Purpose: This guide helps ESM Consumer Role™ users create a requisition by entering supplier and line-item details manually when an item is not in any catalog.
Before you begin:
1) You are logged into ESM Purchase™ ESM Consumer Role™.
2) The item to purchase is not available in the ESM Purchase™ ESM Consumer Role™ catalog.
3) You have the supplier's name, item descriptions, quantities, unit of measure, and pricing ready.
4) You know the GL Acct Code to charge and your Ship To / Bill To Locations.
Steps — Adding Items
1. From the landing page, select New Request.
Figure 1: New Request card
2. Search and select the Supplier Name from the search results.
3. Select the correct Order From Address for that supplier. The New Item form opens automatically.
Figure 2: Supplier Name and Address view for requisition
4. In the New Item form, complete the following fields:
| Field | What to Enter |
|---|---|
| Item/Service Description | Enter a clear description of the item or service being purchased. |
| List Price | Enter the agreed price per unit. |
| UOM | Select the unit of measure (e.g., Each, Box, Case, Hour). |
| Quantity | Enter the number of units needed. |
5. Select Add to add the item to your request.
6. Repeat Steps 4–5 for each additional item.
7. Once all items are added, select Checkout.
Steps — Transaction Details and Submission
Figure 3: Account Code split toggle — use to distribute costs across multiple GL codes
1. Complete the transaction details:
| Field | What to Do |
|---|---|
| Ship To Location | Select your delivery address. |
| Bill To Location | Select your billing address. |
| GL Acct Code | Enter the GL Acct Code to charge. Budget impact updates in real time. |
| Fiscal Date / Need-By Date | Confirm or adjust the dates. |
| Order Type | Select the correct order type per your institution's policy. |
2. If splitting costs, select more than 1 account code and assign percentages totaling 100%.
3. Add any notes for your approver in the Internal Notes field.
4. Attach supporting documents (quotes, justifications, approvals) using the Attachments section.
5. Select Submit to route the requisition through the approval workflow.
| CAUTION Watch out for: All required fields must be completed before you can submit. Fields highlighted in red are missing required information -- fill them in before selecting Submit. |
| NOTE ✓ You're done when: Your requisition appears in the Recent Transactions card with a Submitted or Pending Approval status. |
Comments
Please sign in to leave a comment.