K. Purchase Agreements

Definition

The following provides an overview of ESM Purchase functionality without integration to an ERP/GL system.

• ESM Blanket Order (BO) functionality creates a blanket order record in the ESM Purchase system only for a designated order value that can be used by any user to submit line item orders as multiple regular purchase orders to a single supplier, and each regular purchase order decrements the blanket order record’s value until the expiration date.
• ESM Standing Order (SO) functionality creates a standing order record with a designated order value that can be used to enter invoices for a single supplier, which reduces the standing order record’s value until the expiration date.
• ESM Purchase Agreement (PA) functionality creates a purchase agreement record with a designated order value that can be used by any user to submit a non-catalog line item order to a single non-catalog supplier, which can be received and reduces the purchase agreement record’s value until the expiration date.

In Ellucian Ethos Integrations, Banner receives the PA as a Banner Blanket Order and Colleague receives the PA as an Open Voucher. 

Comparison:

System Admin Set up

System Administrators are able to assign the ability to create Purchase Agreements under the Privileges portion of Add/Edit User (Admin>Select Function>Add/Edit User) by searching for user and checking Purchase Agreement. Select Update to save changes.

The System Administrator may also allow for Approver/Managers to edit Purchase Agreements during the approval process by checking Purchase Agreement Details in Add/Edit User.

Creating a Purchase Agreement

Once permissions are granted, a user can create Purchase Agreements by selecting the option under the search bar on the Shop Page

Search and Select the Supplier associated with the PA

Complete the required fields and any additional information for the Purchase Agreement. Select Add to Cart to proceed.

If no other shopping is required, select Checkout.

Complete the Checkout areas in accordance to your business practices and policies. The Checkout User will see two new fields in General Details for Purchase Agreement Start and End Date options. Only the Start Date is required.

The Checkout User also has the option to create Notifications based on the expiration date from the General Details area and/or Order Value. Select Add Notification to create one or more options.

Select the Notification Type.

For an Expiration Date type, select the Days in Advance the users will receive the email notification. The Next Notification date will automatically calculate. Add ESM Purchase users to notify with the Search User bar. Select Update to save the notification.

For an Order Value type, select the Basis (Amount or Percentage Remaining) logic for when the users will receive the email notification. Add ESM Purchase users to notify with the Search User bar. Select Update to save the notification.

The Notifications will appear in a list. For the purposes of this article, the Notify Users section has been redacted. Select Continue to save changes.

Once submitted, the Purchase Agreement will follow the organizations workflows, transaction validation rules, and order release methods.

Reports may be built and run for Purchase Agreements by authorized users.