If the ESM customer has both ESM Purchase and ESM Sourcing tools, they can send transactions to ESM Sourcing to go out to bid. Once the bid line item supplier responses have been collected and the items are awarded, it can be sent back to ESM Purchase for final processing and submission to supplier.
Users with Manage permissions in ESM Purchase can push a transaction to ESM Sourcing by selecting the Sourcing option in the drop-down menu.
The Manage user will see the action button as Sourcing and select to proceed.
If the organization has multiple templates available in ESM Sourcing for Purchase transactions, the Manage user selects the appropriate template from the provided list. The template will determine what corresponding content, attachments, terms and conditions, etc., will be included in the event with the bid line items from the transaction.
Note: As a Sourcing Admin user, the Available for Purchase Transactions checkbox allows for template selection by the Purchase Manage user when using transaction to sourcing.
Once a template is selected and/or Sourcing button is selected, the Manage user will receive the following toaster message.
At this point, a Sourcing user will need to access the system and publish the bid line item event. To navigate to the ESM sourcing module, access the Menu in the top left corner, go to Applications, and select ESM Sourcing.
When logged into the ESM Sourcing, the event will be available under the Manage tab. The Event Name will be in the following format: Transaction Number-Transaction Name. The Event Name may be changed prior to publication to suppliers.
A bid line item section with the items from ESM Purchase will be added as a new section on the template. The items will include any internal notes or attachments associated with the Purchase transaction, as well as auxiliary field data if specified. The new section will be added below any existing sections on the template with the following name format: Transaction Number-Transaction Name. The section name can be updated using the edit link.
The Sourcing user completes the event like any new events created in ESM Sourcing. Please access the Manage Tab: Creating a Line Item Bid Event article for further information on creating and publishing an event.
After supplier responses have been received and the event due date has passed, the event is ready for the Award process. Please access the Awarding a Line Item Bid Event article for more information on proposing awardees.
To publish your awardee(s) to ESM Purchase, the awarded Sourcing suppliers must be linked to Purchase non-catalog suppliers. In the example below, Air Conditioning Supplies and HVAC Services are not linked, and Thorr Supplies does have a link to an ESM Purchase supplier record.
When clicking on the link icon, the Sourcing user will search for a Purchase supplier. If the Sourcing user cannot find the supplier when searching, a Purchase Admin user needs to create the supplier in ESM Purchase prior to linking.
Once the awarded Sourcing suppliers are linked to Purchase suppliers, the Sourcing user can select the Publish to Purchase option in the Next Step drop-down menu.
The system will ensure that the user wants to publish to Purchase. Note that there will be separate transactions for each awarded supplier.
After confirming that the user wants to publish to Purchase, the system will provide the following toaster message.
The new transaction(s) will be back in the Purchase Manage user’s queue with the awarded supplier for final processing and submission to supplier. The original transaction that was sent to Sourcing will be archived. An email notification will also be sent to the Manage user indicating the archive of the original transaction as well as the newly created transaction numbers. The System Note for the new transaction(s) will also indicate the original transaction number as well as the sourcing event ID.