Create an epro Purchasing Request in M-Pathways
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1 General Ledger Create an epro Purchasing Request in Overview The Purchasing Request Form enables staff responsible for procuring items to request the purchase of goods or services. Staff can request multiple items for a single vendor. The electronic form is then routed to staff who work centrally within a unit to verify the information and place the order in. Request creators need to have: The PR FORM PURCH USER role, which can be requested via OARS. An MToken. See Obtaining and Activating your MToken for details. Note: Members of units in LSA do not complete casual receiving tasks in so they do not need an MToken to create an epro Request. This document includes generic instructions for creating the epro Purchasing Request. Check your unit s business practice documentation for more details on how your unit uses this form. Navigation > > Purchasing Request Form Note: Members of units in LSA can access the epro Purchasing Request Form via the LSA web site. Create a Request 1. Click Add a New Value. 1 1 of 7 Last Updated: 11/25/2014
2 Purchasing Request Form Page Type a description of the request in Subject. Note: The information in this field is searchable so include text that can be used to locate the request via search. 3. Optional: If your unit uses Priority and the request is not Standard, change the selection in the Priority dropdown list. 4. Optional: Enter a date by which you need the item(s) in Due Date. Type the date in 00/00/00 format or click the calendar icon to select one. 5. Optional: If your unit uses the Dept ID field for internal routing, type a full or partial value. 6. Under Select Approver(s), type the name of the group responsible for approving this request or click Search potential groups. to get a list of Notes: Check your unit s business practice information for recommendations on the appropriate group to select. This is the group that your request will be routed to upon submission. 7. Click any of the checkboxes used by your unit to track workflow. See your unit s business practice information for details. Note: At any point after the request has been saved, click View Printable Version to print the current version of the form, 2 of 7 Last Updated: 11/25/2014
3 Purchasing Request Form Page (continued) Purchasing Request Form Page (continued) Optional: If you know the vendor ID, type it here or click Search options. to get a list of 9. Required: Type the name of the supplier you want to use in Supplier Name. This field is required, even if you entered a Vendor ID. 10. Optional: Type the Ship To code or click Search to get a list of options. 11. Required: Type the appropriate information in Attention To, according to your unit s business practice. 12. Required: Type the shortcode the order is billed to in Shortcode or click Search to get a list of options. Note: To bill individual items to specific shortcodes, include the shortcode information in the item information. To split an item across multiple shortcodes, enter information in More Information. 13. Skip the checkboxes and fields in the For Approver Use Only area. 14. Required: Complete at least one set of item information, including at least an Item Description a quantity and a unit price. 15. Optional: Add additional comments or information in More Information. 16. Click Save. Note: If the information entered contains errors, the appropriate fields are highlighted in red. Correct the information and then click Save again. 3 of 7 Last Updated: 11/25/2014
4 Message Window 17. Clicking Save does not submit the form. Click OK Purchasing Form Request Page The request now has a Sequence number. Use this number to check on the request as it progresses through the required approvers. 19. Click Submit. 4 of 7 Last Updated: 11/25/2014
5 Review/Edit Approvers Page If you want to add an Approver or Reviewer, 20. Click the green plus sign. Notes: If the Approver Group you selected on the request form has opted to use a Financial Approver, you will see both Financial Approval and Order Approval flow diagrams. If not, you will only see an Order Approval flow diagram. Added approvers must have the role that maps to the group to which the request is routed. Additionally, they must have the role PR PURCH FORM APPROVER. Start a new approval path Window Review/Edit Approvers Page Type the uniqname of the person you want to add as an approver or reviewer in User ID or click Search to get a list. 22. To designate this person as a reviewer, click Reviewer. Note: Reviewers receive an that includes a link to the form so they can view it. They cannot approve or take any action on the form. 23. Click Insert. 24. When the diagram flow(s) include all necessary approvers and reviewers, click OK. The status of the request moves from Initial to Pending and you can no longer make changes to the form of 7 Last Updated: 11/25/2014
6 27 Purchasing Request Form Find an Existing Request Search/Fill a Form Page 25. Optional: To cancel the request or to make changes after it has been submitted, click Cancel Request. The form moves to Cancelled status. You can then make changes and click Submit again. Notes: Requests that remain Cancelled appear in search results with a status of Cancelled. Requests that move to Approved status cannot be cancelled. Follow your unit s business practice to cancel the order. 26. Optional: To check on the status of this request as it progresses through routing, click Approver Status. Note: The form creator receives an when the request has been approved or denied. If the request is denied, a comment is required. The form creator can make any necessary changes and resubmit it. This button is available until the request has been approved by the final required approver. 27. To search by the Sequence Number of the request, type it in Sequence Number OR Enter other information in the appropriate field. For example, type a full or partial subject in Subject. 28. Click Search of 7 Last Updated: 11/25/2014
7 Search Results Optional: Click on the column header links to sort the list by the related value. 30. Click any value in a row to go to the corresponding request. Purchase Request Form 31. Check the information in the For Approver Use Only area. 31 Additional Resources The epro Requisition Resources Web Page 7 of 7 Last Updated: 11/25/2014
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