Reviewing a Purchase Request

Purpose: This guide helps ESM Consumer Role™ users access a pending requisition and gather the information needed before making an approval decision.

Before you begin:

1) You are logged into ESM Purchase™ ESM Consumer Role™ (see How to Log Into ESM).

2) You have received an email notification for a pending approval, or know a transaction is in the queue.

3) You have access to your institution's ERP system to cross-reference budget balances, if needed.

Steps — Accessing a Pending Approval

Figure 1: Purchase Approvals service card — displays pending approval count

1. Open your email notification and select the transaction link, OR from the landing page, find Purchase Approvals.

2. To view Change Order approvals instead of new transactions, select the toggle at the top of the Purchase Approvals card.

3. Locate the transaction from the list and select it to open the detail view.

Steps — Reviewing the Transaction

Figure 2: Transaction detail view — review all details before approving or rejecting

1. Review Header Details: requester name, supplier, Ship To / Bill To location, and total value.

2. Review Line Items: confirm descriptions, quantities, and pricing are accurate and appropriate.

3. Review Account Details: confirm GL Acct Codes are valid. Real-time budget impact is displayed. Cross-reference with your institution's ERP system to confirm available funds before deciding.

4. Review Internal Notes: read any notes or justification left by the requester.

5. Review Approval Workflow: confirm who has already approved the transaction and who is next in the chain.

6. Continue to Approving and Rejecting Requests.