What is eProcurement?
Electronic procurement, generally known as eProcurement, is the automation and
management of the procure-to-pay process. It involves creating and approving purchase
requisitions, issuing purchase orders, receiving goods and services, and processing invoices
How does a user update their email address or phone number?
Click on User icon (silhouette located at the top right of the site) and select My
Account. Then click on Settings and the user can make changes to their contact information.
What is the difference between a Buyer and a Browser?
The Buyer role is assigned to those users who have the authority to make
purchases. The Browser role is assigned to those users who have the need to create requisitions for goods and services but do not have the authority to make purchases but still require the ability to search / specify items they wish to purchase, then assign it to a buyer.
What determines user's Buyer/Browser role?
Buyer and Browser roles will be assigned by you administrator.
What do I do if my Approver is out of the office and not available to approve my
Approvers have the ability to designate a Proxy when out of the office. This Proxy will have the ability to approve requisitions in their absence. In addition, approvals will automatically be escalated within a pre-set period of time. You may also set your “out of office” in the profile setting by clicking on your silhouette, then click on “out of office”, check the box that shows that you are unavailable and set your date and time.
What is the proxy time frame? Can it be indefinite?
This is a temporary period (such as a vacation) and is not meant to be ongoing. The new approver
should be added to the approval queues if ongoing.
How does approval escalation work?
If no action is taken within the set hours (e.g. 24hrs) of the approval task, the approval will be escalated to the next approver with authority to take the approval action. If the approver is the last in the approval chain and the 24 hours have passed, the requisition will wait for the approver to take action. This is an automated process within the system. If something is urgent then you should contact the approvers directly.
Which fields can approvers edit?
Approvers will have the ability to edit the Justification notes and Justification Attachments, Delivery Notes and Order Attachments, accounting as well as the Ship To and Bill To fields dependent on the Chart of Accounts the approver has access to.
If accounting is edited by an approver, does the purchase requisition route back
to the Buyer?
The purchase requisition will not route back to the Buyer, but it may follow a different
approval path, if the accounting determines a new approval path should be taken.
What happens to a disapproved/declined requisition?
Declined requisitions can be found in the View Requisitions page, copied and edited for re-submission by the Buyer who originally created the requisition. Requisitions remain in the
system and can be viewed using filters such as “state” (declined, abandoned, canceled,
incomplete…). The requisitions remain in the system perpetually.
Can I resubmit a declined requisition?
Yes, if a requisition is declined, you can search for that requisition and while viewing you
can Copy the declined requisition to be edited and resubmitted for approval.
Can I charge a single item to 2 or more account codes?
Yes, use the ‘Split’ button next to the individual line items.
What if I receive a damaged/broken item?
If Items received are damaged or broken, this should be communicated through Order Receiving. Here is where you will select the ‘Return’ option that will notify the supplier that there is an issue with your order. Accounts Payable typically will not process any invoice until all items with the order are marked as “Received”. Once the supplier has either credited back the damaged good or reshipped a replacement, you then will proceed to mark the item as received where Accounts payable will then process the invoice.
Can I use the solution for purchasing a service?
Yes, you would use the Non-Catalog Item option to enter in the full description of the services to be provided.
Can the solution check my budget as part of the purchasing process?
Yes, when a buyer clicks the checkout button or an approver tries to approve a requisition the
a. Check that the account code is valid and active
b. Check that you have purchasing authority for the selected account code
c. Check the budget for the account code
What should I do if I receive a message indicating that there is insufficient funding?
The solution can be setup to either 'warn' users of insufficient funds or 'stop' users from making the purchase all together.
Can I start creating an order by placing products in my cart and not finalize it until
Yes, you can initiate a requisition at any time. If you are not ready to check out yet, simply leave the items in your cart. You can also begin a requisition and save it at any time for later completion by accessing the Incomplete Requisition and complete the check-out process.
If I order the same items each time, is there a way to duplicate my order to reuse again?
Yes, you can create Shopping Lists for orders that you process regularly. This will expedite your purchasing process. You can set up as many Shopping Lists as you need. In addition, you can find previous orders and copy them, edit as needed to meet your current needs and submit as a new requisition for approval.
Who is able to perform the Receiving function?
The Buyer of the order and/or another Buyers/Browsers in that Org Sharing Unit can receive
the item. Buyers and Browser’s both have the ability to complete receiving reports.
How do I purchase from a new Vendor?
If you cannot find your supplier you need to use you can request a supplier by using the supplier request function. This captures the required information and routes it to a Supplier Administrator for review and action. They need to ensure the supplier is correctly loaded before you can start purchasing.