numeric order (the lower the number, the higher the priority).

Under Transaction Validation/Workflow Bypass Workbench, the Sys Admin can review based on Name, Criteria, and deactivation.

Under Workflow Workbench, the Sys Admin can review based on Name, Approver, Criteria, Priority, and deactivation.

Under Workflow/Validation Criteria, the Sys Admin can add/remove the desired criteria that displays on the drop-down selection when creating workflows and validations.

Common Workflow troubleshooting steps:

    • And/Or values can affect the trigger of a workflow based on its criteria.

    • Workflow, Workflow Bypass, and Transaction Validation are all case sensitive.

    • Please ensure that there are no unnecessary spaces before or after the workflow criteria.

    • Verify that the workflow is in the Active status.

    • Changes to workflows are not retroactive. Orders will need to be rejected and re-submitted for approval


5.  Notification Settings

Under Add/Edit Order Notification, the Sys Admin can add/edit/deactivate notifications for submitted orders to inform new user(s).

Under Order Notification Workbench, the Sys Admin can review based on Name, Criteria, and deactivation.

Under Notification Criteria, the Sys Admin can add/remove the desired criteria that displays on the drop-down selection when creating notifications.


6.  Shop Page Configuration


Add/Edit Catalog – Card on File setting

A Card on File setting has been added to the Add/Edit Catalog screen. When this setting is checked, any Credit Card transaction for the catalog will not prompt the user for a card number during order release. This setting is designed for scenarios where the supplier has the credit card information on file, so the supplier does not need to contact the end-user for credit card details.

Add/Edit Catalog Card on File
Add/Edit Catalog - Card on File

Prepare CC Order - Credit Card Pop-Up
Prepare CC Order - Credit Card pop-up

Under Horizontal, the Sys Admin can Add/Edit Catalogs with or without Categories. Under Horizontal>Catalog with Categories>Add/Edit Categories, the Sys Admin can add/edit/deactivate categories to organize catalogs assigned to the entity. IT Suppliers, Office Suppliers, and MRO are example categories.


Under Horizontal>Catalog with Categories>Add/Edit Catalog, the Sys Admins can assign/delete catalogs to their environment using the Catalog Name drop-down menu. Unlike Vertical, the Sys Admin needs to select a Catalog Category. View displays the items within the Catalog.

Note: Preferred Catalog brings the catalog items to the top of the search results on Shop.


Under Horizontal>Catalog with Categories>Add/Edit Information Box, the Sys Admin can enter text, videos, pictures, etc. to display on the Shop page.


Below, is an example of the User Interface with a Horizontal Shop Page Configuration. The Catalogs are separated into categories (General, Office Supplies, and Scientific).


Under Catalog Visibility, the Sys Admin assigns catalogs via individual users or user groups. The Sys Admin can filter results by user/group name or visibility status.


Note: It is recommended that Sys Admins use User Groups for large amount of users.

Manage the Shop Page content (Catalog Visibility)


7.  Workbench Page Configuration

The Sys Admin can remove any fields displayed on the Checkout tab by selecting edit and checking Hide. The Sys Admin can also change any Field Names displayed on the Checkout tab by selecting Edit.

Note: The Sys Admin can build Aux Field 1 & 2 as Searchable Dropdown, which can be configured in import management.


8.  Account Code Configuration

To import Account Codes, the Sys Admin can select the Import Account Code option or Import Management>Import Templates. Select Account Code from the Template Type.


Under Chart of Accounts, the Sys Admin can add/deactivate Chart Names.

Note: The Sys Admin cannot delete any added Charts.


Under Account Code Settings, the Sys Admin enters segments (portion of the Account Code), their type, and if they are required by the General Ledger for each Chart.

Under Account Code Assignment, the Sys Admin selects a user to assign existing Account Code(s).

Account Codes Configuration


9.  Reporting Configuration

Please see TheReporter Reference Guide for further instructions on these configuration settings and theReporter tool.



10.  Import Management

Under Import Template, the Sys Admin can upload Account Assignment, Index Assignment, Account Code, Index Code, Account Favorites, Commodity Code, Location, Non-Catalog Supplier, User, Workflow/Notification, Aux Field 1 & 2, or Tax Code templates. The acceptable versions of templates can be downloaded using the link below Upload File. The Sys Admin can setup the FTP / SFTP Server or upload through the ESM Purchase environment. The Sys Admin can review all uploaded/failed files in the Template Upload History.

Under Cross References, the Sys Admin Can adjust the Reference Value for ESM Values of State and Country. The adjustment is typically made for General Ledger requirements.




Approver Guide

Manage Tab


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