Requirements Bid - Requesters

Updated October 26, 2022 14:39

Internal users who have access to Request Tab can be invited to requirements bid events and submit requests.

After user logs in and navigates to ESM Source > Request Tab, user will see his/her available requirements bid event.

ESM Source > Request Tab > Current

Create new request

Edit existing request(s)

Move the requirements bid event to History tab

Share the requirements bid event with other internal users who must have access to Request Tab

Create New Request

Requester can click on the icon to start creating a new request.

First, Requester need to fill in the Request Name field and select a Ship To Locations. The Ship To locations can be configured in the Admin screen. Click Update button to save the changes.

ESM Source > Request Tab > Create New Request

Once Requesters save their changes, Request Note and Request Attachments will become available.

Request Note: Allows Requester to provide a text note to request approver(s) or procurement specialist/buyer(s) who manages the event.
Request Attachments: Allow Requester to attach file(s) to the request. Request approver(s) or procurement specialist/buyer(s) can also download and view the attached file(s). Attachments Tab displays the attached file(s). Library Tab allows Requester to add file(s) by selecting from Attachment Library (can be set up in Admin screen). Upload Tab allows Requester to browse and upload file(s) from his/her computer.

ESM Source > Request Tab > Create New Request

ESM Source > Request Tab > Create New Request > Request Note

ESM Source > Request Tab > Create New Request > Request Attachments

Requesters can then enter the quantity of goods he/she needs to buy. Requesters can leave the quantity column empty for unwanted items. Click Update button to save.

ESM Source > Request Tab > Create New Request > Enter Quantity

Once quantities are saved, Request Approval button will appear at the bottom. Requesters need to click on this button to select an approval workflow and send this request for approval.

ESM Source > Request Tab > Create New Request > Request Approval

ESM Source > Request Tab > Create New Request > Search and Select Request Approval Workflow

Approve Request

Users have access to Approve Tab can be included in Request Approval Workflow.

Approver can navigate to ESM Source > Approve Tab > Request to see a list of requests that are pending approval.

ESM Source > Approve Tab > Request

After clicking on one request, Approver can see contents of the request.

ESM Source > Approve Tab > Request > Request Details

Approver can expand the Event Request accordion to see the general information of the request. After viewing the request, Approver can use the Approve and Reject buttons at the bottom to approve or reject the request.

When rejecting the request, Approver needs to enter his/her rejection reasons.

ESM Source > Approve Tab > Request > Request Details > Request Rejection Note

Edit Request

Requesters can click on theicon to view and edit existing requests of a requirements bid event.

ESM Source > Request Tab > Current

Requesters can select the request name(s) in the pop-up window to edit existing request(s), or click the Add New button to create new request(s). Requesters can also view the system generated Request Number of each request and Request Status on the View/Edit Requests pop-up window.

ESM Source > Request Tab > Edit

Request Status

In Progress: Requester is currently creating or editing the request.
Pending Approval: Requester has submitted the request for approval and is awaiting approver’s decision.
Approval Rejected: Request is rejected by approver(s).
Submitted: Request is approved by approver(s) and submitted to procurement specialist/buyer who manages the requirements bid event (ie. the request will be visible under Manage Tab > Requirements screen).

Share Request

Requester can share the requirements bid to other internal user(s).

By clicking theicon, Requester will navigate to search and add internal user(s) screen. Requester can find internal user(s) via Contact Email, Contact First Name, and Contact Last Name. Requester can also select user(s) from pre-defined distribution list.

Please note that Requester cannot share the request to user(s) outside of their entity, even if the entity is linked to their entity.

Requester can expand the Event Overview accordion to see general information of the requirements bid event. Requester can also view the internal user(s) who are already invited by expanding the Previously Published Users accordion.

ESM Source > Request Tab > Share > Search and Add User(s)

ESM Source > Request Tab > Share > Search and Add User(s) > Event Overview

ESM Source > Request Tab > Share > Search and Add User(s) > Previously Published Users

Request History

To view request history, Requester can navigate to History Tab.

ESM Source > Request Tab > History

Requester can use the icon to move requirements bid from Current Tab to History Tab or vice versa.

Requirements Combined

When a requirements bid event is combined, no new requests can be created, and all existing requests of the requirements bid event will become Read-Only.

ESM Source > Request Tab > Current > Requests Combined

and icons become unclickable, and icon is changed to that allows Requesters to view their existing request(s).

ESM Source > Request Tab > Current > View Requests