B. Manage Tab

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. Add Non-Catalog Item
3. Reapprove
4. View Workflow
5. Forward
6. Ad Hoc Review
7. Archive
8. Prepare CC Order
9. Encumber
10. Release PO
11. View Order
12. Transaction to Sourcing

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 Manager reviews the transaction under the Manage Tab. Managers can locate specific transactions through the following search options:

 

1. Filter by Status
   1. Note: The Selection “Active” indicates the current user’s action is required. Waiting indicates that another user or General Ledger action is required.
2. Date Range based off of the arrival to the Approve Tab.
3. Sort by Account #, Arrival date, Create Date, Order Type, Payment Form, PO #, Requester Name, Transaction #, Transaction Name, Status, and Supplier (A-Z)/(Z-A)
4. Search by Specific PO or Transaction Number
5. Clear all to restore searching to default

 

To review a transaction, select the transaction name.

 

As shown in the screenshot below, various details about the order may still be editable, as the order is awaiting approval. 

The manage tab user may perform the actions associated with each action button.

 

1. Add Non-catalog Item- Manager can add a new item to the existing transaction based on the supplier's ability to process non-catalog items

2. Archive Transaction- Permanently freezes Transaction and saves the record for Auditing

3. Hold- Pauses the transaction's progress

4. Approve- Accept the transaction, with or without edits applied by the Manager

5. Reapprove- Returns the transaction to the requester to re-validate workflows due to applied changes from Transaction to Sourcing

6. Forward- Replaces Manager by sending the transaction to an Approver/Manager that is not listed in the workflow; the transaction may not be sent to forwarding approver again unless it is rejected or the user appears elsewhere in the workflow.

7. Ad Hoc Review- allows Approvers/ Managers outside of the workflow to review the transaction and provide comments.

 

 

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. 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.

 

 

Add Non-Catalog Item

One of the distinctions of a Manager over an Approver is allowing for the addition of a non-catalog item to the existing order. The Manager starts the process by selecting the Add Non-Catalog Item action button.

 

Complete the item details, required fields noted by an asterisks * and select Add.

 

 

Reapprove

The Reapprove action allows for transactions to re-validate the transaction for available workflows. This ability is pertinent for Transaction to Sourcing, which would allow the Manager to return the updated pricing and supplier information from the Sourcing Award process to the requester and submit for approval based on the changes. 

The Manager can enter a Reapprove reason, which will appear in the Internal Notes for the requester. 

 

 

View Workflow

Users can view the transaction’s progress in the approval process by selecting All Transactions to locate the order and opening the View Workflow Details section (if sent for approval, it will automatically be the opened section).

Approver Status:

Active - Transaction is 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/manager

Approved - User approved the transaction on the date provided

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

Rejected - Approver/Manager rejected the transaction on the date provided

 

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

 

 

Forward

Select the Forward action button to send the transaction to an Approver/Manager that is not listed in the workflow.

 

Select the desired Approver/Manager 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/Managers outside of the workflow to review the transaction and provide comments.

Select the Ad Hoc Review action button.

Select the desired Approver/Manager 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 the transaction name.

 

Select Respond and Confirm.

 

 

Provide the Internal note comments as needed and select update.

 

 

User’s comments will appear in the Internal note and View Workflow Details 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

If the entity is configured to have the final Approver/Manager release the order to the supplier, an action button will appear after the final approval. To enter credit card information for an order, select Prepare CC Order.

The user will be presented with a review of the order and the opportunity to print. Select Place Order to enter CC information. 

 

Enter the card information and select Place Order and confirm the pop-up. 

 

 

Encumber

To encumber an order, select the Encumber Action button. This will check for available funds in the General Ledger if the entity is integrated with a financial system.

 

Release PO

To release an order, select the Release PO Action button. The user will be prompted to review the order and select Continue.

The user is presented with a copy of the order to review, select Place Order and 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 View Order icon under the All Transactions/Approve/Manage screen.

 

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

 

Re-Release Order

Locate the order using the Filter By Option or the Search bar and select the Transaction Name to open the order.

 

Select Re-Release Order.

 

Select Place Order and confirm based on payment type. 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.”

 

Transaction to Sourcing 

The Manager can submit a non-catalog order to ESM Sourcing to create a bid, and obtain supplier and pricing information through the award process. Once completed, the original transaction is archived and the new order contains the awarded supplier and pricing information.

 

To start the process, the Manager selects the Sourcing action button in ESM Purchase. 

Select the appropriate ESM Sourcing template from the list created by the entity's Sourcing Admins. The item will be added to new Bid line Item section and be available to Sourcing event creators.