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1. 29ANNI2 Previous Requester Aug User65 Avg1 UserUAO Avg1 UserUAO Marc White3 Avgi UserUAO Marc White3 Avg1 UserUAO Avg1 UserUAO Avg1 UserUAO Marc White3 Marc White3 Aug UserUAO Aug UserUAO Marc White3 Marc White3 Marc White3 Marc White3 Marc White3 Marc White3 Avgi UserUAO Marc White3 Marc White3 Marc White3 Mare Whhitn2 Receiving Reports By PO Number Next Search Date Dept Status 08 22 2007 BUILDINGS amp GROUNDS MAINTENANCE 2 177 01 Closed 06 18 2007 OFFICE OF THE UNIVERSITY CONTROLLER 2 114 00 Closed 06 25 2007 OFFICE OF THE UNIVERSITY CONTROLLER 2 114 00 Closed 07 03 2007 UNIVERSITY CONTRACTING OFFICE 2 173 00 Open 07 09 2007 OFFICE OF THE UNIVERSITY CONTROLLER 2 114 00 Open 07 23 2007 OFFICE OF THE UNIVERSITY CONTROLLER 2 114 00 Closed 07 24 2007 OFFICE OF THE UNIVERSITY CONTROLLER 2 114 00 Closed 07 24 2007 OFFICE OF THE UNIVERSITY CONTROLLER 2 114 00 Closed 07 26 2007 OFFICE OF THE UNIVERSITY CONTROLLER 2 114 00 Closed 07 26 2007 OFFICE OF THE UNIVERSITY CONTROLLER 2 114 00 Open 07 26 2007 OFFICE OF THE UNIVERSITY CONTROLLER 2 114 00 Open 07 31 2007 OFFICE OF THE UNIVERSITY CONTROLLER 2 114 00 Open 08 01 2007 OFFICE OF THE UNIVERSITY CONTROLLER 2 114 00 Open 08 01 2007 UNIVERSITY CONTRACTING OFFICE 2 173 00 Closed 08 02 2007 OFFICE OF THE UNIVERSITY CONTROLLER 2 114 00 Open 08 02 2007 OFFICE OF THE UNIVERSITY CONTROLLER 2 114 00
2. e Reject Requisition to send the Requisition back to the requester If Reject Requisition is selected a pop up confirmation window is displayed with the question Are you sure you wish to reject this Requisition Click the Cancel button to bring you back to the Requisition Microsoft Internet Explorer d xj Are vou sure that you wish to reject this Requisition gt Click the OK button to display a pop up window prompting you to supply a reason for rejection Enter a reason and click OK The Requisition form window closes and you are returned to the Requisition selection screen you started with Notice the Requisition is now listed under the Rejected status Explorer User Prompt i x Script Prornpt Cancel Please supply a reason for the rejection of this Requisition The printer is not needed NOTE If you click Cancel another pop up window appears warning you that you must enter comments for a Rejection Microsoft Internet Explorer WE EA B You must enter comments regarding the rejection of this Requisition e Save and Close Saves the modified Requisition and returns you to the Requisition list The Requisition is not approved 32 CUNY e PROCUREMENT SYSTEM EPS e Close Returns you to the Requisition list without saving entered modified data The Requisition is not approved NOTE The Requisition history is updated as you go through its life cycle Ifa rejected Requisition is
3. 1148003 Req Date 04 25 2008 Fiscal Year 08 Requester Information College Name University Management amp Programs College 24 Dept Name OFFICE OF THE UNIVERSITY CONTROLLER Dept 114 Room N A Office Location 230 West 41st St Phone 212 397 5605 Fax Ship To The City University Of New York 230 West 41st St 9th Floor ee New York NY 10036 em eer Attn Marc White Closed Cancelled Over 90 Days Archived BID INVITATIONS ITB By Bid Number PURCHASE ORDERS Assianed To Me Purchasing Group Direct Questions To Marc White Phone 212 397 5605 l g F Vendor Information NYS Office of General Services GSA Contracts StaplesLink com Commodity Type SUPPLIES amp EQUIPMENT OFFSET PRINTING PRSUEQ pl 29 CUNY e PROCUREMENT SYSTEM EPS 6 0 REQUISTION APPROVAL PROCESS 6 1 APPROVAL LEVELS 1 and 2 Approvers Alternates at levels 1 and 2 are able to access Requisitions requiring their approval in either of the following ways e By clicking on the URL in an e mail notification then logging in to the system The Requisition requiring approval is automatically displayed e By clicking on the links under the Requisitions section in the sidebar The Require My Approval list will show only those Requisitions that require your approval Talia The City elie Reqs Requiring My Approval Collapse Expand Previous Next Search Statu
4. OK to continue Windows Internet Explorer i b B Funds have been successfully encumbered in FAS For DO 8244007 67 CUNY e PROCUREMENT SYSTEM EPS 8 0 FIXED ASSETS Purchase Orders for Fixed Assets can be viewed and edited by the Fixed Asset group in the same way as the other Purchase Orders These POs can be accessed through the Purchase Orders section or through the Fixed Assets section of the sidebar by e Expense Code displays a list of Fixed Asset Purchase Orders sorted by Expense Code Other PO Lists Older Than Two Fiscal FIXED ASSETS Search For Fixed Assets Expense Code RECEIVING REPORTS Fixed Assets By Expense Code Collapse Expand Previous Next Search Exp Code PO Requester Date Dept Total Y 309 EDP EQUIP INVENTORIAL VARIOUS 8243012 Appr3 UserUAO 03 04 2008 OFFICE OF THE UNIVERSITY CONTROLLER 148 06 8243013 Appr3 UserUAO 03 04 2008 OFFICE OF THE UNIVERSITY CONTROLLER 204 50 Y 309 INVENTORIAL PC 8243009 Avgi UserUAO 02 28 2008 OFFICE OF THE UNIVERSITY CONTROLLER 755 00 Y 309 INVENTORIAL PRINTER 8243011 Marc White3 03 03 2008 IFR UAPC 200 00 310 INVENTORIAL ASSET SENSITIVE 8243010 Avgi UserUAO 02 29 2008 OFFICE OF THE UNIVERSITY CONTROLLER 255 50 Collapse Expand Previous Next Search 68 PURCHASE ORDERS Search By i Archived Other PO Lists Older Than Two Fiscal Years FIXED ASSETS Search For Fixed
5. 5 750 00 648 60 Fa gt This will allow you to change your password used to access Web applications on this server You will be required to 2 Click the OK button to proceed You will be returned to the initial Log in screen Click the Cancel button if you decide not to change your password The confirmation prompt will disappear 12 CUNY e PROCUREMENT SYSTEM EPS 3 Log in again entering your name and old password this ensures that another person is not trying to change your password 4 Once logged in the system displays the Change Password screen Change Server Password To Change Your Password e Enter your new password that will be used to access Web applications on the ebusiness cuny edu server Passwords are case sensitive e After you have entered and confirmed your new password click on the Change Password button to save your password e To cancel without saving your password click on the Cancel button User Name Marc White New Password 6 characters minimum 20 characters maximum no spaces Confirm Password Change Password Cancel 5 Following the instructions on the screen enter your new password in the New Password field and enter it again in the Confirm Password field 6 Click Cancel if you do not wish to change your password The system returns to the log in screen where you must log in with your old password 7 Click Change Pas
6. Close 43 CUNY e PROCUREMENT SYSTEM EPS 7 2 CANCELLING A REQUISITION PURCHASE ORDER e If the Requisition must be cancelled at any time prior to submission click the Cancel Requisition button The following message 1s displayed Microsoft Internet Explorer x ch This Requisition will be cancelled in FAS L a J This action cannot be undone Click OK iF you wish to proceed oe e When you click the OK button this pop up box is displayed A reason must be supplied for cancelling the Requisition Click OK to cancel the Requisition The Requisition status is changed to Cancelled in FAS Explorer User Prompt N J xj Script Prornpt Please supply a reason why the Requisition was cancelled in FAS Cancel The requester wants to order another printed e Ifyou do not supply a reason the following message is displayed Microsoft Internet Explorer J x B You must supply a reason why the Requisition was cancelled in FAS 44 CUNY e PROCUREMENT SYSTEM EPS 7 3 BID PROCEDURE Selecting the Procurement Method of Bid Procedure provides the opportunity to get the best price for item s being purchased It allows selected vendors to submit pricing offers and involves the following steps e Invitation to Bid Preparing invitations to bid detailing the expectations from selected vendors for submitting their bids Using the Mail Merge Files to create the invitations for ma
7. PURCHASE ORDERS Search For POs Assianed To Me Ly CUNY e PROCUREMENT SYSTEM EPS University Management amp Programs Requisition Fields marked with are required Req Date 04 25 2008 Fiscal Year 08 Requester Information College Name University Management amp Programs College 24 Dept Name OFFICE OF THE UNIVERSITY CONTROLLER Dept 114 Room N A Office Location 230 West 41st St Phone 212 397 5605 Fax Ship To The City University Of New York 230 West 41st St 9th Floor New York NY 10036 Attn Marc White el Direct Questions To Marc White Phone 212 397 5605 Vendor Information NYS Office of General Services GSAContracts StaplesLink com Commodity Type D e D DEI SSSA LL _ _ _ _ _ _ sl 5 2 1 COMPLETING THE REQUISITION FORM The Requisition Form screen is split into the 4 sections Requester Vendor Item Selection Comment and File Attachment sections Fields marked with are required before the Requisition can be saved or submitted for approval A REQUESTER INFORMATION Section The top portion of the form is pre populated with today s date and the current fiscal year If it is not correct do not continue completing this Requisition and contact the EPS System Administrator Help Desk University Management amp Programs Requisition Fields marked with are required Reg Date 04 25 2008 Fiscal Year 08 The Requester portion i
8. Recommended Vendor 2 Vendor Name P Vendor ID Ir Contact Name tT Addr Linet TI Addr Line FO PRSUEQ el C LINE ITEMS Section Click the Add Item button The Requisition Item screen is displayed 23 CUNY e PROCUREMENT SYSTEM EPS Pe Requisition Item i e Procurement Fields marked with are required f EEN Description Quantity i Bar Code Color Printer Price e 400 E Unit EAC PRINTERS SCANNERS v REQUISITIONS Technology Category Soarch For Roquisiiions Commodity Information Select Commodity Remove Assigned To Me Code Description coders deasa 96603000000 Bar Code Printing Require My Approval Require Tech Approval Save And Add Item Save And Close Reset Close By Status For Purchasing Group Other Requisition Lists 7 Closed Cancelled Over 90 Days Archived BID INVITATIONS ITB Search For ITBs By Bid Number PURCHASE ORDERS Search For POs Assianed To Me Le Data must be entered for all the following fields a eh gt DESCRIPTION Enter a general description of the product or service you are requesting QUANTITY Enter the desired number of the described item s PRICE Enter the unit price CC UNIT Click on the arrow to the right of the Unit field to select the unit measurement associated with the price Select the appropriate value by clicking on it TECHNOLOGY CATEGORY
9. Open 08 02 2007 OFFICE OF THE UNIVERSITY CONTROLLER 2 114 00 Closed 08 02 2007 OFFICE OF THE UNIVERSITY CONTROLLER 2 114 00 Open 08 02 2007 OFFICE OF THE UNIVERSITY CONTROLLER 2 114 00 Open 08 08 2007 OFFICE OF THE UNIVERSITY CONTROLLER 2 114 00 Closed 08 13 2007 OFFICE OF THE UNIVERSITY CONTROLLER 2 114 00 Open 08 15 2007 OFFICE OF THE UNIVERSITY CONTROLLER 2 114 00 Open 08 17 2007 INVEST PROGRAM 3 293 31 Open NQ MINlMINnT OFFICE OF THE LINN EDCITY CONTDOI I ED 9 444 NNN Oman 70 Than Two Fiscal Years Archived FIXED ASSETS Search For Fixed Assets By Expense Code RECEIVING REPORTS iE Oh g All By PO Number Recvng Rpt Lists Older Than Two Fiscal Years Archived i CUNY e PROCUREMENT SYSTEM EPS University Management amp Programs Purchase Order Receiving Report Req 1148003 Date 04 28 2008 Requester Information College Name University Management amp Programs Dept Name OFFICE OF THE UNIVERSITY CONTROLLER Room N A Phone 212 397 5605 Address The City University Of New York 230 West 41st St 9th Floor New York NY 10036 Attn Marc White Direct Questions To Marc White Phone 212 397 5605 Vendor Information a S PO Fiscal Year College Dept Office Location Fax 8244002 08 24 114 230 West 41st St e Scroll down to the Line Items Section Notice Enter Quantity Of Merchandise Received in red Line ltems E
10. Tech Approval list will show only those Requisitions that require your approval Gig University zii Reqs Requiring Tech Approval Collapse Expand Previous Next Search Dept Date Requester Req FAS Desc Total Y OFFICE OF THE UNIVERSITY CONTROLLER 2 114 00 04 25 2008 Marc White3 1146003 EPS Bar Code Color 400 00 Collapse Expand Previous Next Search FAQs about Procurement REQUISITIONS Requisitions Created By Me Require Tech Approval S g Older Than Two Fiscal Years Archived RECEIVING REPORTS Search For Recvng Rpts All By PO Number e Inthe By Status list select from the drop down by Pending Tech Approval gt Click on the Requisition number displayed in blue gt Click on the Edit Info button in the Requisition 34 CUNY e PROCUREMENT SYSTEM EPS The City Al SE Requisitions By Status New York Pending Tech Approval Select Requisition Status Pending Tech Approval DI Search REQUISITIONS Closed Cancelled Over 90 Days Archived PURCHASE ORDERS o gt NY Search Dept Date Req Requester FAS Desc Total x ref PO x ref Bi OFFICE OF THE UNIVERSITY CONTROLLER 2 114 00 04 25 2008 1148003 Marc White3 EPS Bar Code Color 400 00 ake m V d i d d H te J i J Than Two Fiscal Years Archived RECEIVING REPORTS Search For Recvng Rpts All By PO Number vi 2 The selection method for Tech Approvers
11. 2 114 00 03 31 2008 1147150 Marc White3 EPS item 1 2 00 OFFICE OF THE UNIVERSITY CONTROLLER 2 114 00 10 11 2007 1147130 Avgi UserUAO EPS item 1 36 00 OFFICE OF THE UNIVERSITY CONTROLLER 2 114 00 02 21 2007 1147044 Marc White3 EPS item 1 200 00 For Penchawieg Groans OFFICE OF THE UNIVERSITY CONTROLLER 2 114 00 10 20 2006 1147026 Marc White3 EPS item 1 4 00 Other Requisition Lists OFFICE OF THE UNIVERSITY CONTROLLER 2 114 00 08 31 2006 1147017 Avg1 UserUAO EPS item 1 1 500 00 SLE A PIES OFFICE OF THE UNIVERSITY CONTROLLER 2 114 00 07 11 2006 1146087 Marc White3 EPS test 4 00 90 Days Archived RENT 2 344 22 03 25 2008 3448002 Aug UserUAO EPS item 1 69 00 BID INVITATIONS ITB RENT 2 344 22 03 25 2008 3448001 Avg1 UserUAO EPS item 1 61 60 UNIVERSITY CONTRACTING OFFICE 2 173 00 07 28 2005 1736002 Marc White3 EPS Boards NYSIn 169 45 PURCHASE ORDERS By Status With Attached Invoice sA gt C l The City es University NY et University Management amp Programs Requisition New York Status Pending PO Req 1148003 Req Date 04 25 2008 Fiscal Year 08 Requester Information College Name University Management amp Programs College 24 Dept Name OFFICE OF THE UNIVERSITY CONTROLLER Dept 114 Room N A Office Location 230 West 41st St Phone 212 397 5605 Fax Ship To The City University Of New York 230 West 41st St 9th Floor New York NY 10036 Attn Marc White Direct Questi
12. 96603000000 Total Amount For All Items 0 Line Item Comments Displays after all line items in ITB e Enter the awarded amount and enter the Awarded Vendor info by clicking on the Select Vendor button Invitation To Bid Item Fields marked with are required Description Quantity hr Bar Code Color Printer Price e 385 B Unit EACH gt Technology Category PRINTERS SCANNERS DI BEER Commodity Information 90 Days Archived Tae Code Description BID INVITATIONS ITB 96603000000 Bar Code Printing lt Awarded Vendor Remove PURCHASE ORDERS Name ID i To Me By Status With Attached Invoi Save And Add Item Save And Close Reset Delete Close PO Lists Older Than Two Fiscal FIXED ASSETS Search For Fixed Assets Y 53 CUNY e PROCUREMENT SYSTEM EPS e A window pops up with the vendors that replied with bids Click on the vendor s you want to award the bid s to The Invitation to Bid Item form is updated with the vendor information Click the Save and Close button to save the information Select Bid Opening Sheet Vendor Vendor Name Vendor ID Total Bid Amt 1 A F M PRINTING EQUIPMENT amp SUPPLIES 112704680 385 00 FAQs about Procu Invitation To Bid Item REQUISITIONS Fields marked with are required Description Quantity i Created By Me Bar Code Color Printer ia a neal Price D EE ire Tech Approval ha Unit EA
13. Click the arrow at the right of the Category field and select the correct value for the product or service being requested If this is a computer related item select the appropriate technology category otherwise select NON TECHNOLOGY COMMODITY INFORMATION It allows you to select a commodity class and sub class or you can type in the free form To select click on Select Commodity button You can search by Code or by Description Click on the arrow at the right of Search by and select one Select Commodity Class and Commodity Sub Class by clicking on the arrows next to them Once you have made your selections it would be displayed on the screen Under Commodity Description select the commodity by clicking on it displayed in blue 24 CUNY e PROCUREMENT SYSTEM EPS Select Commodity Search By Description Commodity Class PRINTING AND RELATED SERVICES 966 Commodity Sub Class Bar Code Printing U3 OR Enter Commodity Code Go OR Enter Commodity Description Pe Go Commod ity Description Commodity Code Printing R60 3000000 opp 20000 ode Printing If you want to add more items click on Save and Add item If you are done click on Save and Close If you want to start over click on Reset If you do not want to save changes click Close Line Items Add Item Description of Material Service Commodity Quantity Unit Price Amount Bar Code Color
14. College 24 Dept Name OFFICE OF THE UNIVERSITY CONTROLLER Dept 114 Room N A Office Location 230 West 41st St Phone 212 397 5605 Fax Address The City University Of New York 230 West 41st St 9th Floor New York NY 10036 Attn Marc White slelis hi Direct Questions To Marc White Phone 212 397 5605 Other PO Lists Older Than Two Fiscal Years Archived FIXED ASSETS Search For Fixed Assets Y Vendor Information NYS Office of General Services GSAContracts StaplesLink com Commodity Type SUPPLIES amp EQUIPMENT OFFSET PRINTING PR5UEQ el S NOTE If an Invitation To Bid ITB was created for the Requisition a draft PO will be created for each vendor that has been awarded line items in the ITB 57 CUNY e PROCUREMENT SYSTEM EPS 7 5 SUBMITTING THE PURCHASE ORDER Once the purchase order becomes a Draft the FAS information needs to be completed in order for the PO to be submitted to FAS To submit a Purchase Order e Click on the links under the Purchase Orders section in the sidebar The Assigned to me list displays all POs that have been assigned to you The By Status list displays all POs categorized by status gt Find your Purchase Order by expanding the Draft category by clicking on the arrows in the list gt Click on the N A link displayed in blue gt Click on the Edit Info button The City eet Purchase Orders By Statu
15. Print Preview in the upper right corner of the screen Use Print Preview to print out a copy of the Requisition form NOTE If only the Print Preview button displays you selected a Requisition you are not authorized to edit approve The City Ga University Management amp Programs Requisition New York Status Pending Approval 1 Req 1148003 Req Date 04 25 2008 Fiscal Year 08 Requester Information College Name University Management amp Programs College 24 Dept Name OFFICE OF THE UNIVERSITY CONTROLLER Dept 114 Room N A Office Location 230 West 41st St Phone 212 397 5605 Fax Ship To The City University Of New York 230 West 41st St 9th Floor PURCHASE ORDERS New York NY 10036 Attn Marc White Search For POs Direct Questions To Marc White Phone 212 397 5605 PO Lists Than Two Fiscal Years Archived Vendor Information RECEIVING REPORTS NYS Office of General Services GSA Contracts StaplesLink com Commodity Type SUPPLIES amp EQUIPMENT OFFSET PRINTING PRSUEQ zi 31 CUNY e PROCUREMENT SYSTEM EPS 2 Click on the Edit Info button to modify e g changing data or entering comments approve or reject the Requisition 3 When review modification is concluded click on e Approve Requisition to move the Requisition to the next level of Approval This can be verified by viewing the Requisitions by Status screen
16. Rpts Reports and displays the search results All By PO Displays a list of all Receiving Reports sorted by PO All Roles Number number Other Receiving Displays a list of Receiving Reports that are awaiting All Roles Report Lists receipt of merchandise sorted by PO number Open Receiving Rpts Other Receiving Displays a list of Receiving Reports that have received all All Roles Report Lists merchandise sorted by PO number Closed Receiving Rpts Older Than Two Receiving Reports older than two fiscal years are All Roles Fiscal Years automatically archived This option allows viewing of the Archived archived Receiving Reports sorted by PO number USER PROFILE SECTION My Profile This allows you to edit your user profile information All Roles MESSAGE BOARD SECTION Displays college specific or system wide messages All Roles FORUM SECTION Displays college specific discussion forum entries All Roles 17 CUNY e PROCUREMENT SYSTEM EPS OPTION DEFINITION ACCESS ADMINISTRATION SECTION Ship to Addresses Department Profiles Group Members User Profiles Displays a list of all Ship To addresses for each college Ship To addresses can be created modified or deleted Displays a list of all Department Profiles within each College sorted by College and Department name Department Profiles can be created modified or deleted Displays usernames belonging to different groups within a college Purc
17. Status Pending Approval 1 DI _Create Requisition SH Pe Dept Date Req Requester FAS Desc Total x ref PO x ref OFFICE OF THE UNIVERSITY CONTROLLER 2 114 00 04 25 2008 1148003 Marc White3 EPS Bar Code Color 400 00 ae OFFICE OF THE UNIVERSITY CONTROLLER 2 114 00 11 14 2007 1147139 Marc White3 EPS test 10 00 OFFICE OF THE UNIVERSITY CONTROLLER 2 114 00 10 26 2007 1148002 Avg UserUAO EPS item 1 6 00 desnih OFFICE OF THE UNIVERSITY CONTROLLER 2 114 00 05 31 2007 1147074 Avg1 UserUAO EPS test 6 00 OFFICE OF THE UNIVERSITY CONTROLLER 2 114 00 03 01 2007 1147056 Marc White3 EPS Calendars At 1 00 OFFICE OF THE UNIVERSITY CONTROLLER 2 114 00 03 01 2007 1147066 Marc White3 EPS Cards Univers 133 75 OFFICE OF THE UNIVERSITY CONTROLLER 2 114 00 02 21 2007 1147047 Anert UserUAO EPS item 1 98 19 OFFICE OF THE UNIVERSITY CONTROLLER 2 114 00 12 04 2006 1147037 Marc White3 EPS test 73 69 Other Requisition Lists UNIVERSITY CONTRACTING OFFICE 2 173 00 11 19 2007 1737016 Avg1 UserUAO EPS item 1 634 00 e UNIVERSITY CONTRACTING OFFICE 2 173 00 03 09 2007 1737001 Avg1 UserUAO EPS item 1 455 00 90 Days Archived UNIVERSITY CONTRACTING OFFICE 2 173 00 03 09 2007 1737009 Avg1 UserUAO EPS Calendars At 15 00 PURCHASE ORDERS eem Older Than Two Fiscal Years Archived RECEIVING REPORTS Search For Recvng Rpts All By PO Number vla D 1 The completed Requisition form is displayed with two 2 buttons Edit Info and
18. and delete ship to addresses Add and edit department information Add edit and delete user profiles Add edit and delete approval roles for departments Add and delete members from college groups Add and remove system messages Submit new Requisitions to Approver in Pending Approval l status View and edit access to all Procurement data Requisitions ITBs POs Receiving Reports for all colleges Can do all the transactions listed above for all colleges EPS deployment activities including setting up colleges departments and user profiles Maintain information for ledgers expense codes and commodity codes Submit new Requisitions to Approver in Pending Approval l status SYSTEM ADMINISTRATIVE ROLES EPS SYSTEM ADMINISTRATOR DOMINO ADMINISTRATOR Edit access to all system configuration information Set up initial system information Does not have access to Procurement data Maintains all usernames e mail addresses passwords and groups in the Domino Directory NAB and monitors Domino server related transactions Run agents as part of the initial application setup or upon system design changes 10 CUNY e PROCUREMENT SYSTEM EPS 4 0 GETTING INTO EPS 4 1 LOGGING INTO THE SYSTEM To access the e Procurement System EPS you must sign on to the Website where EPS resides as follows 1 Open a desired browser and enter this URL https ebusiness cuny edu The system will display the
19. is assigned to the buyer it is reviewed and submitted to the vendor If the Procurement Method was Bid Procedure then the Purchase Order s can be submitted after the vendor s reply back with their bid s and the line item s are awarded Once submitted a PO is assigned and the Purchase Order can be tracked via the Purchase Orders sidebar options To draft a Purchase Order e Click on the links under the Requisitions section in the sidebar gt Find your Requisition and click on the Requisition number displayed in blue gt Click on the Edit Info button About EPS University Management amp Programs Requisition Fields marked with are required Print Preview Status Assigned Req 1148003 Kal Sa E Co 2 n i A d St Created By Me Bid 1TB8240018 t i Req Date 04 25 2008 Fiscal Year 08 d Purchasing Group Requester Information Closedi Cancelled Over 90 Days Archived College Name University Management amp Programs College 24 adashi idles la Dept Name OFFICE OF THE UNIVERSITY CONTROLLER Dept 114 Room N A Office Location 230 West 41st St PURCHASE ORDERS Phone 212 397 5605 Fax e Ship To The City University Of New York 230 West 41st St 9th Floor Aa Ma Wit ebessen Direct Questions To Marc White Phone 212 397 5605 Other PO Lists Older Than Two Fiscal Years Archived FIXED ASSETS Vendor Information NYS Off
20. is the same as for Levels land 2 see section 6 1 roval Levels 1 and 2 The City University University Management amp Programs Requisition New York Status Pending Tech Approval Req 1148003 Req Date 04 25 2008 Fiscal Year 08 Requester Information EE College Name University Management amp Programs College 24 Dept Name OFFICE OF THE UNIVERSITY CONTROLLER Dept 114 Room N A Office Location 230 West 41st St H ni Phone 212 397 5605 Fax Closed Cancelled Over Ship To The City University Of New York 90 Days Archived 230 West 41st St 9th Floor PURCHASE ORDERS New York NY 10036 Attn Marc White Direct Questions To Marc White Phone 212 397 5605 Years Archived Vendor Information i RECEIVING REPORTS NYS Office of General Services GSA Contracts StaplesLink com Commodity Type SUPPLIES amp EQUIPMENT OFFSET PRINTING PRSUEQ S 35 CUNY e PROCUREMENT SYSTEM EPS 6 3 APPROVAL LEVEL 3 As with Approvers at levels 1 and 2 Approvers Alternates at level 3 are able to access Requisitions requiring their approval in either of the following ways e By clicking on the URL in an e mail notification then logging in to the system The Requisition requiring approval is automatically displayed e By clicking on the links under the Requisitions section in the sidebar The Require My Approval list will show only those R
21. select a department 1 Click the Select Dept button next to Code A list of departments that you have permission to create Requisitions for is displayed in alphabetical order 2 Click on the department name The rest of the information would be completed for you 3 Click the OK button REQUISITIONS Search For Requisitions Assigned To Me Created By Me Require My Approval Require Tech Approval By Status For Purchasing Group Other Requisition Lists Closed Cancelled Over 90 Days Archived BID INVITATIONS ITB Search For ITBs By Bid Number PURCHASE ORDERS Search For POs Create Requisition Select a Department for the Requisition Click on the Select Dept button to display a list of departments to select from College Name University Management amp Programs 24 Department Name Code Select Dept Funding Source Ledger Program Code OK Cancel E Assianed To Me If you only have permission to create Requisitions for one department then you would see the Draft Requisition displayed with department information already entered 20 ee e Procurement Kemmer A E REQUISITIONS Search For Requisitions Assigned To Me Created By Me Require My Approval Require Tech Approval By Status For Purchasing Group Other Requisition Lists Closed Cancelled Over 90 Days Archived BID INVITATIONS ITB Search For ITBs By Bid Number
22. the information presented on the screen and minimize scrolling it 1s highly recommended that the screen be set for high resolution At minimum it is recommended that a resolution of 1024 x 768 be utilized Display Properties Themes Desktop Screen Saver Appearance Settings Display Default Monitor op 32MB ATI Rage 126 Ultra Screen resolution Color quality Less J More Highest 32 bit h 1024 by 768 pixels E hl Hi Troubleshoot CO On a PC the screen resolution can be set as follows 1 Click Start 2 Click Settings 3 Click on Control Panel CUNY e PROCUREMENT SYSTEM EPS 4 Double click Display 5 Click the Settings tab 6 Move the slide control on the Screen Resolution left or right to achieve the higher resolution recommended 1024 x 768 7 Click the Apply button 8 Click the OK button 2 3 HELPFUL HINTS Following are some suggestions for using EPS as efficiently as possible Have the latest browser version Allow pop up windows in your browser Have the latest Adobe Reader installed Do not use the browser s forward and backward buttons to navigate EPS always use the navigation buttons and links within EPS Do not refresh your screen while entering data you will lose information that you are entering After one hour of inactivity your session will expire and y
23. the previous Bid Opening Sheet form Click the Close button to go back to the previous form without saving e The Bid Opening Sheet includes the list of vendors Before bidding starts notice that Total Bid Amount says No response and Awarded Amt has 0 Comments can be added 48 CUNY e PROCUREMENT SYSTEM EPS The City University g See Bid Opening Sheet Vendor New York Fields marked with are required Bid 1TB8240019 Vendor Name A F M PRINTING EQUIPMENT amp S Vendor ID 112704680 Enter NA if there is no Vendor ID Number Contact Name JOHN MANGIUNE PRESIDENT Addr Line 1 14 CONNOR LANE Addr Line 2 REQUISITIONS Created By Me City DEER PARK State xv gt Zip 11729 delen ees Phone 516 254 9114 Fax 516 254 9126 Bus Type SMB gt Notation DI Total Bid Amt sl Awarded Amt 0 Enter no bid or a vendor bid amount BID INVITATIONS ITB Save And Add Vendor Save And Close Reset Delete Close Search For ITBs Bid Number PURCHASE ORDERS Hi i When you are finished editing the Bid Opening Sheet click the Save button to return to the Invitation To Bid form To create the executable file with all vendor information click on the Create Mail Merge Files button HI The City University of University Management amp Programs NY New York Invitation To Bid Fields marked with are required
24. 0 Days Archived PURCHASE ORDERS Search For POs E li F Than Two Fiscal 7 RECEIVING REPORTS Search For All By PO Number vi 2 The City w Se University Management amp Programs Requisition New York Gate es RER SE K wo Wet H rev A SE KE S eg Status Pending Approval 3 Req 1148003 Req Date 04 25 2008 Fiscal Year 08 Requester Information techn College Name University Management amp Programs College 24 Dept Name OFFICE OF THE UNIVERSITY CONTROLLER Dept 114 Room NWA Office Location 230 West 41st St Phone 212 397 5605 Fax Ship To The City University Of New York 230 West 41st St 9th Floor New York NY 10036 Attn Marc White Stiet s Ai 90 Days Archived PURCHASE ORDERS Direct Questions To Marc White Phone 212 397 5605 Vendor Information NYS Office of General Services GSA Contracts StaplesLink com Commodity Type SUPPLIES amp EQUIPMENT OFFSET PRINTING PRSUEQ Ej 37 CUNY e PROCUREMENT SYSTEM EPS The process at this level is the same as for steps 1 3 in Levels 1 and 2 see section 6 1 Approval Levels 1 and 2 except for two 2 sections that only pertain to level 3 approvers These are a Charge to Department Name The default is the department under which the Requisition was created If another department is to absorb the cost of this Requisition change that department by e Clicking on the Se
25. 293 31 EPS Printer 08 31 2007 600 00 10 19 2007 1147026 OFFICE OF THE UNIVERSITY CONTROLLER 2 114 00 EPS item 1 4 00 02 21 2007 1147044 OFFICE OF THE UNIVERSITY CONTROLLER 2 114 00 EPS item 1 200 00 10 10 2006 1146087 OFFICE OF THE UNIVERSITY CONTROLLER 2 114 00 EPS test 4 00 10 06 2006 1147017 OFFICE OF THE UNIVERSITY CONTROLLER 2 114 00 EPS item 1 1 500 00 see EE 09 28 2006 1736002 UNIVERSITY CONTRACTING OFFICE 2 173 00 EPS Boards NYS In 05 16 2006 169 45 S Previous Next Search BID INVITATIONS ITB e Inthe By Status list select from the drop down by Pending PO gt Click on the Requisition number displayed in blue gt Click on the Edit Info button in the Requisition CUNY e PROCUREMENT SYSTEM EPS The City Sieg Requisitions By Status New York Pending PO Select Requisition Status Pending PO DI Search Create Requisition oT ne Dept Date Req Requester FAS Desc Total x efPO vr prpers BLDG amp GROUNDS MAINT 2 177 01 03 25 2008 1778002 Avg1 UserUAO EPS item 1 134 50 EE IFR UAPC 3 293 20 03 25 2008 2937011 Aug UserUAO EPS item 1 22 60 IFR UAPC 3 293 20 03 25 2008 2937010 Avg1 UserUAO EPS ITEM 2 57 20 faecal INVEST PROGRAM 3 293 31 08 20 2007 2937007 Avg1 UserUAO EPS Printer 600 00 OFFICE OF THE UNIVERSITY CONTROLLER 2 114 00 04 25 2008 1148003 Marc White3 EPS BarCode Color 400 00 OFFICE OF THE UNIVERSITY CONTROLLER
26. 3 no response 0 Vendor Name 1 A F M PRINTING EQUIPMENT amp SUPPLIES 2 DIGITAL PRINTING Comments By Bid Number PURCHASE ORDERS E Search For POs zl Complete the Total Bid Amt field with the response from the vendor Click Save and Close to go back to the previous page Click the Close button until you go back to the Invitation to Bid form The City Un iversity GU of N Y New York Bid Opening Sheet Vendor Fields marked with are required Bid ITB8240019 Vendor Name Eu PRINTING EQUIPMENT amp S Vendor ID 112704650 Enter NA if there is no Vendor ID Number Contact Name JOHN MANGIUNE PRESIDENT Addr Line 1 f4CONNORLANE its Addr Line 2 FO City DEERPAaRK State bs Zip bm oo Phone 516 2549114 Fax 516 254 9126 Bus Type sm8 gt Notation d Total Bid Amt 385 Awarded Amt 0 Enter no bid or a vendor bid amount Save And Add Vendor Save And Close Reset Delete Close 52 CUNY e PROCUREMENT SYSTEM EPS 7 3 3 AWARDING THE BID Once the bid s have been received you will need to edit the Invitation To Bid ITB form and award the line item s to the vendor s e Inthe ITB form scroll down to the Line Items section and click on the description of the line item displayed in blue Line Items Add Item Description of Material Service Quantity Unit Price Amount Commodity Vendor ID Bar Code Color Printer 1 EACH DU 0
27. 4 08 2008 OFFICE OF THE UNIVERSITY CONTROLLER 2 114 00 Closed FIXED ASSETS 8243017 Avg1 UserUAO 04 08 2008 OFFICE OF THE UNIVERSITY CONTROLLER 2 114 00 Open 8243015 Avg1UserUAO 04 04 2008 OFFICE OF THE UNIVERSITY CONTROLLER 2 114 00 Open 8243014 Marc White3 03 19 2008 OFFICE OF THE UNIVERSITY CONTROLLER 2 114 00 Open 8243012 Appr3 UserUAO 03 04 2008 OFFICE OF THE UNIVERSITY CONTROLLER 2 114 00 Open RECEIVING REPORTS 8243013 Appr3 UserUAO 03 04 2008 OFFICE OF THE UNIVERSITY CONTROLLER 2 114 00 Open eee re era 8243011 Marc White3 03 03 2008 IFR UAPC 3 293 20 Open Fe 8243010 AvglUserUAO 02 29 2008 OFFICE OF THE UNIVERSITY CONTROLLER 2 114 00 Closed e 8243009 Aug UserUAO 02 28 2008 OFFICE OF THE UNIVERSITY CONTROLLER 2 114 00 Open en eee 8243007 Marc White3 01 24 2008 OFFICE OF THE UNIVERSITY CONTROLLER 2 114 00 Open EE 8243006 Marc White3 01 22 2008 OFFICE OF THE UNIVERSITY CONTROLLER 2 114 00 Open Years Archived Q9A2NNA Aunt Leal LAD A9DMAS ONNT LIMIVEDSITY CORMTDACTING NOEFICE 9 14732 NN Owan 75 CUNY e PROCUREMENT SYSTEM EPS Require Term sten University Management amp Programs Purchase Order Receiving Report BID INVITATIONS ITB Req 1148003 PO 8244002 SS By Bid Number Date 04 28 2008 Fiscal Year 08 PURCHASE ORDERS Requester Information Im Ob College Name University Management amp Programs College Dept Name OFFICE OF THE UNIVERSITY CONTROLLER Dept Room N A Office
28. 6 EPS User Guide REQUISITIONS Date 04 28 2008 Fiscal Year 08 Search For Requisitions Created By Me Requester Information By Status E College Name University Management amp Programs College Closed Cancelled Over 90 Days Archived Dept Name OFFICE OF THE UNIVERSITY CONTROLLER Dept 114 PURCHASE ORDERS Room N A Office Location 230 West 41st St Search For POs By Status Phone 212 397 5605 Fax Other PO List d zm Address The City University Of New York soot ee See 230 West 41st St 9th Floor Years Archived New York NY 10036 RECEIVING REPORTS Attn Marc White Ch e Direct Questions To Marc White Phone 212 397 5605 All By PO Number Other Recvng Rpt Lists 8 Older Than Two Fiscal 8 Weg Gegen Vendor Information USER PROFILE sl 9 3 SUBSEQUENT RECEIPT OF MERCHANDISE Since a Purchase Order may not be satisfied in one shipment EPS allows multiple receipts to be recorded The process for entering additional receipts is the same as for the first shipment NOTE e As long as Enter Qty is blue receipts can be entered If it is not blue the recorded amount received is equal to or greater than the original amount ordered and the shipment could be an overage e Prior Recvd shows the amount of merchandise received in the prior shipment and Total accumulates the amount of merchandise received over all shipments 74 CUNY e PROCUREMENT SYSTEM EPS 9 4 COMPLETED RECEIPT OF MERCHANDISE When all t
29. 93 20 02 07 2008 2938121 Zina Yakubova Cem es INSTITUTIONAL RESEARCH 2 280 00 04 24 2008 2808060 Anita Yee J INSTITUTIONAL RESEARCH 2 280 00 04 22 2008 2808059 Anita Yee emae NVEST IN CUNY 2 192 00 03 31 2008 1928038 Yvonne Sotomayor LIBRARY SERVICES 2 043 00 04 22 2008 0438083 Larry McCue WE MOTOR VEHICLE OPERATIONS 2 288 00 02 19 2008 2888026 Rudy Hurdle ble OFFICE OF THE CHANCELLOR 2 198 00 04 24 2008 1988039 Julia Borick et atin OFFICE OF THE EXECUTIVE VC 2 374 00 04 24 2008 3748106 Zhanna Kushmakova OFFICE OF THE UNIVERSITY CONTROLLER 2 114 00 04 18 2008 1148087 Elaine Mazvck Assianed To Me eal Bi CHANGING YOUR PASSWORD 1 When you click Password the following Change Password confirmation pop up window is displayed Microsoft Internet Explorer Change Password log in again to verify your identity before changing your password Do you wish to continue OK Cancel FAS Desc EPS Mac Retail B EPS Stuart Cochran EPS Education Week EPS The Chronicle EPS Fluke network EPS Graphic Paper EPS Educational Ma EPS Mobile Hearing EPS Blood Pressure EPS Massage Therap EPS Deposit of cas EPS Computers for EPS To be distribu EPS lthaka Harbors EPS 2008 Jeep Gran EPS executive brea EPS Dr Charles Sc EPS Wordperfect O Total x 1 537 95 155 00 39 00 82 50 30 200 00 1 164 40 268 20 1 200 00 4 264 00 600 00 245 00 1 128 00 2 347 50 21 364 50 21 704 52 235 00
30. Assets RECEIVING REPORTS CUNY e PROCUREMENT SYSTEM EPS By PO Number displays a list of Fixed Asset Purchase Orders sorted PO number Fixed Assets By PO Number Previous Next Search PO Status Requester Date Dept Total 6243013 Received In AP Appr3 UserUAO 03 04 2008 OFFICE OF THE UNIVERSITY CONTROLLER 2 114 00 204 50 6243012 Received In AP Appr3 UserUAO 03 04 2008 OFFICE OF THE UNIVERSITY CONTROLLER 2 114 00 148 08 6243011 Submitted Marc White3 03 03 2008 IFR UAPC 3 293 20 200 00 6243010 Received In AP Avgi UserUAO 02 29 2008 OFFICE OF THE UNIVERSITY CONTROLLER 2 114 00 255 50 6243009 Submitted Aug UserUAO 02 28 2008 OFFICE OF THE UNIVERSITY CONTROLLER 2 114 00 755 00 Previous Next Search 69 CUNY e PROCUREMENT SYSTEM EPS system to record the shipment To record the shipment e Under the Receiving Reports section in the sidebar Select All By PO Number 9 0 RECEIVING 9 1 FIRST TIME RECEIPT OF MERCHANDISE When merchandise is received someone in the Receiving Department accesses the EPS e Click on the PO number displayed in blue e Click on the Edit Info button d d z CD i H i d BID INVITATIONS ITB ek OG PURCHASE ORDERS gt ssigned To Me V i S Older Than Two Fiscal Search For Fixed Assets RECEIVING REPORTS Search For Recvng Rpts All By PO Number Older Than Two Fiscal Years Archived
31. Bid Opening Sheet Create Mail Merge Files Bid ITB8240019 Req 1146007 HELP Date Created 04 28 2008 College Name University Management amp Programs College FAQs about Procurement EPS User Guide REQUISITIONS Dept Name OFFICE OF THE UNIVERSITY CONTROLLER Dept 114 Receive Bids Before 05 05 2008 7 Time 3 00 PM Questions Received Before 05 02 2008 CS Time 2 00 PM Delivery Date On Or Before CS Send Questions To Purch1 UserUAO CENTRALOFFICE CUNY Phone 212 345 1234 FAX 212 456 5678 Bid Due Location Address 1 CUNY Contracts Department 49 CUNY e PROCUREMENT SYSTEM EPS e After you click on the button you will see the Mail Merge Files Section Follow the instructions on the right hand side to download the file and to run the macros that will generate the invitation to bid forms pre populated with the vendor information you supplied There are 2 macros that need to be run one to generate the bid forms using the ITB template and one to generate mailing labels to be used for mailing the Invitation to bid forms Mail Merge Files Download Link Hee To Download The File And Perform The Mail Merge Download Mail Merge Files This self extracting archive file 16_MailMergeArchive_T83240019 exe contains files used to perform a Microsoft Word mail merge for this Invitation To Bid Click on the Download Mail Mer
32. C D For Purchasing G a Sr lt lt Technology Category PRINTERS SCANNERS DI Requisition Lists led Over Commodity Information 90 Days Archived Code Description BID INVITATIONS ITB 96603000000 Bar Code Printing Search For ITBs Awarded Vendor PURCHASE ORDERS Name ID a A F M PRINTING EQUIPMENT amp SUPPLIES 112704680 Save And Add Item Save And Close Reset Delete Close Older Than Two Fiscal Years Archived FIXED ASSETS Search For Fixed Assets Y 54 CUNY e PROCUREMENT SYSTEM EPS e After saving the item the Vendor ID is updated with the vendor you awarded the item to Click on the vendor id displayed in blue to see the information for that vendor Notice the Awarded Amt Line Items Description of Material Service Quantity Unit Price Amount Commodity Vendor ID Bar Code Color Printer 1 EACH 385 00 365 00 96603000000 112704650 Total Amount For All Items 365 00 Line Item Comments Displays after all line items in ITB Bid Opening Sheet Vendor Bid ITBs240019 Vendor Name A F M PRINTING EQUIPMENT amp SUPPLIES Vendor ID 112704660 Contact Name JOHN MANGIUNE PRESIDENT Addr Line 1 14 CONNOR LANE City DEER PARK State NY Zip 11729 Phone 516 254 9114 Fax 516 254 9126 Bus Type SMB Total Bid Amt 365 00 Awarded Amt 365 00 Close 33 CUNY e PROCUREMENT SYSTEM EPS 7 4 DRAFTING THE PURCHASE ORDER After the Purchase Order
33. College 24 EPS Enhancements Dept Name OFFICE OF THE UNIVERSITY CONTROLLER Dept 114 REQUISITIONS P SEENEN Receive Bids Assigned To Me 7 weber Zeg Before 05 05 2008 Time 3 00 PM Require My Approval Require Tech Approval Questions Received Before 05 02 2008 ime 2 00 PM Status z Delivery Date On Or Before For Purchasing Group 7 Other Requisition Lists Send Questions To Purch1 UserUAO CENTRALOFFICE CUNY Closed Cancelled Over 90 Days Archived Phone 212 345 1234 FAX 212 456 5678 BID INVITATIONS ITB Bid Due Location Search For ITBs By Bid Number Address 1 CUNY Contracts Department PURCHASE ORDERS Address 2 555 West 57th Street Search For POs 5I The City c9 ce University of New York KC lt CUNY e PROCUREMENT SYSTEM EPS Click on the vendor name displayed in blue University Management amp Programs Bid Opening Sheet Fields marked with are required Bid 1TB8240019 Req 1148007 HELP College Name University Management amp Programs College 24 FAQs about Procuremer Dept Name OFFICE OF THE UNIVERSITY CONTROLLER Dept 114 EPS User Guide Bid Opening Date 05 05 2008 Bid Opening Time 3 00 PM REQUISITIONS Description Fai Cae Assigned To Me Total of Packages Sent 2 Total of Packages Received 0 For Purchasing i d BID INVITATIONS ITB Vendors Vendor ID Total Bid Amt Awarded Amt 112704680 no response 0 20260950
34. College 24 simaan kenn Dept Name OFFICE OF THE UNIVERSITY CONTROLLER Dept 114 EPS User Guide Bid Opening Date 05 05 2008 Bid Opening Time 3 00 PM eet Description Printing Equipment Search For Requisitions Assigned To Me 7 Total of Packages Sent 1 Total of Packages Received 0 Created By Me Require My Approval Vendors Require Tech Approval By Status For Purchasing Group Vendor Name Vendor ID Total Bid Amt Awarded Amt Other Requisition Lists A F M PRINTING EQUIPMENT amp SUPPLIES 112704680 no response 0 Closed Cancelled Over 90 Days Archived BID INVITATIONS ITB Comments Search For ITBs By Bid Number PURCHASE ORDERS Search For POs zl H Click the Add Vendor button to include more vendors in the bidding process To edit a vendor click on the highlighted vendor name in blue Complete the Bid Opening Sheet Vendor form e Click the Select Vendor button to select vendor information from a list e Enter the vendor name or enter the first letters of the vendor name to search for the vendor in the Search by Name field and click Go e Click on the vendor name The vendor form is populated with the vendor information NOTE Leave the Total Bid Amt field empty the purchasing department will enter the bid amount received once the vendor replies back e Click the Save and Add Vendor button to save and add more vendors Click the Save and Close button to save and go back to
35. D Vendor Name A FM PRINTING EQUIPMENT A S Vendor ID 412704680 Contact Name JOHN MANGIUNE PRESIDENT Addr Line 1 Ja CONNOR LANE Addr Line 2 DEER PARK State Ny Zip 11729 516 254 9114 Fax 516 254 9126 Bus Type SMB gt 61 CUNY e PROCUREMENT SYSTEM EPS C LINE ITEMS Section The item information can be edited by clicking on the description in blue You can also add items and add comments that will appear below all line items Line Items Description of Material Service Commodity Quantity Unit Price Amount Category Bar Code Color Printer 96603000000 1 EACH 385 00 355 00 Total Amount For All Items 3365 00 Line Item Comments Displays after all line items in PQ D FAS AND OTHER INFO Section The fields marked with are required in order for the PO to be posted to FAS FAS and Other Info Processing Option Purchase Order gt Procurement Method Bid Procedure Proc Method Contract SS Soares Transportation Charges g fo POD Destination Other Ir Ho No Receiving Report Delivery Date Ce Annual Continuous Yes No Memorandum Of Yes No Understanding Originating Agency 70000 Originating Agency University Management amp Code Title Programs Expense Code lt Select Expense Code gt Program Code ES Select gt Major Purpose Action A Line Batch Type lt Batch Type gt 62 CUNY e PROCU
36. Frequently asked questions about how to buy goods and All Roles Procurement services The file is in PDF format About EPS EPS A list of changes to the e Procurement system The file is in All Roles Enhancements PDF format About EPS EPS This document in PDF format All Roles User Guide REQUISITIONS SECTION Search For This allows you to enter criteria for finding Requisitions and All Roles Requisitions displays the search results Assigned to Me H you are a buyer in a Purchasing Department this displays Purchasing all Requisitions assigned to you sorted by Dept Date Dept Buyer assigned or Charged to P T card Created By Me Displays a list of all Requisitions you have created sorted All Roles by Department Requisition status Date created Require My If you are an approver this displays a list of all Requisitions Approvers Approval Pending Approval at your level sorted by Requisition Alternates 1 status Department Requisition date Ee Require Tech If you are a technology approver this displays a list of all Technology Approval Requisitions Pending Approval at your level sorted by Approvers Department Requisition date By Status Displays a list of all Requisitions filtered by Requisition All Roles Status sorted by Department Date created For Purchasing Displays a list of encumbered closed and cancelled Purchasing Group By Requisitions sorted by Requisition status Encumbered date Dept Status
37. Location 230 West 41st St Older Than Two Fiscal Years Archived Phone 212 397 5605 Fax FIXED ASSETS Address The City University Of New York Search For Fixed Assets 230 West 41st St 3th Floor New York NY 10036 By PO Number Attn Marc White ee ate ec tell Direct Questions To Marc White Phone 212 397 5605 All By PO Number Other Recvng Rpt Lists Vendor Information Older Than Two Fiscal Years Archived leet AN PTL lt PT SOoToVvE ES A By Status R z University Management amp Programs Purchase Order Closed Cancelled Over kees eleegee Status Submitted Closed PO 8244002 Req 1148003 BID INVITATIONS ITB Date 04 28 2008 Fiscal Year 08 Bid 1TB8240018 By Bid Number 8 PURCHASE ORDERS Requester Information College Name University Management amp Programs College 24 Dept Name OFFICE OF THE UNIVERSITY CONTROLLER Dept 114 For Accounts Payable Room N A Office Location 230 West 41st St Phone 212 397 5605 Fax Older Than Two Fiscal beable re EE Address The City University Of New York FIXED ASSETS 230 West 41st St 9th Floor New York NY 10036 Attn Marc White Direct Questions To Marc White Phone 212 397 5605 RECEIVING REPORTS J Vendor Information NYS Office of General Services GSA Contracts StaplesLink com Years Archived X Commodity Type SUPPLIES amp EQUIPMENT OFFSET PRINTING PRSUEQ D i Recvng Rpt Lists f i 76
38. Log in screen Tuesday April 29 2008 The City University z ebusiness cuny edu WE ARE N New York Server Login Please enter your Username and Password Username Password Forgot Your Password 2 Enter your name in Username and your Password 3 Hit Enter or click the Login button 4 Ifyou have forgotten your password click on the Forgot Your Password link and enter your username Your new password will be emailed to you 11 CUNY e PROCUREMENT SYSTEM EPS 5 0 e PROCUREMENT PROCESSING 5 1 e ePROCUREMENT ACCESS The City al University GU Requisitions By Status Pending Approval 1 of N y New York Select College University Management amp Programs 24 Requisition Select Requisition Status Pending Approval 1 zl HELP Search Dept Date Req Requester CENTRAL OFFICE ADMINISTRATION 2 121 00 03 27 2008 1218020 Tamma Jones COLLABORATIVE PROGRAMS 2 302 00 04 25 2008 3028155 Gary Dine COLLABORATIVE PROGRAMS 2 302 00 04 25 2008 3028154 Gary Dine Assigned To Me COLLABORATIVE PROGRAMS 2 302 00 04 25 2008 3028153 Gary Dine COMMUNICATIONS 2 018 00 09 13 2007 0188006 Rookmeeni Singh IFR UAPC 3 293 20 04 21 2008 2938122 Rose Machaal IFR UAPC 3 293 20 04 18 2008 2938120 Zina Yakubova IFR UAPC 3 293 20 04 17 2008 2938119 Zina Yakubova IFR UAPC 3 293 20 04 17 2008 2938118 Zina Yakubova EEN IFR UAPC 3 2
39. Printer 96603000000 1 EACH 400 00 400 00 Total Amount For All Items 400 00 Delivery Date Fa Annual Continuous C Yes No Memorandum Of Understanding C Yes No Charged to Procurement or Travel Card Yes No e Delivery Date is the date that you want the items to be delivered Click on the icon next to Delivery Date field to select a date e Select YES NO if you want the Requisition to be Annual Continuous The default option is NO 25 CUNY e PROCUREMENT SYSTEM EPS e Select YES NO if you want a Memorandum of Understanding The default option is NO e Select YES NO if you want to charge to Procurement Travel Card The default option is NO D COMMENTS FILE ATTACHMENTS Section Entry of comments is optional They can be entered at any time during the Requisition creation approval process and generally reflect further explanations about the Requisition as it passes through its various stages All comments entered regardless of who entered them are kept with the Requisition throughout its life for historical purposes The Comments section is generally used by e Requesters to enter a justification or clarification of why the purchase is being requested e Approvers and 2 to enter worth and wisdom statements for the purchase e Approver 3 to indicate fiscal information To enter Comments 1 Type them in the Comments box and click the Save Comments button A pop up window is displayed conf
40. REMENT SYSTEM EPS gt Bid Questionnaire Form allows entry of information specific to the vendor and its certification Click on the Edit button to complete The completed information is added to the Purchase Order form Bid Questionnaire VENDOR NO OF NO OF CODE BIDS SENT RESPONSES SMALL BUS SMB MINORITY MIB WOMEN WOB BOTH M W MWB STATE CITY BOTH CERTIFIED MINORITY BCM WOMEN BCW BOTH MAW BCB NONE OF THE ABOVE NOB Ton ETI Ton Il 100 ALL Certified Minorities Yes No 100 ALL Certified Women Yes No Sos Close gt Utilization Plan Form allows entry of information specific to the purchase order Click on the Edit button to complete The completed information is added to the Purchase Order form 63 CUNY e PROCUREMENT SYSTEM EPS Utilization Plan Contract Award Date Estimated Date of Completion VENDOR CODE VENDOR NO AMOUNT OR HI Description Of Work NOTE You will be asked to certify a report that the Vendor complied with the Utilization Plan Sae _ Close E COMMENTS FILE ATTACHMENTS Section Comments and file attachments for the purchase order can be entered here Comments Printer for printing bar codes to tag items File Attachments Save Attachment Enter PO Attachment Browse Help NOTE Ifthe fle name you are entering contains apostrophe or pound characters please remove them from the file name b
41. Requisition number 15 CUNY e PROCUREMENT SYSTEM EPS OPTION DEFINITION ACCESS For Purchasing Displays a list of all Requisitions Pending PO sorted by Purchasing Group Encumbered date Requisition number Dept Pending PO Other Req Lists Displays a list of all Requisitions filtered by Department and All Roles By Department sorted by Requisition Status Date created Other Req Lists Displays a list of all Requisitions sorted by Requisition All Roles By Req Number number Requester Date created Other Req Lists Displays a list of all Requisitions sorted by Vendor name All Roles By Vendor Requisition number Closed Requisitions that have been closed or cancelled are All Roles Cancelled After automatically archived after 90 days This option allows 90 Days viewing of the archived Requisitions sorted by Requisition Archived number BID INVITATIONS SECTION This allows you to enter criteria for finding Invitation To Bids ITBs and displays the search results Dept Dept PURCHASE ORDERS SECTION Search For POs This allows you to enter criteria for finding Purchase All Roles Orders Contracts and Direct Pays POs and displays the search results Assigned To Me If you are a buyer in a Purchasing dept this displays all POs Purchasing that have been assigned to you sorted by Department PO Dept Buyer date PO number By Status Displays a list of all POs sorted by Status Department Date All
42. Roles created With Attached Displays a list of all POs with attached invoices sorted by Purchasing Invoice PO number Dept Accts Payable Dept For Accounts Displays a list of all encumbered and cancelled POs sorted Accounts Payable by PO status PO number Payable Dept Other PO Lists Displays a list of all POs filtered by Department sorted by All Roles By Department PO Status PO Date Other PO Lists Displays a list of all POs sorted by PO Number Requisition All Roles By PO Number number Other PO Lists Displays a list of all POs sorted by Vendor name PO All Roles By Vendor number 16 CUNY e PROCUREMENT SYSTEM EPS OPTION DEFINITION ACCESS Other PO Lists Displays a list of all POs sorted by Encumbered date PO All Roles By Encumbered number Date Older Than Two POs older than two fiscal years are automatically archived All Roles Fiscal Years This option allows viewing of the archived POs sorted by Archived PO number FIXED ASSESTS SECTION Search For Fixed This allows you to enter criteria for finding POs for fixed Fixed Asset Assets assets and displays the search results Dept By Expense Displays a list of POs for fixed assets sorted by Expense Fixed Asset Code code PO number Dept By PO Number Displays a list of POs for fixed assets sorted by PO Number Dept RECEIVING REPORTS SECTION Search For This allows you to enter criteria for finding Receiving All Roles Receiving
43. TB PURCHASE ORDERS Ship To The City University Of New York 230 West 41st St 9th Floor New York NY 10036 Attn Marc White Direct Questions To Marc White Phone 212 397 5605 Vendor Information NYS Office of General Services GSAContracts StaplesLink com TT O 46 CUNY e PROCUREMENT SYSTEM EPS The Invitation to Bid ITB form is divided into 4 sections 1 Receive Bids Contains information such as the date time when bids should be received date time of when questions regarding the bids should be received delivery date contact information of where bids are due and college address The fields marked with are required NOTE Bid Due Location is already populated with the Purchasing Department information but can be modified The City University of University Management amp Programs TS Invitation To Bid Fields marked with are required Bid ITB8240019 Req 1146007 Date Created 04 28 2008 College Name University Management amp Programs College Dept Name OFFICE OF THE UNIVERSITY CONTROLLER Dept 114 REQUISITIONS Requisitions ssigned To Me Receive Bids Before CS Time f Questions Received Before ma Delivery Date On Or Before ma ire My Approval ire Tech Approval D d Purchasing Group Requisition Lists Send Questions To Purch1 UserUAO CENTRALOFFICE C
44. The City University of ebusiness cuny edu New York CUNY e PROCUREMENT SYSTEM EPS USER MANUAL May 7 2008 CUNY e PROCUREMENT SYSTEM EPS TABLE OF CONTENTS ET HON E 3 PUES i ee ars God L LEMOVERVIEW emer rr enn are eee eee 3 SCHRETT 3 tI DOCUMENT Eeer 4 20S ET UPF FUNC HONS EE 5 2 1 GETTING YOUR COMPUTER EE 5 2 2 BE DN E KREE ERR CR 5 23 TA TEP RTE Me E EE 6 5 0 USER ROLES RR RK RE 7 AOGE ETIN TINTO EPS xotesnas tran toa iie he ieeaetaee ete he ea ae eee ae 11 A LOGGING INTO THE ER E RE 11 SBS BS E A Ee MI LE e ln LEE 12 SEET 12 SEELEN 15 I2 REQUISITIONS FA TUS DE RIN PRION BE 19 5 2 CREATING A REQUISERION Ae 20 5 2 1 COMPLETING THE REQUISITION PORN 21 ao DUB MIETING THE REQUISITION ee 28 34 E MAIL NO VIPIC ATION RE 29 6 0 REQUISTION APPROVAL Eegeregie 30 OG lAPPROV AL BEY Biles Find E 30 EE EE 34 GENEE Dee LEVEC er eR oa eer 36 7 O PURCHASE ORDER EE eebe 4 7 1 GENERATING ASSIGNING A PURCHASE ORIDER ccc ceeeenneeeceeeeeeeeeeeeeeeees 41 7 2 CANCELLING A REQUISITION PURCHASE ORDER oo cccsecrrnerreeeeeeeeeeeeeees 44 BE OR RER Sree ee ree rrr eee rer ane ren E err ann cee rent 45 Tee At INN EAT QING TO CHE 45 eo RECEIVING Eeer eebe 5I 03 gt AWARDING THE BID ME 53 T4 DRAFTING THE PURCHASE ege 56 L3 SUBMITTING THE PURCHASE ORDER EE 58 7 5 1 COMPLETING THE PURCHASE ORDER FORM eee 61 SOTO EDA ET eee ree ee en eee ee 68 OD OIE ET WEIN EE 70 9 1 FIRST TIME RECEIPT OF MERCHANDISE vecctoc
45. UNY Phone 212 345 1234 FAX 212 456 5678 BID INVITATIONS ITB Search For ITBs PURCHASE ORDERS Bid Due Location Address 1 CUNY Contracts Department i 2 Line Items Contains information of the item s you want to purchase Once the bid is done a Vendor ID would be populated with the total amount Comments could also be entered which will display underneath all items in the ITB Line Items Description of Material Service Quantity Unit Price Amount Commodity Vendor ID Bar Code Color Printer 1 EACH DD AU 36603000000 Total Amount For All Items 30 Line Item Comments Displays after all line items in ITB 47 CUNY e PROCUREMENT SYSTEM EPS 3 Mail Merge Files This is the information that would be sent to the vendors in order for them to start the bidding This is a downloadable executable file that includes a mail merge template to generate ITBs vendor information and a mailing label template to generate mailing labels Before creating the file click on the Bid Opening Sheet button and enter a description in the Bid Opening Sheet Make sure that you have entered all the vendors that you would like to include in the bidding The City H University l iere University Management amp Programs New Yori Bid Opening Sheet e Procurement Fields marked with are required Bid 1TB8240019 Req 1148007 College Name University Management amp Programs
46. are related to the bidding process The history section shows the cycle of the bidding process Comments File Attachments Enter Attachment Browse Help NOTE Ifthe fle name you are entering contains apostrophe or pound characters please remove them from the file name before attaching the file to this document 50 CUNY e PROCUREMENT SYSTEM EPS 7 3 2 RECEIVING BIDS Once bids are received we need to record this information The Purchasing Department determines which line item s are going to be purchased from which vendor s depending on the biddings received To enter the bid amounts received e Click on the links under the Requisitions section in the sidebar find your Requisition and click on the Requisition number displayed in blue Click on the Invitation To Bid button in the Requisition OR e Click on the By Bid Number link under the Bid Invitations section in the sidebar and click on the Invitation To Bid number displayed in blue e In the Invitation To Bid form gt Click on the Bid Opening Sheet button gt Click the Edit Info button to update the vendor s section with the total bid amounts received and the amount awarded to each vendor s HI ech lt So University Management amp Programs Invitation To Bid Ba Opening het Bid ITB8240019 Req 1148007 Date Created 04 28 2008 FAQs abo College Name University Management amp Programs
47. efore attaching the file to this document Requisition File Attachments test tt test2 tt 64 CUNY e PROCUREMENT SYSTEM EPS e Once everything is completed the PO is ready to be submitted Click on the Submit PO button to submit If all the information is not yet completed click on the Save as Draft button Click on the Delete PO button to delete the PO or Close button to exit the form without saving the changes The history of the PO life cycle is displayed History Name Date Status Comments Marc White 04 28 2008 04 09 00 PM Draft Drafted PO Marc Whites 04 23 2008 04 11 25 PM Draft Saved Purchase Order as a draft Marc White3 04 28 2008 04 16 48 PM Draft Bid Questionnaire information was saved Marc Whites 04 26 2008 04 16 56 PM submitted Submitted PO PO 6244006 Accounting team is ACCOUNTSPAYABLE 4 UCO e When the Submit PO button is clicked the following pop up window is displayed To continue click the OK button Microsoft Internet Explorer xX K Submitting this DO will assign a DO number and will post the DO up to FAS Do you wish to continue ong NOTE If you choose to click the Cancel button you will be returned to the previous screen 65 CUNY e PROCUREMENT SYSTEM EPS e If there are any required fields that have not been completed a pop up window similar to the following is displayed listing the items required NOTE The PO cannot be submitted until all re
48. ending PO Approved Requisition for postup to FAS Charged Deptis OFFICE OF THE UNIVERSITY CONTROLLER 2 114 00 Purchasing team is PURCHASING 4 LUCO0 If there are any conflicts it will be listed under the Requisition history 40 CUNY e PROCUREMENT SYSTEM EPS 7 0 PURCHASE ORDER PROCESS 7 1 GENERATING ASSIGNING A PURCHASE ORDER Once funds are encumbered for the Requisition the Purchase Order process begins with the Requisition being moved to a Pending PO status To assign a Requisition to a buyer in the Purchasing department e Click on the links under the Requisitions section in the sidebar The Pending PO list shows all Requisitions that are Pending PO em Gerd Requisitions Pending PO New York Previous Next Search Enc Date Req Dept FAS Desc Delivery Date Total 04 25 2008 1148003 OFFICE OF THE UNIVERSITY CONTROLLER 2 114 00 EPS Bar Code Color 400 00 03 31 2008 1147150 OFFICE OF THE UNIVERSITY CONTROLLER 2 114 00 EPS item 1 2 00 03 25 2008 1778002 BLDG amp GROUNDS MAINT 2 177 01 EPS item 1 134 50 03 25 2008 2937010 IFR UAPC 3 293 20 EPS ITEM 2 57 20 03 25 2008 2937011 IFR UAPC 3 293 20 EPS item 1 22 60 03 25 2008 3448001 RENT 2 344 22 EPS item 1 61 60 REQUISITIONS 03 25 2008 3448002 RENT 2 344 22 EPS item 1 69 00 11 20 2007 1147130 OFFICE OF THE UNIVERSITY CONTROLLER 2 114 00 EPS item 1 36 00 41 20 2007 2937007 INVEST PROGRAM 3
49. eoustop d gt Click OK to display a pop up window prompting you to supply a reason for rejection NOTE If you click Cancel another pop up window appears warning you that you must enter comments for a Rejection Explorer User Prompt Script Prompt Cancel Requester changed her mind and notified Approver 1 to reject the requisition Please supply a reason for the rejection of this Requisition gt Click OK The Requisition form window closes and you are returned to the Requisition selection screen you started with Notice the Requisition is now listed under the Rejected status NOTE The Requisition history is updated as you go through its life cycle Requisition History Name Date Status Comments Marc Whites 0425 2008 03 04 06 PM Draft Requisition was saved after entering comments Marc Whites 04 25 2008 03 10 15 PM Draft Added a file attachment Marc Whites 04 25 2008 03 10 25 PM Draft Deleted file attachment s Marc Whites 04 25 2008 03 10 37 PM Draft Added a file attachment Marc Whites 04 25 2008 03 10 50 PM Draft Added a file attachment Marc Whites 04 25 2008 03 16 50 PM Pending Approval 1 Submitted Requisition for approval Appri UserUAO 04 25 2008 03 59 35 PM Pending Approval 2 Approved Requisition Appr Usern JAQ 04 25 2008 04 00 27 PM Pending Tech Approval Approved Requisition TechApproverd UserUAG 04 25 2008 04 08 44 PM Pending Approval 3 Approved Requisition Appr3 Usern JAO 04 25 2008 04 20 42 PM P
50. ept 114 Receive Bids Before 05 05 2008 Time 3 00 PM Questions Received Before 05 02 2008 2 00 PM Delivery Date On Or Before Send Questions To Purch1 UserUAO CENTRALOFFICE CUNY Phone 212 345 1234 FAX 212 456 5678 Bid Due Location Address 1 CUNY Contracts Department Address 2 555 West 57th Street 60 CUNY e PROCUREMENT SYSTEM EPS 7 5 1 COMPLETING THE PURCHASE ORDER FORM The purchase order form has 6 sections Requester Vendor Information Line Items FAS and Other Info Comments and File Attachments sections The Requester Vendor Information and Line Items sections are already completed The FAS and Other Info section needs to be completed in order for the PO to be submitted NOTE Fields marked with are required A REQUESTER INFORMATION Section Requester Information College Name University Management amp Programs College 24 Dept Name OFFICE OF THE UNIVERSITY CONTROLLER Dept 114 Room N A Office Location 230 West 41st St Phone 212 397 5605 Fax Address The City University Of New York 230 West 41st 5t 9th Floor New York NY 10036 Attn Marc White Direct Questions To Marc White Phone 212 397 5605 B VENDOR INFORMATION Section The vendor information can be edited Select Remove a vendor Vendor Information NYS Office of General Services GSAContracts StaplesLink com Commodity Type SUPPLIES amp EQUIPMENT OFFSET PRINTING PRSUEQ
51. equisitions that require your approval The City University SA SAM Reqs Requiring My Approval New York Su Collapse Expand Previous Next Search Status Dept Date Requester Req FAS Desc Total FAS Conflict Y OFFICE OF THE UNIVERSITY CONTROLLER 2 114 00 07 16 2007 Marc White3 1147085 EPS Calendars NYS 55 00 Pending Approval 3 IFR UAPC 3 293 20 03 20 2008 Marc White3 2937009 EPS item 1 4 00 Y OFFICE OF THE UNIVERSITY CONTROLLER 2 114 00 04 25 2008 Marc White3 1148003 EPS Bar Code Color 400 00 11 14 2007 Avgi UserUAO 1147140 EPS test 10 00 Collapse Expand Previous Next Search All By PO Number e e Inthe By Status list select from the drop down by Pending Approval 3 Insufficient Funds or FAS Conflict gt Click on the Requisition number displayed in blue gt Click on the Edit Info button in the Requisition 36 CUNY e PROCUREMENT SYSTEM EPS The City Requisitions By Status Pending Approval 3 Select Requisition Status Pending Approval 3 D Search Dept Date Req Requester FAS Desc Total x ref PO x ref Aal University of New York K on IFR UAPC 3 293 20 03 20 2008 2937009 Marc White3 EPS item 1 4 00 OFFICE OF THE UNIVERSITY CONTROLLER 2 114 00 04 25 2006 1146003 Marc White3 EPS Bar Code Color 400 00 OFFICE OF THE UNIVERSITY CONTROLLER 2 114 00 11 14 2007 1147140 Avg1 UserUAO EPS test 10 00 ae REQUISITIONS Search bi ir 9
52. er budget Approver 3 or Alternate 3 must approve or reject it The Requisition has been approved at the third level and has been encumbered in FAS The Purchasing Director will then assign the order to a Buyer The Requisition has been assigned to a Buyer Insufficient Funds FAS Conflict Cancelled in FAS The Requisition has been automatically closed as the Buyer turned the Assigned Requisition into a Draft Purchase Order The Requester can create a new Requisition based on this closed Requisition The Requisition has been rejected at the Approver 1 2 or 3 level The Requester can now permanently delete the Requisition or edit and resubmit it for approval FAS has rejected the post up of the approved Requisition for reasons of insufficient funds Funds need to be allocated for it to proceed Once resolved the Requisition can be re submitted to FAS for encumbrance FAS has rejected the post up of the approved Requisition for reasons other than Insufficient Funds The inconsistency must be corrected and the Requisition re submitted to FAS The Requisition has been cancelled in FAS The Requester can create a new Requisition based on this cancelled Requisition 19 CUNY e PROCUREMENT SYSTEM EPS 5 2 CREATING A REQUISITION From the sidebar click the Create Requisition button If you have pe rmission to create Requisitions for more than one department then you would need to select a department To
53. es 04 25 2008 03 10 37 PM Draft Added a file attachment 3 Marc White 04 25 2008 03 10 50 PM Draft Added a file attachment 28 CUNY e PROCUREMENT SYSTEM EPS 5 4 E MAIL NOTIFICATION As part of the Requisition process users will receive e mail notifications relating to specific Requisitions or Purchase Orders These notifications may describe an action the user must perform e g approve a submitted Requisition or a condition that needs their attention e g change in status for a Requisition they submitted Requisition 1147135 has been submitted for approval The current status is Pending Approval 1 Please click on the link below http febizgdeyvi cuny edu EPSRIDEV meqhoard2 nsft MessagesByCol legeCcode Jopenviewscount 14DB EPSRIDEV requisitions nsfeUNID 172cT2r6g22BRBBEasse2573 7FO0642 794 6LINE View Requisition 114 V1sG e102 52007142955 The above shows an e Procurement email notification received indicating that a Requisition was submitted pending approval 1 When an e mail notification is received the specified Requisition or Purchase Order can be viewed by following these steps e Click on the URL link in the e mail message The system displays the appropriate login screen e Once successfully logged in the Requisition is automatically displayed for your viewing and or approval WAT The City Al H SEN University Management amp Programs Requisition New York Status Pending Approval 1 Req
54. et rest tt Check All Clear All Delete Files 27 CUNY e PROCUREMENT SYSTEM EPS 5 3 SUBMITTING THE REQUISITION Following the Attachments box are 3 buttons that allow you to 1 Submit for Approval Clicking on this button moves the Requisition to the appropriate Approval step An e mail notification 1s automatically generated to notify the approver that a Requisition has been submitted for their approval 2 Save as Draft Clicking on this button saves all data entered and allows you to modify the Requisition before submitting for approval Delete Draft Req Clicking on this button deletes the drafted Requisition 4 Close Clicking on this button brings you to the Requisitions by Status list without saving data entered SS Notice that just below these buttons is the Approval route the submitted Requisition will take and a history of where the Requisition has been Submit For Approval save As Draft Delete Draft Req Close Approvers ipprover 1 Approver 2 Approver 3 Appr User l Appr2 UserUA0 Appra User l Uternate Approver 1 Altemate Approver Altemate Approver 3 Alt UserUAo Alt UserUAO Alt3 UserUAQ Requisition History Name Date Status Comments Marc White3 04 25 2008 03 04 08 PM Draft Requisition was saved after entering comments Marc Whites 04 25 2008 03 10 15 PM Draft Added a file attachment Marc Whites 04 25 2008 03 10 25 PM Draft Deleted file attachment s Marc Whit
55. ge Files link to download the file to your PC You must SAVE the file to your PC DO NOT RUN it from the browser For example you can save the file to the CATEMP directory After downloading the archive file to your PC double click on the file to extract the Word mail merge template mailing label template data source and macro files DO NOT open the archive file in Microsoft Word the file you will use is the ITB mail merge template file mp Hat Merge Template_1B8240019 htm Before opening the ITB mail merge template in Microsoft Word make sure that Word Macro Security is set to Medium from Word menu Tools Options Security Macro Security Open the mail merge template file in Word TB_Mail Merge Template_168240019 htm Click the Yes button when asked if you want to download files for the Web page this loads the macro code associated with the template and then click the Enable Macros button to allow the mail merge macro to run Select Tools Macro Macros from the Word menu and then run the Bid_Invitation_Mail_ Merge macro which will ask you to select the data source file TB_Mail Merge Data_1B8240019 tet The macro will then generate the mail merge document for you You can also use the mailing label template TB_Mailing Label Template_Avery5161 htm to generate mailing labels using the data source file 4 Comments File Attachments Comments can be entered and files can be attached that
56. hasing group Accounts Payable group Fixed Asset group Central Receiving group Technology Approver group Usernames can be added or deleted to from groups Displays a list of User Profiles sorted by Last Name First Name User Profiles can be created modified and deleted Deleting a User Profile automatically removes the user s entry from the Notes Directory removing access to the e business server Super User amp Data Admin Super User amp Data Admin Super User amp Data Admin Super User amp Data Admin 18 CUNY e PROCUREMENT SYSTEM EPS 5 1 2 REQUISITION STATUS DEFINITION The following describes the status that a Requisition can have as it moves through its life cycle STATUS DEFINITION Draft Pending Approval 1 Pending Approval 2 Pending Tech Approval Pending Approval 3 Pending PO The Requisition is a work in progress Requester is still editing the Requisition draft The Requisition has been submitted to the first approver Approver 1 or Alternate 1 must approve or reject it The Requisition has been approved at the first level and has been submitted to the second approver Approver 2 or Alternate 2 must approve or reject it The Requisition contains technology related items and must be approved by a technology approver before going to budget approver 3 The Requisition has been approved at the second level or by a tech approver and has been submitted to the third approv
57. he merchandise have been received and recorded the status of the PO changes to Submitted Closed Click on the PO displayed in blue and notice the status Submitted Closed Reque Tec Approval Receiving Reports By PO Number For Purchasing Group Other Requisition Lists Previous Next Search Closed Cancelled Over 90 Days Archived PO Requester gt Date Dept Status BID INVITATIONS ITB 8244002 Marc White3 04 28 2008 OFFICE OF THE UNIVERSITY CONTROLLER 2 114 00 Closed 8244003 Marc White3 04 28 2008 OFFICE OF THE UNIVERSITY CONTROLLER 2 114 00 Open By Bid Number 8244004 Marc White3 04 28 2008 OFFICE OF THE UNIVERSITY CONTROLLER 2 114 00 Open PURCHASE ORDERS 8244005 Marc White3 04 28 2008 OFFICE OF THE UNIVERSITY CONTROLLER 2 114 00 Open 8244006 Marc White3 04 28 2008 OFFICE OF THE UNIVERSITY CONTROLLER 2 114 00 Open NMP6001 Marc White3 04 22 2008 AUDIT 2 111 01 Open 8244001 AvglUserUAO 04 22 2008 BLDG amp GROUNDS 2 17 00 Open 8240231 Marc White3 04 18 2008 HUMAN RESOURCES 2 304 00 Open 8240477 Marc White3 04 18 2008 OFFICE OF HUMAN RESOURCES MGMT 2 373 01 Open 8240098 Marc White3 04 14 2008 OFFICE OF THE UNIVERSITY CONTROLLER 2 114 00 Open Other PO Lists 8240043 Marc White3 04 09 2008 ADMISSIONS SERVICES 2 135 00 Open Older Than Two Fiscal 8240092 Marc White3 04 09 2008 SUPPLIES 2 036 00 Open Years Archived 8243016 AvglUserUAO 0
58. ice of General Services GSA Contracts StaplesLink com Search For Fixed Assets Y e Scroll down and click Draft the Purchase Order button to draft the PO E File Attachments Save Attachment Enter Attachment Browse Help NOTE Ifthe fle name you are entering contains apostrophe or pound characters please remove them from the file name before attaching the file to this document test tat test txt Check All Clear All Delete Files Re Assign To lt Other Staff gt Currently assigned to Purch1 User UAQO CENTRALOFFICE CUN Y Close 56 CUNY e PROCUREMENT SYSTEM EPS e The following pop up window is displayed informing you that the Requisition will be closed and replaced by a Purchase Order To continue click OK Microsoft Internet Explorer E x 4 P j Generating a new Purchase Order will clase this Requisition Do you wish to continue eg e The Purchase Order form is redisplayed with the status of Draft University Management amp Programs Purchase Order Fields marked with are required Status Draft Req 1148003 Date 04 28 2008 Fiscal Year 08 e Bid 1TB8240018 Requester Information For Purchasing Group Requisition Lists Closed Cancelled Over 90 Days Archived BID INVITATIONS ITB Search For ITBs By Bid Number PURCHASE ORDERS i To Me By Status i College Name University Management amp Programs
59. iling to the selected vendors e Receiving and recording the bids returned from the vendors e Awarding the contract s and drafting the Purchase Order s NOTE If the Procurement Method is not Bid Procedure skip to 7 4 Drafting the Purchase Order 7 3 1 INVITATION TO BID Invitation to Bid is the process by which you invite the selected vendors to bid for the items you want to purchase To start the process e Click on the links under the Requisitions section in the sidebar Click on one of the Assigned To Me lists to display all Requisitions that have been assigned to you The City Requisitions Assigned To Me By Department Collapse Expand Previous Next Search se es sl Dept Assigned Requester Req FAS Description Delivery Date Total Create Requisition OFFICE OF THE UNIVERSITY CONTROLLER 2 114 00 Se 04 25 2008 Marc White3 1146003 EPS Bar Code Color 400 00 11 20 2006 Marc White3 1147035 EPS item 1 36 00 HELP FAQs about Procurement About EPS 7 REQUISITIONS Search For Requisitions Assigned To Me Created By Me By Status Collapse Expand Previous Next Search For Purchasing Group z Other Requisition Lists Closed Cancelled Over 90 Days Archived BID INVITATIONS ITB Search For ITBs By Bid Number PURCHASE ORDERS Search For POs Assigned To Me By Status With Attached Invoice hd e Inthe By Status list select from the drop down by Assigned gt Click on
60. irming that the Comments will be added to the Requisition and asking you if you wish to continue 2 Click the OK button Notice that the comments history is updated Comments Windows Internet Explorer i X Printer for printing ba a Your comments will be added to the Requisition Do you wish bo continue zen Comments Save Comments Printer for printing bar codes to tag items 26 CUNY e PROCUREMENT SYSTEM EPS To attach electronic File Attachments l 2 oe Click the Browse button A pop up window containing the Windows file selection box appears If the folder displayed in the Look In box is not the correct folder click the arrow at the left of the box scroll to the appropriate folder and click on it Select the desired file from the list displayed by clicking on it Notice that the file appears in the File Name box NOTE Double clicking on the file name eliminates the need for the next step Click the Open button Click the Save Attachment button Repeat steps 1 5 to attach more files Notice that you can see the list of attached files You can delete them by checking the box next to them and clicking Delete Files File Attachments Enter Attachment Browse Help NOTE Ifthe fle name you are entering contains apostrophe or pound characters please remove them fram the file name before attaching the file to this document TI een t
61. its or itemized program steps within the EPS system process b Provide database type information or record layouts for the files used within processing c Provide system configuration or detail technical specifications CUNY e PROCUREMENT SYSTEM EPS 1 3 DOCUMENT OUTLINE The e Procurement System EPS User Guide presents chapters comprised of screen displays and step by step completion instructions for e Setting up the computer and defining user roles within EPS e Functions involved in Purchase Order generation including gt Creating a Requisition Submitting a Requisition for approval Approving a Requisition Submitting a Requisition for encumbrance in FAS Assigning a Requisition to a buyer Creating an Invitation To Bid ITB Generating the PO Purchase Order Contract Direct Pay Completing the PO Submitting the PO for encumbrance in FAS Entering merchandise received into a Receiving Report Tracking the PO e Administrative functions such as maintaining information used within the system that includes Ship To Addresses Department Profiles Group Members and User Profiles VVVVVVVV VV CUNY e PROCUREMENT SYSTEM EPS 2 0 SET UP FUNCTIONS 2 1 GETTING YOUR COMPUTER READY FOR EPS EPS supports the following browsers e Microsoft Internet Explorer e Mozilla Firefox e Netscape Navigator It is recommended that you have the latest browser version on your PC 2 2 SUGGESTED SCREEN RESOLUTION In order to maximize
62. lect Dept button right side of the Dept Code which displays the departments associated with the Approver s user profile e Clicking on the correct Department Name displayed in blue NOTE Charging the Requisition to another department does not change the original Requisition or the automatic e mail notification sequence You will also need to enter a FAS Account Code Department Selection View Departments By Dept Code Dept Name Dept Code INVEST PROGRAM IFF 3 293 31 OFFICE OF THE UNIVERSITY CONTROLLER Tax Levy Di 14 00 UNIVERSITY CONTRACTING OFFICE Tax Levy Di ME Close vyvindow Charge To Department Name Charge To Dept Code OFFICE OF THE UNIVERSITY CONTROLLER fa 14 Select Dept FAS Account Code Ledger Dept Program Code Expense Code 2 114 foo 200 SUPPLIES OFFICE To enter the FAS Account Code select the Program Code and Expense Code from the drop down boxes 38 CUNY e PROCUREMENT SYSTEM EPS When review modification of the Requisition is concluded click on e Approve Requisition This automatically submits the Requisition for FAS encumbrance gt If there are sufficient funds the Requisition will be encumbered in the Financial Accounting System FAS and the system will display a pop up window confirming the encumbrance and move the Requisition to the status of Pending PO The Requisition form window closes and you are returned to the Requisition selection sc
63. nsacascacivcstaseianntaatinestaanhaenscatieesteseiaandacts 70 0 CENTRAL RECEIVING GROUP E 74 9 3 SUBSEQUENT RECEIPT OF MERCHANDISE eegene EE 74 9 4 COMPLETED RECEIPT OF MERCHANDISE ctciencewcdsnsnsincevendenaccnansieaiendenedennesiedevendeancets 75 CUNY e PROCUREMENT SYSTEM EPS 1 0 INTRODUCTION 1 1 EPS SYSTEM OVERVIEW The e Procurement System EPS is intended to automate and standardize the Requisition Purchase Order process within CUNY The system supports the following Requesting goods and or services approving the request generating and assigning Purchase Order and tracking the receipt of the goods services Payment procedures are currently outside the scope of the EPS system 1 2 DOCUMENT OBJECTIVE This manual provides a user guide for user system interactions performed by the varying levels of college personnel involved in ordering goods and services WHAT IS COVERED Written for an end user audience this user guide a Describes the process flow of Requisition purchase order and defines the responsibilities of functional execution within them b Defines step by step procedures for keeping track of the status and completion of Requisition purchase order c Identifies the screens accessed at each level and provides instructions for their completion and or correction as appropriate WHAT IS NOT COVERED This document does not provide system level specifications For example it does not a Define detail ed
64. nter Quantity Of Merchandise Received Wem No Description of Matenal Service Enter 1 Bar Code Color Printer 71 CUNY e PROCUREMENT SYSTEM EPS e Click on Enter Qty displayed in blue under Item No to edit the Receiving Report Item form Record the information of merchandise received gt Date The date items were received Click the button next to the date entry box and select the date from the calendar displayed in a pop up window Qty The total number of items received been entered as received calculated by the system gt gt Prior Recvd If the items arrive in different shipments keeps track of what have gt Total The total number of items received The system automatically calculates the total amount by adding the Qty to the Prior Received field Comments You can enter comments regarding the item Click the Save and Close button to save the data entered or Close to close without saving the data By Status For Purchasing Group Other Requisition Lists Closed Cancelled Over 90 Days Archived BID INVITATIONS ITB Search For ITBs By Bid Number PURCHASE ORDERS Search For POs Assigned To Me By Status With Attached Invoice For Accounts Payable Other PO Lists Older Than Two Fiscal Years Archived FIXED ASSETS Search For Fixed Assets By Expense Code By PO Number RECEIVING REPORTS Search For Recvng Rpts All By PO N
65. ons To Marc White Phone 212 397 5605 PURCHASE ORDERS Vendor Information NYS Office of General Services GSA Contracts StaplesLink com Commodity Type SUPPLIES amp EQUIPMENT OFFSET PRINTING PRSUEQ xi When the Requisition detail screen is displayed scroll down to the ASSIGN TO section to assign it to a person in the purchasing department The purchasing person buyer will be responsible for finalizing and tracking the order e Click the down arrow associated with the Assign To field Select a person by highlighting it 42 CUNY e PROCUREMENT SYSTEM EPS e Select a Processing Option Purchase Order Contract or Direct Pay Once you select one select the Procurement Method by clicking on the down arrow next to that field e To assign the Requisition click on the Assign Requisition button The Requisition status changes to ASSIGNED and is now ready to be finalized If you click the Save and Close button the Requisition will be saved but it will not be assigned If you click the Cancel Requisition button the Requisition will be cancelled see section 7 2 Cancelling a Requisition Purchase Order If you click the Close button you will not save any of the changes made Assign To Durch UserUAO CENTRALOFFICE CUNY e Processing Option Purchase Order Procurement Method Less than 5000 Contract Direct Pay Save And Close Assign Requisition Cancel Requisition
66. ou will be logged off from the system EPS operates within the protection of SSL Security Socket Layer a security protocol that protects your system from unauthorized access While using EPS you may be prompted with the following Do you want to display non secured items Click OK to continue or NO to terminate the session CUNY e PROCUREMENT SYSTEM EPS 3 0 USER ROLES DEFINITION There are different user roles in EPS The role determines what the user is permitted to perform and the information they are authorized to access for viewing or editing Everyone who has access to EPS can complete a Requisition and therefore perform the functions of a requester However once the Requisition 1s completed it is directed to the specified level for approval depending on the user s designated role The following table describes the roles and their function ROLE FUNCTION EDIT ACCESS REQUESTER APPROVER 1 ALTERNATE 1 APPROVER 2 Create Requisition Save as draft or submit to Approver 1 in Pending Approval 1 Status or to higher approval level if requester is also an approver Attach Requisition justification and any other required documents Modify draft or rejected Requisitions Delete draft or rejected Requisitions Create new Requisition from closed or cancelled Req Verify Requisition information Modify or reject a Requisition before approval Approve submitted Requisitions Submit ne
67. quired fields are entered marked with gd Microsoft Internet Explorer x AN Please enter the Following required information Vendor Name Vendor ID Vendor Address Line 1 Vendor City vendor State Vendor Zip Expense Code Program Code Batch Type Line Number Waiver e When the Purchase Order is submitted the information is sent to the Financial Accounting System FAS If any errors are encountered in FAS the following screen is displayed describing the error and stating that it must be corrected before further action can take place REQUISITIONS Search For Requisitions Assigned To Me Created By Me Require My Approval Require Tech Approval By Status For Purchasing Group Other Requisition Lists Closed Cancelled Over 90 Days Archived BID INVITATIONS ITB Search For ITBs By Bid Number PURCHASE ORDERS Search For POs Assigned To Me hd The Piete Postup of PO to FAS An error has occurred when trying to encumber funds in FAS for PO 8244007 The error message returned was INSUFFICIENT BBA IN DEPT POOL Insufficient Funds FAS screen 31 This issue must be resolved before this Purchase Order can be resubmitted and processed by Accounts Receivable Click here to view the Purchase Order Close 66 CUNY e PROCUREMENT SYSTEM EPS When all errors have been resolved a pop up window is displayed confirming that the Purchase Order has been finalized Click
68. reen you started with Notice the Requisition is now listed under Pending PO status Microsoft Internet Explorer 5 x A Funds hawe been successfully encumbered in FAS For INVEST PROGRAM 3 293 31 gt If there are insufficient funds in the FAS system the e Procurement system displays the following message with the options to Edit Req Use this option if you think the cost amount estimated 1s incorrect the Requisition can be modified and be re approved Leave as Insufficient Funds Use this option if you are not sure what your next steps should be It moves the Requisition to a FAS Conflict Status Reject Req Use this option to send the Requisition back to Approver 2 Close Use this option if you want to close the Requisition Postup of Requisition to FAS An error has occurred when trying to encumber funds in FAS for the INVEST PROGRAM department The error message returned was INSUFFICIENT BBA Insufficient Funds Dept 3 293 31 Please click one of the buttons below Edit Reg Leave As Insufficient Funds Reject Reg Close e Reject Requisition to send the Requisition back to the Approver 2 If Reject Requisition is selected a pop up confirmation window is displayed with the question Are you sure you wish to reject this Requisition Click Cancel to bring you back to the Requisition 39 CUNY e PROCUREMENT SYSTEM EPS 2 Are you sure that you wish to reject this H
69. rocess Requisition Approve submitted Requisitions for FAS encumbrance Successful encumbrance moves the Requisition to the Pending PO status Unsuccessful encumbrance results in a Requisition with Rejected FAS Conflict or Insufficient Funds status New Requisitions are submitted for FAS encumbrance and moved to the Pending PO status Verify Requisition information Modify or reject a Requisition before approval Charge Requisition to another department Select a Purchasing Group to process Requisition Approve submitted Requisitions for FAS encumbrance Successful encumbrance moves the Requisition to the Pending PO status Unsuccessful encumbrance results in a Requisition with Rejected FAS Conflict or Insufficient Funds status Submit new Requisitions to Approver in Pending Approval 1 status CUNY e PROCUREMENT SYSTEM EPS PURCHASING e Assign Pending PO Req to staff member buyer The DIRECTOR or Requisition status moves to Assigned Designee e Select a Pending PO Req s Processing Option and Method of Procurement Reassign an Assigned Requisition to another buyer Cancel a Pending PO or Assigned Req in both EPS and FAS Transfer a Pending PO Req to another Purchasing dept Submit new Requisitions to Approver in Pending Approval 1 status BUYER Perform bidding procedure by creating an Invitation To Bid Purchasing Group ITB from an Assigned Requisition Change an Assigned Req s Processing Option and Method of P
70. rocurement used when creating a draft PO Cancel an Assigned Requisition in both EPS and FAS Create a PO draft from an Assigned Requisition Change a PO draft s Processing Option and Method of Procurement Submit PO draft to FAS Purchase Order s are automatically generated EPS changes Requisition status to Closed and the Requisition encumbrance 1s liquidated in FAS Increase decrease or cancel a submitted PO Change PO information after it has been submitted Submit new Requisitions to Approver in Pending Approval 1 status ACCOUNTS View Closed and Cancelled Requisitions PAYABLE View Submitted and Cancelled POs Change expense code and add comments in POs with a Submitted status View Receiving Reports Add comments in Receiving Reports Submit new Requisitions to Approver in Pending Approval l status FIXED ASSETS View fixed asset POs with a Submitted status Add comments to fixed asset POs View Receiving Reports for fixed asset POs CENTRAL View Submitted and Cancelled POs that have Receiving RECEIVING Reports Enter merchandise received into Receiving Reports CUNY e PROCUREMENT SYSTEM EPS ROLE FUNCTION EDIT ACCESS SUPER USER College Admin E PROC DATA ADMINISTRATOR Data Admin View and edit access to all Procurement data Requisitions ITBs POs Receiving Reports for a college Can do all the transactions listed above for a college Can perform administrative tasks Add edit
71. s Collapse Expand Previous Next Search Status Dept Date Requester PO Total x ref Req x ref Bid Y Draft OFFICE OF THE UNIVERSITY CONTROLLER 2 114 00 04 28 2008 Marc White3 N A 385 00 1148007 1788240019 gt UNIVERSITY CONTRACTING OFFICE 2 173 00 gt Received In AP gt Submitted gt Insufficient Funds gt FAS Conflict gt Cancelled in FAS Collapse Expand Previous Next Search 90 Days Archived BID INVITATIONS ITB Search For ITBs PURCHASE ORDERS Search For POs ca 58 CUNY e PROCUREMENT SYSTEM EPS NOTE There is a reference link to the Requisition number and the Bid ITB number The City aed University of University Management amp Programs Purchase Order New York Status Draft Req 1148007 Date 04 28 2008 Fiscal Year 08 Bid 1TB8240019 HELP FAQs about Procurement Requester Information EPS Enhancements College Name University Management amp Programs College 24 REQUISITIONS Dept Name OFFICE OF THE UNIVERSITY CONTROLLER Dept 114 Room N A Office Location 230 West 41st St z Phone 212 397 5605 Fax Address The City University Of New York 230 West 41st St 9th Floor For Purchasing Group _ p tn Mare White checken E Attn Marc White WE tae Direct Questions To Marc White Phone 212 397 5605 90 Days Archived BID INVITATIONS ITB Vendor Information NYS Office of General Services GSAContracts S
72. s Dept Date Requester Req FAS Desc Total Pending Approval 1 Y OFFICE OF THE UNIVERSITY CONTROLLER 2 114 00 04 25 2008 Marc White3 1148003 EPS Bar Code Color 400 00 kia hed Wea eee 11 14 2007 Marc White3 1147139 EPS test 10 00 cari 10 26 2007 Avg1 UserUAO 1148002 EPS item 1 6 00 REQUISITIONS 05 31 2007 Avg1 UserUAO 1147074 EPS test 6 00 eG ORS ITE 03 01 2007 Marc White3 1147066 EPS Cards Univers 133 75 03 01 2007 Marc White3 1147056 EPS Calendars At 1 00 02 21 2007 Avg1 UserUAO 1147047 EPS item 1 98 19 12 04 2006 Marc White3 1147037 EPS test 73 69 UNIVERSITY CONTRACTING OFFICE 2 173 00 EEN 11 19 2007 Avg1 UserUAO 1737016 EPS item 1 634 00 03 09 2007 Avg1 UserUAO 1737001 EPS item 1 455 00 Esseg ects 03 09 2007 Avg1 UserUAO 1737009 EPS Calendars At 15 00 PURCHASE ORDERS ORDERS Search For POs Collapse Expand Previous Next Search By Status Other PO Lists z Older Than Two Fiscal Years Archived RECEIVING REPORTS Search For Recvng Rpts All By PO Number x e The By Status list allows you to select Requisitions by status gt Select from the drop down by Pending Approval 1 or Pending Approval 2 gt Click on the Requisition number displayed in blue gt Click on the Edit Info button in the Requisition 30 CUNY e PROCUREMENT SYSTEM EPS e Sie Requisitions By Status N Y New York Pending Approval 1 Select Requisition
73. s pre populated with information copied from your User Profile and cannot be modified on this screen If this information is incorrect then you must update your User Profile by clicking on the My Profile link from the sidebar to the left of the Requisition The Ship To and Direct Questions To fields are also pre populated with information from your User Profile However it can be modified on this screen NOTE If the modification is to be permanent you should update your User Profile 21 CUNY e PROCUREMENT SYSTEM EPS Requester Information College Name University Management amp Programs College 24 Dept Name OFFICE OF THE UNIVERSITY CONTROLLER Dept 114 Room N A Office Location 230 West 41st St Phone 212 397 5605 Fax Ship To The City University Of New York 230 West 41st St 9th Floor New York NY 10036 Attn Mare White Direct Questions To Marc White Phone 212 397 5605 VENDOR INFORMATION Section EPS allows free form entry of vendor information into the appropriate fields on the Requisition form It also provides the ability to select a vendor from the vendor lists compiled by commodity type To select a vendor 1 Click the down arrow at the right of the Commodity Type field This is optional and it is to help you filter out the vendor category You can skip to step 3 if you desire 2 Scroll down until you find the desired commodity and click on it 3 Click
74. submitted for approval again it will be reflected in the history Approve Requisition Reject Requisition Save And Close Approver 2 Approver 3 Appr User JAJ Appro User JAD Alternate Approver A Alternate Approver 3 Alt User JAO Alts User JAD Date Status Comments Avg Userlac TOMS2007 02 20 37 PM Ora Requisition was saved after entering comments Avg Userlac TOMS 2007 02 22 47 PM Dratt Added a file attachment Av User JAQ TOMS 2007 02 23 19 PM Draft Added a file attachment Avg User JAD TU ZO 200 02 29 54 Phl Pending Approval 1 Submitted Requisition for approval Appr User JA 10201 2007 02 47 57 PM Pending Approval 1 Requisition was saved after entering comments Appr User la 1OM5 2007 02 51 12 PM Rejected Rejected Requisition Reason The printer is not needed Avg ser JAg 102s 2007 02 53 16 PM Rejected Requisition was saved after entering comments Avg User JAD TOMS2007 02 53 23 PM Pending Approval 1 Submitted Requisition for approval Requester Vendors Items Comments ApproverHist Top 33 CUNY e PROCUREMENT SYSTEM EPS 6 2 TECH APPROVAL As with Approvers at levels 1 and 2 tech approvers are able to access Requisitions requiring their approval in either of the following ways e By clicking on the URL in an e mail notification then logging in to the system The Requisition requiring approval is automatically displayed e By clicking on the links under the Requisitions section in the sidebar The Require
75. sword to apply your changes The system displays the Successful Password Change screen instructing you that you must wait at least five minutes and then log in using your new password 13 CUNY e PROCUREMENT SYSTEM EPS Successful Password Change Your password has been successfully changed However please wait at least five minutes before logging into the server again with your new password Click here to return to the login screen if you don t click you will be automatically logged out after 30 seconds If after waiting at least five 5 minutes you have problems logging in with your new password contact the EPS System Administrator 14 CUNY e PROCUREMENT SYSTEM EPS 5 1 1 SIDEBAR OPTIONS The Sidebar presents the sections and options available to the logged on user for continued processing within the e Procurement system The available sections and options depend on the user s designated EPS role The table below describes options under each section and defines which roles have access authority OPTION DEFINITION ACCESS Allows the user to change their password All Roles Logout Returns the user to the Login screen If entered data was All Roles not saved it 1s lost Create Allows the user to create a Requisition If the user can All Roles Requisition create Requisitions for more than one department a department must be selected first before a Requisition can be created HELP SECTION FAQs about
76. taplesLink com Commodity Type SUPPLIES amp EQUIPMENT OFFSET PRINTING PRSUEQ x e Clicking on the Req link displays the Requisition information Notice that the status is Closed The City University of University Management amp Programs Requisition New York Req 1148007 ITB8240019 Bid HELP Reg Date 04 28 2008 Fiscal Year 08 Requester Information REQUISITIONS College Name University Management amp Programs College 24 Dept Name OFFICE OF THE UNIVERSITY CONTROLLER Dept 114 i Room N A Office Location 230 West 41st St Phone 212 397 5605 Fax By Status hip to The City University Of New York 230 West 41st St 9th Floor New York NY 10036 Attn Marc White Closed Cancelled Over Direct Questions To Marc White Phone 212 397 5605 BID INVITATIONS ITB By Bid Number Vendor Information NYS Office of General Services GSAContracts StaplesLink com TT PURCHASE ORDERS 59 CUNY e PROCUREMENT SYSTEM EPS e Clicking on the Bid link displays the Bid information There is also a link to the Requisition from this form The City aed Un iversity a University Management amp Programs New Yori Invitation To Bid Bid ITB8240019 Req 11486007 Date Created 04 28 2008 College Name University Management amp Programs College Dept Name OFFICE OF THE UNIVERSITY CONTROLLER D
77. the Select Vendor button in the Recommended Vendor 1 section A list of vendors who supply the commodity from step 1 is displayed in alphabetical order 4 If the list fits on one screen go to step 7 If the list is too long to fit on one screen or if you skipped step 1 a search box is provided Enter a portion of the vendor name and click the GO button 5 Any vendors found whose names start with the letters entered are displayed Continue with step 7 6 If no matches are found the message No Vendors were found starting with letters you entered please search again is displayed Type in the first letter and repeat steps 4 6 7 Scroll down the list until you find the preferred vendor and click on the name The vendor name ID address phone fax contact and business type are populated in the Recommended Vendor 1 section of the screen NOTE 1 Any of the populated fields can be modified NOTE 2 If you wish to include an alternative vendor repeat steps 3 7 for the Recommended Vendor 2 section 22 CUNY e PROCUREMENT SYSTEM EPS Vendor Information NYS Office of General Services GSA Contracts StaplesLink com Commodity Type SUPPLIES amp EQUIPMENT OFFSET PRINTING Recommended Vendor 1 Vendor Name DIGITAL PRINTING Vendor ID 202609503 Contact Name OO Addr Line 1 175 VARICK STREET Addr Line oT City NEWYORK State ny gt Zip hoos Phone Ir E Fax Bus Type SMB
78. the Requisition number displayed in blue gt Click the Edit Info button in the Requisition and then click the Invitation to Bid button 45 CUNY e PROCUREMENT SYSTEM EPS The City ed haat Requisitions By Status New York Assigned Select Requisition Status Assigned D Kee Search HELP Dept Date Req Requester FAS Desc Total x ref PO x ref Bi FAQs about P i OFFICE OF THE UNIVERSITY CONTROLLER 2 114 00 04 25 2008 1148003 Marc White3 EPS Bar Code Color 400 00 Buyer Purch1 UserUAO eerste OFFICE OF THE UNIVERSITY CONTROLLER 2 114 00 11 20 2006 1147035 Marc White3 EPS item 1 36 00 ITB824 REQUISITIONS Buyer Purch1 UserUAO Search JE Closed Cancelled Over 90 Days Archived BID INVITATIONS ITB Search For ITBs Bid Number PURCHASE ORDERS Search For POs Assigned To Me 2 C I The City University of N y New York University Management amp Programs Requisition Fields marked with are required Assigned Req 1148003 Bid 1TB6240018 Req Date 04 25 2008 Fiscal Year 08 Requester Information REQUISITIONS College Name University Management amp Programs College 24 Search For siti i Dept Name OFFICE OF THE UNIVERSITY CONTROLLER Dept 114 Room N A Office Location 230 West 41st St Other Requisition Lists Over Phone 212 397 5605 Fax i Closed Cancelled 90 Days Archived BID INVITATIONS I
79. umber Other Recvng Rpt Lists P Older Than Two Fiscal Years Archived Receiving Report Item Fields marked with are required Item 1 Description Bar code color printer Prior Recvd 0 Date ES Qty Total Comments Ei Save And Close Reset Close 72 CUNY e PROCUREMENT SYSTEM EPS Receiving Report Item Fields marked with are required Item 1 http ebizdev1 cuny ec Description KR April 2008 Bar code color printer Su Mo Tu We Th Fr Sa B 31 1 2 3 4 5 Date D gt s 9 10 1 a2 _ a a4 a5 6 27 28 19 Comments Save And Close Reset Close e The Line Items section in the Receiving Report form is updated with the data entered of the items received Line ltems Hem No Description of Maternal Serice 1 Bar Code Color Printer Date Oty 04 28 2008 1 Comments Received the color printer 73 CUNY e PROCUREMENT SYSTEM EPS 9 2 CENTRAL RECEIVING GROUP If the Central Receiving group does not handle inventory it can acknowledge receipt of merchandise and notify the requester who can enter items as received by clicking on the Acknowledge Receipt And Notify Requester button University Management amp Programs Purchase Order Receiving Report HELP Acknowledge Receipt And Notify Requester Print Preview FAQs about Procurement Geesen Req 1148007 PO 824400
80. w Requisitions to Approver 2 in Pending Approval 2 status Verify Requisition information Modify or reject a Requisition before approval Approve submitted Requisitions Submit approved Requisitions to Approver 2 in Pending Approval 2 status Submit new Requisitions to Approver in Pending Approval l status Verify Requisition information Modify or reject a Requisition before approval Submit approved non technology Requisitions to Approver 3 in Pending Approval 3 status Submit approved technology Requisitions to Tech Approvers Submit new Requisitions to Approver 3 in Pending Approval 3 status CUNY e PROCUREMENT SYSTEM EPS ROLE UNCTION EDIT ACCESS ALTERNATE 2 TECH APPROVER F APPROVER 3 ALTERNATE 3 Verify Requisition information Modify or reject a Requisition before approval Submit approved non technology Requisitions to Approver 3 in Pending Approval 3 status Submit approved technology Requisitions to Tech Approvers Submit new Requisitions to Approver 1 in Pending Approval 1 status Verify Requisition information for technology items Modify or reject a Requisition before approval Submit approved Requisitions to Approver 3 in Pending Approval 3 status Submit new Requisitions to Approver in Pending Approval l status Verify Requisition information Modify or reject a Requisition before approval Charge Requisition to another department Select a Purchasing Group to p

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