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eProcure User Manual - Procurement and Supply Services

1. Show Receipt Details For Selected Lines Remove Selected Items v RZ PO Line Catalog Qty UOM Previous PENE No No ordered Receipts Add to z 2 Quantity ee Line Status Actions 1 HP DAT 160 Data 77402801 EA 1 Received Y Remove Line Cartridge 16068 Receive amp Return Add PO Save Updates Change the receipt to modify the line items that have already been received been received remove line item s or delete the receipt altogether by clicking on the Delete button on either the top or bottom of the screen The Save Updates button will save any changes within this screen but in order for the edits to be submitted the user must click on the Complete button College of Charleston eProcure User Guide February 2014 Page 37 Your Requisition has been Returned Occasionally the user will receive an email stating that their requisition has been returned This could happen for a variety of reasons incorrect Accounting Codes being the most common reason The email will describe the problem Look for a section at the bottom of the email that begins with The following notes were attached to this requisition during the workflow process Subject FW Your requisition has been returned Requisition 250000 From eProcureHelp cofc edu mailto eProcureHelp cofc edu Sent Monday October 17 2011 9 06 AM To Stevenson Phil Subject Your requisition has been returned
2. Procurement Review Future Approved x Active Eric Clark view approvers Click on the tab for a visual illustration of where a requisition is in the approval process see above screenshot In the above example the fund expenditure for this requisition was approved and it is currently awaiting the next approval step Procurement Review Alternately view a historical accounting of the life of the requisition by clicking on the History sub tab Orders amp Documents Document Search u Return to Search Results Search Documents 7 Document 4 21of77 results gt TF 46758847 Requisition v You are reviewing a requisition currently assigned to the approver Eric Clark Available Actions Approve Complete amp Show Next Requisition PR Approvals PO Preview Comments 1 Attachmentg 1 History 2 Click to filter history Results per page 20 v Line No Date Timev User 1 21 2014 2 53 PM 1 21 2014 2 53 PM 1 21 2014 1 29 PM 1 21 2014 1 29 PM Michael Turner Michael Turner Jeremy Clement System Step s Procurement Review Fund Approval Banner Budget Authorization Export CSV Records found 15 s Page 1 of 1 x Action Field Name From To Note Requisition Michael Turner Eric Clark Eric please review and forwarded process Thanks Requisition assigned Requisition step auto approved Requisition approved College of Charleston ePro
3. Proud recipient of the National Procurement Hosted Cat Institute s Achievement of Excellence in You do not have any recent orders HI Procurement Award for 2012 College of Charleston eProcure User Guide February 2014 Page 5 The following page will open From this screen various user settings can be set up or changed Cheryl Drum Action Items Notifications 0 00 USD Q My Profile ESA Cheryl Drum My Profile drumcs User Information and Settings Active Ts User s Name Phone Number Email etc Custom Field and Accounting Code Defaults Default Addresses Language Time Zone and Display Settings Email Preferences Change Password Show All Settings that can be changed are listed under the User Information and Settings section Click on the User s Name Phone Number Email etc line to add change the department and add change the email approval code only for those employee s with approval authority Cheryl Drum Action Items Notifications 0 00 USD Q My Profile User Information and Settings 7 User s Name Phone Number Email etc v drumcs 82 Cheryl Drum User s Name Phone Number Email etc Active First Name Cheryl Last Name Drum Phone Number 1 843 19532756 USER INFORMATION AND SETTINGS 1 843 953 2756 USER PROFILE AND PREFERENCES 5 eksan E mail Address drumcs cofc edu Email User User s Name Phone Number Email etc Department Procurement Procurement v Language Ti
4. Daktronics Folders Index 210040 TD Arena Rental Operating 5 000 00 9 999 999 99 USD Requisition 1 Days in folder Name No of line 1 items eProcure User Guide February 2014 Page 30 To approve an order that does not need any modification 1 Expand the shared workflow folder by clicking on the folder name In the above screenshot the folder entitled Index 210040 TD Arena Rental Operating 5 000 9 999 999 99 USD is opened 2 In the expanded folder orders that need your approval or that can be assigned to someone including yourself see the My PR Approvals section below appear Tick the checkbox next to the requisition s to be approved 3 Choose Approve Complete from the drop down menu and click on the Go button My PR Approvals Approval folders in eProcure are usually shared among several approvers It is possible to approve an order directly from the shared folder as the above directions show how but it is also possible to assign an order directly to someone When that occurs only that person can approve the order and the order will show in both the shared workflow folder and also in the assignee s personal folder My PR Approvals Total Results Found 5 All Dates Assign v Filtered By i Sort by Submit date newest first Type Requisition Hide requisition details E gt expand all il collapse all Results per folder 20 v Date Range All Dates f 4 L My PR Ap
5. Dry 1200mL Flat bottom Borosilicate glass Wide mouth FTS style from Fisher Scientific Company LLC Part Number CG161135 Manufacturer Info CG 1611 35 Chemglass Life Sciences Llc Erlenmeyer Flask Glass 50mL PK 12 from GRAINGER INC Part Number SAFK3 Manufacturer Info 2650050 KIMBLE CHASE Compare Selected 0 a Page 1 v ofa40l 109 50 Usp EA 1 Add to Cart add favorite compare 119 89 Usp EA 1 Add to Cart add favorite compare Order from Supplier EA add favorite compare Autosampler Vial Caps Beakers K larger image Boiling Flasks Bottle Top Filters more Erlenmeyer Flask Glass 250 ml Pk 12 from GRAINGER INC Part Number Order from Supplier 5 8APY5 EA Manufacturer Info 26650250 KIMBLE CHASE By Packaging UVOM cs add favorite compare DZ EA larger image In the above picture 4 000 items were found for the search terms glass flask Narrow the results by adding Keywords or by the Filter Results box to the left of the item list An advanced search is accomplished by clicking the advanced search link below the search bar see screenshot below Cheryl Drum Action Items Notifications Shop Shopping Dashboard Shopping Home Home Shop simple search Advanced Search Everything Find Results That Have All of These Words glass flask 500ml stopper Supplier Part Number SKU Manufacturer Name Other Opt
6. Industrial Production amp Manufacturing Services 1 3XXXXXX Laboratory Measuring Observing Testing Equipment 41XXXXXX Lighting Electrical Accessories amp Supplies SOXXXXXX Live Plant amp Animal Material amp Accessories and Supplies 1 OXXXXXX Management Business Professionals Administrative Services SOXXXXXX Manufacturing Components amp Supplies 31 XXXXXX Material Handling Conditioning Storage Machinery Accessories amp Supplies 2AXXXXXX Medical Equipment Accessories amp Supplies A2XXXXXX Mineral Textile Inedible Plant Animal Materials 1 1XXXXXX Mining Machinery amp Accessories 20XXXXXX Mining Oil Gas Drilling Services 1 1XXXXXX Musical Instruments Games Toys Arts amp Crafts Educ Equip Accessories amp Supplies 60Xxxxxxx College of Charleston eProcure User Guide February 2014 Page 43 National Defense Public Order Security amp Safety Services 92XXXXXX Office Equipment Accessories amp Supplies 4AXXXXXX Organizations Clubs 9AXXXXXX Paper Materials amp Products 14XXXXXX Personal Domestic Services 91XXXXXX Politics Civic Affairs Services 93XXXXXX Power Generation Distribution Machinery amp Accessories 26XXXXXX Printing Photographic Audio Visual Equipment amp Supplies 45XXXXXX Public Utilities Public Sector Related Services 83XXXXXX Published Products 55XXXXXX Resin Rosin Rubber Foam Film Elastomeric Materials 13XXXXXX Service Industry Machinery Equipment amp Supplies 48XXXXXX Sports Recreational Equipment Accessori
7. Internal Attachments add attachment External Notes and Attachments are seen by the supplier only when ordering Non Catalog items Hosted and Punch out Suppliers cannot receive external notes or attachments Final Review Once every section in the progress bar is complete the last step is to review the Final Review screen to ensure all of the order information is complete and accurate It is at this step that a cart may either be assigned to or be submitted for ordering by a Requisitioner To submit the cart click on the blue Place Order button see screenshot next page College of Charleston eProcure User Guide February 2014 Page 28 Cheryl Drum Y W Shop My Carts and Orders Open My Active Shopping Cart v Fair and Price Internal Notes P and Attachments Requisition PR Approvals PO Preview Comments 1 Attachments History Summary Shipping Billing Accounting Codes Supplier Info Taxes S amp H Hide header General 2 2013 03 19 drumcs 01 edit Ship To Attn Cheryl Drum Dept Procurement Rm B53 Lightsey Center Bldg 160 Calhoun Street Cart Name Description Priority Normal Prepared by Cheryl Drum Prepared for Cheryl Drum Shipping edit Bill To Action Items Notifications 4 758 66 USD Q External Notes and Attachments Final i Assign Cart Review O Return to shopping cart O Continue Shopping Hide value descriptions edit Accounts Payable Colleg
8. Number SKU Product Description Product Flags controlled substance _ FR Energy Star Green Hazardous material amp Rad Minor amp Radioactive Recycled amp Select Agent Toxin Go to simple search my requisitions my purchase orders Receiving Orders eProcure will send out an automated reminder email after the order is complete stating that a receipt is required once it has arrived or services have been rendered A receipt must be created in eProcure when goods services are received First locate the purchase order by clicking on the Document Search tab then my purchase orders or by searching for the purchase order s Cheryl Drum WW ActionItems Notifications 4 758 66USD Q Orders amp Documents Document Search Search Documents v Search All Documents v All Dates Enter search terms such as document numbers suppliers and product information Go to advanced search my requisitions my purchase orders College of Charleston eProcure User Guide February 2014 Page 34 Once the appropriate purchase order is identified select the check box next to the purchase order total Then open the drop down menu above the search results and select either Create Quantity Receipt or Create Cost Receipt COLLEGE 0 Phil Stevenson yrofile ogout gt R 2012 03 22 stevensonpj1 01 0 item s 0 00 USD OSIB IITON sn AAK Se
9. Requisition 25xxxx0 Re REQUISITION RETURNED FOR REQUISITION 25xxxx0 Cart Name 2011 10 14 stevensonpj1 01 Prepared by Phil Stevenson Dear Phil Stevenson This requisition has been returned To modify the requisition go to Draft Carts sees If you have any questions with regard to this requisition please contact the approver who returned the requisition or Procurement Support Team Contact Information 1 843 953 5510 eprocurehelp cofc edu Thank you Procurement Office College of Charleston The following notes were attached to this requisition during the workflow process The requisition total is under 10 000 and the Certify Fair has not been set to Yes The reason that the requisition was returned will be in this section as well as instructions on how to modify and successfully submit the order If an order is returned the cart is returned to the user s draft shopping carts The user should open the cart and proceed to the checkout process correct the error and resubmit the shopping cart New Supplier Request or Change Occasionally the supplier of the requested good service may not have done prior business with the College of Charleston Request a new supplier through eProcure using the Non Catalog Form Non Catalog Form Available Actions Add and go to Cart v Close Supplier Info Enter Supplier or supplier search If your purchase is over 10 000 and you are not using a State contracted vendor it
10. a new license Simply add it to a shopping cart complete the check out process and place the order Expenditure Authorization This is the electronic version of the form on the Controller s website Complete all required fields and attach all required documents to this form This may include IRS Form W 9 New Supplier Request Change Form signed registration form etc When all fields are completed add this form to an empty shopping cart Take the shopping cart through the check out process and place the order After the necessary approvals have been secured electronically the requisition will be sent to the Controller s Office for final processing PO Change Request Occasionally a purchase order needs to be modified after the purchase order number has been assigned and the sent to the vendor Use the PO Change Request form to Increase decrease the purchase order amount Add or delete line items Cancel the purchase order in its entirety Change accounting codes index account numbers The form can be found on the Home Shop page under Showcased Services Complete the required fields bold add the form to an empty cart and take the shopping cart through the check out process similar to a normal purchase Upon electronic receipt of this request a Procurement Officer will make the necessary changes to the purchase order eProcure will generate a new requisition number for this shopping cart but the changes to the purchase orde
11. drop down menu and click the Go button This action will open the shopping cart and all the line items entered College of Charleston eProcure User Guide February 2014 Page 16 Shopping Carts The shopping cart is where items reside until the user is ready to submit the cart to become an order Access active draft and assigned carts by clicking on the shopping cart icon on the left menu bar or by clicking in the cart area at the top right hand corner of the homepage see yellow arrows Cheryl Drum Action Items Notifications 200 00 USD Q Shopping ShOPPING ee My Carts and Orders By Keyword Dashboard Shopping Home Admin Go To Advanced Search View Favorites View Forms Non Catalog Form Quick Order Browse By Suppliers Categories Contracts Chemicals Opening the carts tab will generate several options Click on the My Carts and Orders from the menu list From here select the active cart view draft carts or previous orders Cheryl Drum k A Shopping My Carts and Orders Open My Active Shopping Cart My Carts and Orders Jellies View Draft Shopping Carts Admin View My Orders Last 90 Days Clicking on Open My Active Shopping Cart will open the active cart Each cart that is created will be named lt today s date gt lt username gt 01 02 03 Any shopping cart can be renamed by typing over the default name in the Cart Name text box blue circle Cheryl Drum Ac
12. in the search field and click Go If the requisition number is unavailable search for the purchase order and open it The requisition number is hyper linked on the first tab of the purchase order From the Requisition tab within the requisition is an Available Actions drop down menu right side of the screen Available Actions Add Camment Add Comment Bay co Add Notes to History Copy to New Cart Choose Copy to New Cart from this menu and click on the Go button Everything in that requisition will be copied to a new shopping cart including any attachments and placed into the user s Draft Carts Be sure to make any necessary changes to the new cart before submitting it for order College of Charleston eProcure User Guide February 2014 Page 41 Purchase Requisition PR Approvals Tab Within a requisition there is a PR Approvals tab M Orders amp Documents Document Search Return to Search Results Search Documents 7 Document Number s 21of77 results gt 46758847 Requisition amp You are reviewing a requisition currently assigned to the approver Eric Clark Available Actions Approve Complete amp Show Next v Requisition PR Approvals PO Preview Comments 1 Attachments 1 History Q Orientation Horizontal nd Banner Budget Authorization Submitted Jeremy Clement On behalf of James Kingston 1 21 2014 1 29 PM Completed v v System Fund Approval Create PO
13. information in the user profile will speed up the check out process when paying with the PCard When finished click the Save button College of Charleston eProcure User Guide February 2014 Page 8 Adding a Default Ship To Address The user s default address will need to be added to their profile Click on the Default Addresses line within the user s profile Cheryl Drum Action Items Notifications 0 00 USD Q My Profile ESA Cheryl Drum My Profile drumcs Fel User Information and Settings Active User s Name Phone Number Email etc Custom Field and Accounting Code Defaults gt Default Addresses Language Time Zone and Display Settings Email Preferences Change Password haw A W All To add a Ship To address click on the blue Select Addresses for Profile button This will open a search box Search for a College of Charleston address by entering either a partial name in the Nickname or Address Text field Cheryl Drum gt Action Items Notifications 200 00 USD Q My Profile User Information and Settings v Default Addresses 7 ESA Cheryl Drum Default Addresses Active Ship To Bill To SER INFORMATION AND SETTINGS Select Addresses for Profile Shipping Addresses Address Search EE SES Central Warehouse Nickname Address bell Text Custom Field and Accounting Code Defaults Lightsey Center Bldg Default Addresses NOAA Results per Page 10 v Cart Assignees i Search Pa
14. the good or service by clicking on the search link next to the commodity code text box This will open a search window in which the user can search for the commodity code by using a partial number full number or description College of Charleston eProcure User Guide February 2014 Page 15 mm hitps solutions sciquest com apps Router CommodityCodeSearchPopup ElementId Line Rei Close Commodity Code Search Code starts with Description contains Commodity codes are standard classification codes for products and services used to detail where money is spent within an organization It describes the item being purchased For example if purchasing software the commodity code would describe the type of software e g charting software accounting software After identifying the appropriate code click on the select link to the right of the description and the commodity code will appear within the field on the Non Catalog Form At the end of this manual are cheat sheets for the most frequently used codes To add multiple line items or services to the order from the same supplier click on the Available Actions drop down menu choose Add to Cart and Return and click the Go button Remember to add an additional line item for shipping goods equipment If the freight charge is not on the quote estimate the charges to be 10 15 of the total cost If finished with the order choose Add and go to Cart from the
15. 20183 720110 720180 720111 Page 45 Fixed Charges Equipment over 5000 Contributions 740311 Computer Equipment 770110 Dues And Memberships 740310 Library Books 770116 Insurance State Purchase 740410 Motor Vehicle Purchase 770113 Other Fixed Charges 740316 Off Ed Equipment 770112 Pres Choice Awards 740225 Offsite Equipment 770111 Ren Data Proc Equip 740111 Other Equipment 770115 Rental Other 740116 software Pack Purchase 770114 Rental Non St Prop 740112 Rental Office Equip 740110 Rental State Prop 740113 Royalties 740313 Stipend Federal 740224 Stipends 740222 Capital Project Codes Used Only With Capital Projects 77xxxx Architecture Service 780210 Masonry 780514 Builder s Risk Insurance 780213 Millwork 780519 Cap Procure Cd Supply 780311 Mobilization 780610 Carpet 780524 Non Cap Equip Other 780313 Concrete 780512 Plumbing 780526 Concrete Sidewalks 780513 Purchase Of Building 780111 Construction 780510 Purchase Of Land 780110 Cost Of Building Construction 780510 Renovation 780528 Doors 780520 Repair And Replace 780528 Electrical Systems 780529 Roofing 780522 Elevators Escalators 780527 Rough Carpentry 780517 Finish Carpentry 780518 Site 780410 Finishes 780521 site Work 780410 Fire Sprinkler System 780531 special Construction 780525 Fixed Furniture Cap 780310 Specialties 780523 Grading Demolition 780411 Structural Steel 780515 HVAC 780516 Survey amp Testing 780211 Ins amp Surety Bond Cost 790120 Tangible Equipment 780312 Inte
16. 3 11 18 drumcs 01 11 18 2013 200 00 U D Delete 2014 01 16 drumcs 01 1 16 2014 0 00 USD Delete Managing Items in the Cart Occasionally a user may need to delete or move items within a shopping cart To do so open up the shopping cart by clicking on the Shopping Cart Name hyperlink See screenshot next page Find the line s that need to be changed or deleted and place a check mark in the checkbox on the right hand side of the line red oval Next select an option from the For selected line items drop down menu Once the desired action is selected click on the Go button next to the drop down menu for the request to process red rectangle College of Charleston eProcure User Guide February 2014 Page 18 Cheryl Drum Action Items Notifications 200 00 USD Q W Shop My Carts and Orders Open My Active Shopping Cart v U Continue Shopping 1 Item s for a total of 200 00 usp RR te NE momma Proceed to Checkout or Assign Cart amp Cart Name 2013 11 18 drumcs 01 Description Priority Urgent Supplier Line Item Details Show line details For selected line items Remove Selected Items v FIRSTWATCH more info Contract PO Number To Be Assigned Product Description Catalog No Size Packaging Unit Price Quantity Ext Price Annual maintenance and support fee for initiation of the First Watch Trigger for 1 EA 200 00 1EA 200 00 USD notification and deployment of College of Charleston
17. COLLEGE o CHARLESTON eProcure User Manual Table of Contents AOU WON ee E aaeapeeeueenceeeve 3 Accessing eProcure sccsccescsssssssssessecseessecsesseeseesseesseseeseesaesseeaeseessaesassaeesaesoeseassaesanssassaessassansas 3 Common Problems Accessing EPrOCu e nmarrasnssrssanven nr nrnnrnnnnnnen nes vennen vennen nrnnnnnnnn renne nere vennene 3 FACING SIMO PAIE EEE EN 5 EFE 9 UNG ee 5 EEE EE 6 EmA ga 2 2 0 T Adding a Purchasing Card avdekke T Adding a Default Ship To Address rrasravravrrnrrnrensvasvos ver vrrvrrnrrnren vennen nasrnrrnrnnrnnnenrenresnasnernrnnnnnen 9 5 1001 0 RE ovine daunen aul T 10 NN cassie cata tendtsvauceerraea E E E A AES 10 HA SOF SIG OIG EE EEE A A aarti 10 Hosted Catalog Suppliers acassacasataansvactsansasasanendotsasndosuaamsntatdantnsdaasosstadsaiiasataonsetcdsantecdsasoastetionsuess 11 gl pel 2 DL UO 2 EEE 13 Non Catalog KSJE 16 sl it it it POSEA EEA E Eii 14 1 1010 010 0 EE E E 17 Manading GIA EEE 18 Managing EMS in the Cart open sacassuadasbstexncnsdoecdevadstiniewas daddeehivaundse dandataitlbataenssddaeevbeasedlanteunivennies 18 FI 19 10 OJ EEE 21 SNIDPINO MOANN EEE N E 22 O errea E E E E E E se cssee eeccey mecca 23 Choosing aFiscal Year ua 23 Sele EE A ee T E E AE ee 24 ACCOURING 60 SE A ES 24 SS 61 i al MN gt EEE EEE 26 ge RS Sona De 1 EEE E ee ee 27 Internal External Notes and Attachments cccccccsscsscsscsscsscsesssssessesssscsscseseeseeseessess
18. February 2014 Page 36 Click on the Reopen Receipt button to make changes Cheryl Drum Action Items Notifications 4 758 66 USD Q amp Orders amp Documents Document Search Search Documents v Reopen Receipt amp Summary Comments 0 History Header Information Receipt 2014 01 21 brantonm 02 Receipt 1 21 2014 10 02 49 AM Complete 1 21 2014 10 02 52 AM Source Manual Name Create Date Date Receipt No Receipt Date Packing Slip No Supplier Name Received by eProcure will prompt the user to verify the reopening of the receipt Answer Ok and supply the reason for modifying the receipt in the comment box i e over received The receipt reopens for editing see screenshot below Cheryl Drum Action Items Notifications 4 758 66 USD Q Orders amp Documents Document Search Search Documents v Summary Comments 0 History Add PO Save Updat s Header Information Receipt Name 2014 01 21 brantonm 02 Receipt Create 1 21 2014 10 02 49 AM Source Manual Date Receipt No Receipt Date Packing Slip No Supplier Name Received by 6935113 1 21 2014 BE GOVCONNECTION INC Matthew Branton mm dd yyyy RECEIPT ADDRESS DELIVERY Location v Carrier Other Attn Matthew Branton Tracking No Dept tech support Flexible Text Field Rm 126 Addlestone Flexible Text Field 2 205 Calhoun Street Flexible Drop Down v Charleston SC 29401 United States Attachments _Attach Link Notes 1 000 Chars Max
19. If requisition is under 10 000 you must certify the edit price is fair and reasonable Do you certify this purchase is fair and O Required field 2 reasonable To make this certification in eProcure answer yes no using the dropdown box on the Fair and Reasonable screen If requisition is under 10 000 you must certify the price is fair and reasonable 7 X Do you certify this purchase is fair and TF reasonable Required field College of Charleston eProcure User Guide February 2014 Page 27 Internal External Notes and Attachments Both the Notes and Attachment screens allow input of a personalized note or attachment of a file such as a PDF an Excel spreadsheet etc Like it sounds Internal Notes and Attachments can only be viewed internally at the College however External Notes and Attachments will be sent to the supplier Shop My Carts and Orders Open My Active Shopping Cart v A ti Fair and Internal Notes External Notes ee 4 re 2 gt ccountin ina s P General Shipping P Billing ev g P Reasonable VG and P and Assign Cart Codes Review Price Attachments Attachments H A U Return to shopping cat O Continue Shopping Requisition PR Approvals PO Preview Comments 1 Attachments History Summary Shipping Billing Accounting Codes Supplier Info Taxes S amp H Hide value descriptions Internal Notes and Attachments These values apply to all lines unless specified by line item Internal Note edit
20. Public Safety and Fire and EMS the Trigger will be based off of data currently included in the Chas Cty 911 dispatch more info Supplier subtotal Alternately if only deleting items from the active shopping cart the user can click on the active cart icon at the top right hand corner of the home shop page Cheryl Drum Action Items Notifications 200 00 USD Q Fvi 2013 11 18 drumcs 01 W Shop Shopping Dashboard Shopping Home Annual maintenance and suppor View My Cart ho hi Quantity 1 Checkout er S p Everyt Ing Price 200 00 USD AES Go to advanced search favorites forms non catalog for 200 00 USD From this screen click on the trash can icon black circle next to the item to be deleted Also from this screen the user can proceed to the check out process or view the shopping cart Favorites Favorites are shortcuts to frequently used items or forms The user s favorites can be accessed through the favorites link below the Shop search field on the home shop page Cheryl Drum Y Action Items Notifications 0 00 USD Q W Shop Shopping Dashboard Shopping Home Home Shop Shop Everything id f co Go to advanced search favorites forms non catalog form quick order Browse suppliers categories contracts chemicals College of Charleston eProcure User Guide February 2014 Page 19 Or click on the Shopping Cart icon Select View Favorites from the Go To sub menu C
21. Receipt Name 2014 01 21 drumcs 01 Receipt Create 1 21 2014 11 18 05 AM Source Manual Date Receipt No Receipt Date Packing Slip No Supplier Name Received by To Be Assigned i DELL MARKETING LP Cheryl Drum RECEIPT ADDRESS DELIVERY Location v Carrier Other Attn Melissa Page Tracking No Dept Sociology and Anthropology Flexible Text Field Rm 102 Riggs Tenements 19 St Philip Street Flexible Drop Down Flexible Text Field 2 Charleston SC 29401 United States Attachments Notes 1 000 Chars Max Receipt Lines Line Details Show Receipt Details For Selected Lines Remove Selected Items PO Previous Add to Y PO No ig Product Name Receipts eg Line Status Actions T P0017899 01 00 8 000 Page Yellow Received Toner Cartridge for Dell 5100cn Color Laser Printer 02 00 9 000 Page Black Toner 310 5807 3 EA Received v Cartridge for Dell 5100cn i Color Laser Printer 03 00 120 V Fuser Kit for Dell 310 8727 2 EA Received v 5100cn Color Laser Printer a l Receive amp Return Add PO Save Updates College of Charleston eProcure User Guide February 2014 Page 35 Please note that an item can also be marked as Returned or Cancelled if applicable When finished click on the Complete button and a screen similar to the one below will appear This is the final screen in the creating receipts process Cheryl Drum Orders amp Documents Document Sea
22. ance Search Go RETURN TO MENU SITE MAP HELP Update Phones 9 Select a phone to update or click the Insert a New Telephone Number Not Listed Above button to number FR CougarAlert is an emergency notification system capable of reaching students faculty staff minutes of a campus crisis FOR STUDENTS The CougarAlert system allows for 6 unique phone numbers 1 text message and 2 e Order for selecting the 6 unique phone numbers select all of the first phone type bef the next phone type Cell Phone with text Cell Phone without text Residence Hall Mailing Home Parents Order for selecting 1 text message Text Messaging don t call Cell Phone with text Email College Personal one each FOR EMPLOYEES The Cougar Alert system allows for 1 CofC office phone 1 home phone 1 cell phone and 2 email addresses Office phone CofC office Insert a New number Home phone Home Order for selecting 1 cell phone Cell Phone without text Cell Phone with text select College of Charleston from the Phones EEE drop down menu insert the number no dashes and click on the Submit button Cell Phone with text Phone 843 7084325 Insert a New Telephone Number Not Listed Above College of Charleston eProcure User Guide February 2014 Page 4 Home Shop Page eProcure will open to the Home Shop page Cheryl Drum Action Items Notifications 1 057 02 USD Q Shop Shopping Dashboar
23. arch Search for E co E PROCURE ome shop document search search exports start new search Goto my requisitions my purchase orders Showing 1 1 of 1 results Last 90 days 12 24 2011 3 22 2012 Search Terms 4 Results per page Sort by Best match v Create Cost Receipt Search Type PO No Supplier Creation Date Time Requisition No Requisitioner Supplier Status Settlement Status PO Total My Pee orders Search Y P0008724 GOVYCONNECTIONINC 3 9 2012 2 29 PM 28265027 Phil Stevenson Sent Receipt Required 47 41 USD Owner Dhil Stavancan Create a Quantity Receipt for tangible goods and a Cost Receipt for services In the above example the Quantity Receipt is selected Click the Go button to open the receipt box On this screen complete any relevant information regarding the order under the Receipt Summary section Header Information section is optional Refer to the screenshot below If all items were received as ordered simply click on the Complete button If only part of the order was received create a partial receipt by entering the actual quantity of items that were delivered Create another receipt s for subsequent deliveries until the purchase order is fully received Cheryl Drum Action Items Notifications 4 758 66USD Q i Orders amp Documents Document Search Search Documents 7 New Qty Receipt Summary Comments 0 History Exact Match PO No P0017899 Header Information
24. counting Codes Select from your code favorites Account of Price 720140 0 Select from all values_ Select from all values Required field Required field 110016 720140 0 remove Select from profile values_ Select from all values Select from all values_ Split Total 0 add spit recalculate validate values show monetary calculations This will add an additional line that will allow the user to change both the Index and the Account Orders can be split by percentage of the subtotal of the order percentage of the quantity of the order or by a specific dollar amount The drop down menu to the left of the add split link dictates how the split will be applied Please note that when adding a per order accounting code split that a per item accounting code split cannot also be added To split accounting codes per item scroll down to the Supplier Line Item Details section and click on the blue edit button next to the item that needs specific accounting codes College of Charleston eProcure User Guide February 2014 Page 26 NEW VENUE TECHNOLOGIES INC more info Product Description Catalog No Size Packaging Unit Price Quantity Ext Price a 1 MS Office for Mac License more info 1 EA 42 07 1EA 42 07USD Accounting Codes l values have been overridden for this line Index Account 110016 770114 Procurement Sof Softwere Purchase copy to other lines Supplier subtotal 42 07 Taxi 0 00 Tax2 0 00 Su
25. cure User Guide February 2014 Page 42 eProcure Cheat Sheets Commodity Families Apparel Luggage Personal Care Products 53XXXXXX Building Construction Machinery amp Accessories 22XXXXXX Building Construction Maintenance Services 2XXXXXX Chemicals including Bio Chemicals amp Gas Materials 12XXXXXX Cleaning Equipment amp Supplies T XXXXXX Commercial Military Private Vehicles amp Accessories Components 2DXXXXXX Communications Computer Equipment Peripherals Components amp Supplies A3XXXXXX Defense Law Enforcement Security Safety Equipment amp Supplies AOXXXXXX Distribution Conditioning Systems Equipment amp Components AOXXXXXX Domestic Appliances Consumer Electronic Products amp Supplies DZXXXXXX Drugs Pharmaceutical Products DI XXXXXX Editorial Design Graphic amp Fine Art Services O2XXXXXX Education Training Services SOXXXXXX Electronic Components amp Supplies S2XXXXXX Engineering Research Technology Based Services 8 1 XXXXXX Environmental Services 1 TXXXXXX Farming Fishing Forestry Wildlife Contracting Services TOXXXXXX Farming Fishing Forestry Wildlife Machinery amp Accessories 21XXXXXX Financial Insurance Services 84XXXXXX Food Beverage Tobacco Products 50XXXXXX Fuels Fuel Additives Lubricants amp Anti Corrosive Materials 15XXXXXX Furniture amp Furnishings DOXXXXXX Healthcare Services 85XXXXXX Industrial Cleaning Services T XXXXXX Industrial Manufacturing amp Processing Machinery amp Accessories 2 3XXXXXX
26. d Shopping Home Home Shop Shop Everything v Go Go to advanced search favorites forms non catalog form quick order Browse suppliers categories contracts chemicals A Proud recipient of the National Procurement Hosted Catalogs Institute s Achievement of Excellence in Procurement Award for 2012 The College of Charleston is the only organization in South Central 3 ali 3 ala e Q i Hit ig pr PC atio d CAROLINA d are ap Use the left navigation bar to navigate within eProcure Also at the top right hand corner of the window are short cuts to the user s profile pending actions notifications and active shopping cart The user can also search for menu items using the Menu Search The binoculars icon is located in the bottom left hand corner of the Home Shop page Menu Search Alt M Please refer to the following sections for specific instructions on using and navigating eProcure User Profile Settings All user settings can be accessed by clicking the user s name at the top middle of the home page select View My Profile from the menu Contact information from Banner Self Service is automatically loaded into eProcure Cheryl Drum Action Items Notifications 0 00 USD Q Cheryl Drum Shop Shopping Dashboard Shopping Home Home Shop View My Profile Shop Everything Set My Home Page Logout Go to advanced search favorites forms non catalog form quick o Search Help For A Solution
27. dent Household Laundry Jan Sec HVAG Maintenance In Service Training State In Service Training Non State Legal Medical And Health Motorized Vehicle Services New Construct Renovation Other Construction Service Office Equip Service Other Telephone Service Out Of State Registration Print Binding Library Printing Binding Printing Communication Vendor Procure Cd Service Storm Water Utility Fee Telephone And Telegraph Telephone Internet Temp Service Commission Utilities College of Charleston 710815 710510 710812 710211 710412 710414 710514 710511 710816 710213 710818 710517 710516 710210 710214 710518 710518 710512 710813 710814 710212 710810 710811 710411 710519 710111 710110 710110 710817 710311 710410 710413 710513 710310 Supplies Clothing Const amp Renovation Supplies Data Processing Supplies Educational Supplies Food Supplies Fuel Supplies Jan Supplies General Library Books Library Journals Maintenance Supplies Medical Supplies Motor Vehicle Supplies Non Cap Off Ed Equip Non Capital Comp Equip Non Capital Other Equip Non Capital Software Office Supplies Other Supplies Participant Supplies Photographic Supplies Postage Printing In House Procure Cd Supplies Xerox Copies eProcure User Guide February 2014 720185 720121 720130 120187 120184 120124 720120 720170 720170 120122 720182 720123 720181 720130 720186 720131 720140 720186 720150 720160 7
28. e button when finished The approval code must be at least six characters long A Take Action button will now appear within the approval email 4 541 74 USD Accounting Codes Chart 4 Index Account 720132 Data Processing Equipment Tagged Ready to approve reject or assign this document to yourser BEREGNER gt Click on this button to open a secure website that will offer the following options e approve e reject or e return the order to the requisitioner College of Charleston eProcure User Guide February 2014 Page 32 Procurement Office College of Charleston Requisition 22777690 Status Pending i Shopper Amy Solomon Enter any comments on this order in the Approver Wendy Williams oa SEEE comment field This is especially useful when dt ne an order is rejected or returned to the gt dl Gi requisitioner After choosing the appropriate Comment Optional action the user will enter their unique approval code and click the Submit button Enter your approval code to submit Submit eProcure will generate one more confirmation pop up box After this box is answered the approval process is complete Document Search The Orders amp Documents menu will open up a search menu to search for requisitions and purchase orders Searching this way is fast flexible and can be customized Click on the Document icon in the left navigation bar Cheryl Drum Action Item
29. e of Charleston 66 George St Charleston SC 29424 United States Charleston SC 29401 United States Credit Card Info No credit card has been assigned edit Delivery Requirements Expedite x Ship Via Best Carrier Best Way Required by date 2 4 2014 manage your cards Billing Options Accounting Date edit 7 1 2013 View edit by line item View edit by line item Accounting Codes Index Account edit 110076 Office Of First Lady 720132 Data Processing Equipment Tagged View edit by line item Fair and Reasonable Price Internal Notes and Attachments External Notes and Attachments If requisition is under 10 000 you must edit Internal Note certify the price is fair and reasonable edit Note to all Suppliers amp Notes for the If the Place Order button is not visible the user is not a requisitioner and must assign the cart in order for it to become a requisition and eventually a purchase order Click on the Assign Cart button to assign the cart to a Requisitioner This action will open a pop up window allowing the user to choose another employee who has the role of Requisitioner and assign the cart to them Assign Cart Assign Cart To Select from profile values Search for an assignee Note To Assignee expand clear Note After a cart is submitted it can be viewed via History Prior to being submitted the cart can be viewed in Draft Carts and can be
30. e order can be submitted To edit the Shipping information click on the kill area of the progress arrow Click on the blue edit button or and follow the prompts to change this address Please note that eProcure will default to the user s ship to location created in the user s profile and the attention message regarding the ship to location will not be generated Do not forget to change the ship to location if not shipping it to the default address Delivery Requirements The delivery requirement is also a mandatory field This is spedite information that is sent to the supplier Click on the blue edit stipvia Best Carrier Best Way button in the Delivery Requirements section of the Shipping Seared E box Use the calendar next to the Required by date field to Required field ensure accurate date formatting Cancel College of Charleston eProcure User Guide February 2014 Page 22 Billing By default eProcure is setup to pay for purchases through Accounts Payable via the use of a Purchase Order However a PCard can be used to pay for the purchase instead To make this election click on the Billing section of the progress bar M Shop My Carts and Orders Open My Active Shopping Cart v Tuan Fair and Internal Notes External Notes Final PE a i i P General Shippin VG Billin f ome A Reasonable P and P and f j Assign Cart pping g g Codes Review Price Attachments Attachments U Return to shopping cart O Contin
31. es amp Supplies 49XXXXXX Structures Building Construction Components amp Supplies 30XXXXXX Timepieces Jewelry Gemstone Products 54XXXXXX Tools General Machinery 21 XXXXXX Transportation Storage Mail Services 78XXXXXX Travel Food Lodging Entertainment Services 90XXXXXX Commodity Codes This is not a comprehensive list of all account codes but contains the most commonly used Air Conditioning Install Maintenance Repair Services 12102305 Audio Visual Equipment 52161500 Chartered Bus Services 78111803 Civil Engineering 81101500 Computers 43211500 Credenzas 56101701 Desks 56101703 Electrical Engineering 81101700 Handyman Services 72101501 Hosted Services 81112106 IT Services 81160000 Lab Ovens 41104500 Laboratory and Scientific Equipment 41100000 Mail amp Cargo Transport 78000000 Mechanical Engineering 81101600 Professional Engineering Services 81100000 Rats 10101505 software 43230000 software Maintenance amp Support 81112200 Task Seating 96112102 College of Charleston eProcure User Guide February 2014 Page 44 Account Codes This is not a comprehensive list of all account codes but contains the most commonly used Services Advertising Auditing amp Acct Services Bank Service Charge Building Renovation Cellular amp Paging Service Data Processing Service Education And Training Engineering amp Architecture Freight Express Del General Repair Guest Package Charges Honorariums Non Us Resident Honorariums Us Resi
32. eseseesees 28 College of Charleston eProcure User Guide February 2014 Page 1 FARENE un 28 AOD OVINO EE 30 POE Tv 33 FAN av 34 SONS CHING REC GIONS EE E E 36 Your Requisition has been Returned cccccccssssssccscssssssesseecssessesseessessesssesseesesseesseeseeeseseneens 38 New Supplier Request or CHange ccccccccsccscssssecsesssccsecssessecsessescsecsessescaeseeseaeseeseescaeseeseeeeaneeess 38 Placing an Order with the NeW Suppliel ccccccccssccssssessecsrsssscsessesssecsesescarseesaesaeseeseaesansees 39 5 0 es isle KJE ee eee ee 39 Expenditure Authorization ccccccccccsesssessecseccsscsecssesseessessseseessesssesssesseessesesesaeseeesaessaessaeeees 40 PO Change Request sessaxtcsercwesatsentinenvoetendenter netieem tacit tucauceeedeanen wo lt naehenetanesttecestaeneeeegsiecosehdtecit et 40 ge sn 10100 1052 0 EEE Er ESAS 41 Soe LO e EEE 41 Purchase Requisition PR Approvals Tab rwrrrnrrsvrrnrenvrrvrrnresvernrrsvervrrnvesvernresververnresvennresvennnr 42 Procure Cheat SNCS EEE 43 Sone FE a E A E E E E E EE E ETE E E 43 COIN COES EE EE 44 AOC UNEC OOG oaee ea EE R EEE E AEE 45 APT COIE ee ne E ee ee 46 College of Charleston eProcure User Guide February 2014 Page 2 Introduction eProcure is the College s electronic purchasing software This software is used to generate purchase orders Orders are created in a shopping cart and then submitted for approval and processing Completed purcha
33. go to Cart Supplier Info or supplier search If your purchase is over 10 000 and you are not using a State contracted vendor it will need to be bid out Please use NEEDSBID as your vendor If your vendor is a new vendor please Select by typing UNKNOWN in the Supplier box and Fill out the New Supplier Request or Change Form along with the company s IRS W 9 Form and attach them to your order in the checkout General Info Product Description Catalog No Quantity Estimated Price Packaging UOM ly 254 characters remaining expand clear Product Details Commodity Code breach Manufacturer Name Manufacturer Part No Health and Safety controlled substance i Recycled Hazardous material Radioactive Rad Minor amp Select Agent amp Toxin Energy Star Green The fields highlighted in yellow are required to place an order On the form enter the name of the supplier a description of the good or service quantity requested the price estimate per item how the item is packaged and finally the commodity code of the item or service Complete other fields as applicable and as the information is readily available Do not confuse Quantity and Packaging For example an order is for 2000 widgets that are packaged in lots of 500 Enter a quantity of 4 500 in the packaging field and select Lot for the UOM from the drop down menu search for commodity code of
34. harleston eProcure User Guide February 2014 Page 21 To begin open the active cart and click on the Proceed fo Checkout button This will bring the user to the following screen Cheryl Drum Action Items Notifications 1 057 02 USD Q M Shop My Carts and Orders Open My Active Shopping Cart v eee Fair and Internal Notes External Notes Final P me i P General P Shipping f Fade g Reasonable P and P and f Revie Assign Cart Price Attachments Attachments skip U Return to shopping cart O Continue Shopping Requisition PR Approvals PO Preview Comments Attachments History Summary Shipping Billing Accounting Codes Supplier Info Taxes S amp H 2 Hide value descriptions Shipping 2 These values apply to all lines unless specified by line item Ship To edit Shipping address Attn Cheryl Drum Dept Procurement Rm Lightsey Center Bldg 160 Calhoun Street Charleston SC 29401 United States Delivery Requirements edit Expedite x Ship Via Best Carrier Best Way Required by date Required field gt The green progress arrow bar on the top alerts the user to any incomplete information in the order The d symbol means that there is a required field that is missing Once all fields have been completed the warning will change to a symbol indicating that the user is clear to proceed Shipping Information In the above screenshot the Shipping information and Accounting Codes need to be added before th
35. heryl Drum Shopping Shopping My Carts and Orders By Keyword Dashboard Shopping Home Admin GoTo Advanced Search View Favorites View Forms MNon Catalog Form Quick Order The following types of items or requests can be saved as favorites e Hosted items e Punch out Items limited few suppliers support this feature e Non Catalog items e Populated Forms such as an Expenditure Authorization There are multiple ways offered throughout eProcure to add an item to the favorites list See the following screenshots for examples of these options From the search results re Pliers Staple Puller 24 08 50 litem EA A dd to Cart add favorite compare From a form Expenditure Authorization Mozilla Firefox a Ei xX https solutions sciquest com apps Router FavoritesFormEdit amp FavoriteProductiId 163 600 amp wantReloadOnClose 163 7600 amp callerScrollX Expenditure Authorization Available Actions Add To Favorites Form Instructions Supplier Information COLLEGE of Supplier Information G College Employee CHARLESTON College Student E PROCURE Individual Supplier College of Charleston eProcure User Guide February 2014 Page 20 Within the shopping cart Cheryl Drum Y Action Items Notifications 4 758 66 USD Q Shop My Carts and Orders Open My Active Shopping Cart w U Continue Shopping 28 Item s for a to
36. icals Proud recipient of the National Procurement Hosted Catalogs Institute s Achievement of Excellence in MI Procurement Award for 2012 The College of Charleston is the only organization in South C B Central Fisher ycameor INC l Carolina and one of only 17 institutes of higher education CAROLINA 4 Stores FASTENAL O kleine to receive the award Thank you for using eProcure We strive to make the purchasing process as seamless as possible If you have any suggestions for College of Charleston eProcure User Guide February 2014 Page 11 MW Shop Shopping Dashboard Shopping Home Shop Everything Cheryl Drum Y Action Items Notifications v glask flask _ FB 20000 USD Q Go to advanced search favorites forms non catalog form quick order Browse suppliers categories contracts chemicals Add Keywords Filter Results Where are my counts By Product Flag Green FF By Supplier h Fisher Scientific Company LLC GRAINGER INC VWR SCIENTIFIC PRODUCTS By Category Ye Anemometers Results per page 100 v r Results for Everything glask flask Showing 1 100 of 4000 results What does mean Sort by Best Match v CG 1611 34 Flask Freeze Dry 600mL Flat bottom Borosilicate glass Wide mouth FTS style from Fisher Scientific Company LLC Part Number CG161134 Manufacturer Info CG 1611 34 Chemglass Life Sciences Llc CG 1611 35 Flask Freeze
37. ions Exact Phrase Exclude Words Any of These Words Hide Advanced Search on search results E College of Charleston eProcure User Guide February 2014 Page 12 This will expand the search area to include new fields to choose from such as Part Number SKU Supplier and Manufacturer Name Results for Everything glass flask 500ml stopper Showing 1 100 of 224 results Add Keywords Results per page 100 v Sort by Best Match id Page 1 of3 E5667 Flask 500mL Red Glass Stopper Pk 6 Order from Supplier 5 su from GRAINGER INC EA Part Number 8XG17 add favorite compare Filter Results Manufacturer Info 92822G500 KIMBLE CHASE By Supplier larger image Fisher Scientific Company E5656 Flask 500mL Glass Stopper Pk 6 from GRAINGER INC Order from Supplier 5 LLC 107 mm pm Part Number 9E888 EA GRAINGER INC 2 2 Manufacturer Info 92812G500 KIMBLE CHASE add favorite compare VWR SCIENTIFIC PRODUCTS 115 larger image SE glass flask 500 mL class A TC according to ASTM E288 1UNIT PK Deuterated Solvents 4 specifications tolerance 0 20 mL with TS glass stopper 1 ee Erlenmeyer Flasks 2 no 19 with fine white graduation line and marking spot Flasks 78 larger image pack of 2 from VWR SCIENTIFIC PRODUCTS Flat Bottom Part Number 89025 758 PK Flasks 1 rn sn h FLASK GLASS STOP 500 ML PK2 Hirschmann volumetric 65 31 usc check availability add favorite compare Ma
38. lege of Charleston eProcure User Guide February 2014 Page 23 pop up box will appear that allows the user to choose an Accounting Date Billing Options end Accounting Date E mm dd yyyy Canea Anything after June 30 of the current fiscal year will set the order to be paid from the next fiscal year s budget Please note that it is not necessary to fill in this information for orders being paid from the current fiscal year s budget only the next fiscal year Sales Tax eProcure will add sales tax to shopping carts containing items from hosted and punch out catalogs If creating the shopping cart using the Non Catalog Form check the Taxable checkbox if purchasing goods or equipment Non Catalog Form Available Actions Add and go to Cart Supplier Info Enter Supplier If your purchase is over 10 000 and you are not using a State contracted vendor it will need to be bid out Please use NEEDSBID as your vendor If your vendor is a new vendor please Select by typing UNKNOWN in the Supplier box and Fill out the New Supplier Request or Change Form along with the company s IRS W 9 Form and attach them to your order in the checkout General Info Product Description Catalog No Quantity Estimated Price Packaging UOM Taxable Capital EA Each x Accounting Codes Accounting codes must be completed for every order There are two fields in the Accounting Codes section Index and Account e Inde
39. ll ensure proper approval review routing of this change request Please do not add this form to a shopping cart with an order to another vendor ft must be submitted by itself in its own cart Enter the original total and the new total cost of the reference PO if applicable If the value of the PO has increased enter the new total original value increase If the change is to FOAPALs only enter the original value of the PO Purchasing will not complete the change unless proper approval has been made for the new PO total Current PO Total Increase PO By Decrease PO By New PO Total Capital Project Taxable Please describe the required PO change as well as justification for the change Be specific in order to avoid any delays in processing If there are changes to one or more lines on the PO please include the line number and associated change for each PO Change Request Details This form will be routed through the FOAPAL review process and then to Purchasing for the completion of the change request Contact the Purchasing Department with any questions Supplier Information expand clear Supplier Procurement Office Helpful Tips and Tricks Copying Orders It is possible to duplicate a previously placed order This can be a real time saver First find the requisition Click on the Orders amp Documents menu in the navigation bar and select Search Documents from the list Enter the requisition number
40. lly an on screen notification explaining that a window has been blocked The settings to change this vary from browser to browser and are not hard to change If a blank window or no pop up window it can be forced to open if using a PC To force the window to open hold down the ctr key on the keyboard and simultaneously hold down the eProcure icon If the eProcure window opens then the problem is the pop up blocker settings on the internet browser College of Charleston eProcure User Guide February 2014 Page 3 Update Contact Information First time users experiencing difficulty accessing eProcure should verify that their College of Charleston address and business phone number is listed under the Employee Tab in Banner Self Service If not add the address and phone number by going to MyCharleston then the Employee tab and finally to the Banner Self Service folder see below Home My Accounts Help amp Training Library Employee Finance Banner Self Service Banner Self Service Personal Information B View E mail Addresses l Update E mail Addresses View LC E Emergency Contacts l Update I C E Emergency Contacts l View Ethnicity and Race Update Ethnicity and Race Update Marital Status Name Chan ge Information l eProcure B View Phones E Update Phones El View Addresses Update Addresses Employee L3Finance Click on the Update Phones link The following page will open Be eee ie u GK Employee Fin
41. me Zone and Display Settings Position Email Preferences Change Password Badge Id User Name drumcs Please enter a question and answer that we can prompt you with should you ever forget your password Question What is the middle name of your oldest child Answer eee Confirm Answer ecco Authentication Method Local Email Approval Code locccccc000 Save Choose the department from the drop down menu See Approvals section for additional information on the Email Approval Code Be sure to click the Save button when finished making changes College of Charleston eProcure User Guide February 2014 Page 6 Email Preferences Eprocure assigns default email preferences based upon a user s role within eProcure To view default email settings or to change settings click on the Email Preferences line within the User Profile Several email and notifications are set by default There are drop down menus next to each option to select the user s preference Cheryl Drum Action Items Notifications 0 00 USD Q My Profile User Information and Settingsw Email Preferences v 82 Cheryl Drum Email Preferences drumcs Active The in application notifications are not yet available for all Email Preferences Administration amp Integration USER INFORMATION AND SETTINGS Prepared By PO Distribution Failure Notice None Default User Registration pending approval None Default USER PROFILE AND PREFERENCES er EE E OAE EAAS Search Re
42. n the field and B ee ee ae click the blue Search button ia Description Procurement View the results and select the correct index This will automatically populate the field with the user s selection Click to filter search results Results per page 2 v 4 Pagelof1 7 Procurement Be sure to click the Save button when finished It is possible for a user to save index account code combinations in their profile These combinations can be given a nick name During the check out process the user can select the appropriate combination from the code favorite s drop down menu This will populate both the index and the account code College of Charleston eProcure User Guide February 2014 Page 25 This will not work for all purchases but will save time for those frequent purchases Accounting Codes Select from your code favorites Ly Office Supplies Account add spit Select from profile values Select from all values Select from all values_ Required field Required field Cancel Splitting Orders It is possible to split an order between different indexes either per order or per line item Splitting an order between indexes requires that the cart be assigned to a buyer in the Procurement Office instead of placing the order otherwise the order will reject To add an accounting code split for the whole order click on the add split link in the Accounting Codes pop up window Ac
43. nufacturer Info 282 G 500 HIRSCHMANN INC By Packaginc Once the desired item s are identified there are several things that can be done e Add the item s to the Cart by clicking on the blue Add to Cart button e Compare two or more items by clicking on the compare link underneath the Add to Cart button and then on the Compare Selected button on the top of the search results e Add an item to the favorites list for easy access by clicking on the add favorite link next to the compare link Punch out Suppliers Punch out Suppliers all have their own dedicated websites http procurement cofc edu procurement forms and procedures Panch out F GovUConnechion ws ee DALL A PRODUCTS PRODUCTS ta College of Charleston eProcure User Guide February 2014 Page 13 For example clicking on the OfficeMax logo will direct the user to the College of Charleston s Office Max punch out site College of Charleston Punchout Cancel Punch out Customer Service R Online Assistance WORKPLACE m o Manage Orders Create New Order Hello Cheryl Drum Saved Orders VS Updates amp Action Items Repeat Orders Manage Shopping Lists You have no items requiring your attention at this time Browse Catalog Only messages Order History Messages News Updates 0 View Invoices Track an Order Using the Message Board 1 16 2014 You can post up to ten messages which can be viewed by everyone in your organization If y
44. one at the College will be done through Non Catalog item shopping since the majority of the College s suppliers are not electronically integrated with eProcure and do not support electronic ordering in this fashion This type of order is similar to filling out a paper requisition It requires the name of the supplier a description of the product or service and the quantity and cost of the product or service College of Charleston eProcure User Guide February 2014 Page 10 Hosted Catalog Suppliers Hosted suppliers appear on the top of the main shopping page Use the Shop field at the top search bar to search all suppliers and add items to the order Similar to an internet search engine the user can perform a broad search using only a couple of words such as glass flask or a very specific search with additional search terms i e glass flask 500ml stopper Using specific search terms yields fewer and more specific results Cheryl Drum Action Items Notifications I Shop Shopping Dashboard Shopping Home Shop Everything Go Go to advanced search favorites forms non catalog form quick order Browse suppliers categories contracts chemicals Cheryl Drum Action Items Notifications 200 00 USD Q Shop Shopping Dashboard Shopping Home Shop Everything v Go Go to advanced search favorites forms non catalog form quick order Browse suppliers categories contracts chem
45. ord College of Charleston eProcure User Guide February 2014 Page 7 The following window will open Cheryl Drum Action Items Notifications 200 00 USD Q My Profile User Information and Settingsw Custom Field and Accounting Code Defaults v 82 Cheryl Drum Custom Field and Accounting Code Defaults drumcs Active Header int Header ext Codes Code Favorites EE PE Custom Field Name Default Value Description Edit Values USER INFORMATION AND SETTINGS DEFAULT USER SETTINGS Custom Field and Accounting Code Defaults Default Addresses Cart Assignees Payment Options Select Payment Options from the menu The page will open to allow the user to add a new card number and store it securely Click the blue Add a New Card button and fill in the PCard information under the card details fields Cheryl Drum Action Items Notifications 200 00 USD Q My Profile User Information and Settings v Payment Options v a Cheryl Drum Payment Options drumcs Active Apply the default card My Cards Card Details Name this card e g My Visa SER SETTINGS Cardholder Name Custom Field and Accounting Code Defaults Default Addresses Card Number Cart Assignees Expiration Date Payment Options Default card Do not check the Apply the default card checkbox or all of the orders will be paid through the PCard by default instead of through Accounts Payable Storing the card
46. ou are an administrator or if your administrator has given you the authority to post messages then click on the Request a Catalog Account Setup tab and select Message Board from the Administrative options area Request a Return Request Product Information Customer Service Each punch out supplier has their unique website each with a different layout Shop within their site and build an order similar to shopping on any other website Once the order is complete and goes through the checkout process the items from the punch out order will be transferred into the user s eProcure shopping cart The order can then be submitted for approval To cancel the order and return to eProcure the user should click on the blue Cancel Punch out button at the top right of the screen Non Catalog Suppliers To order goods or services from a vendor that is neither a Hosted nor a Punch out Supplier requires that item s be added to a shopping cart via the Non Catalog Form The link to the form can be found just below the Shop search field at the top search bar Click on the link to open the Non Catalog Form Shop Shopping Dashboard Shopping Home Home Shop Shop Everything Go to advanced search favorites forms non catalog form quick order College of Charleston eProcure User Guide February 2014 Page 14 The screenshot below is an example of how the form looks in eProcure Non Catalog Form Available Actions Add and
47. pplier total 42 07 USD OFFICE MAX CONTRACT INC more info Product Description Catalog No Size Packaging Unit Price Quantity Ext Price E 2 HP LJ PRO M451DN D more info M3CE957A BGJ EA 637 00 1 EA 637 00 USD E Accounting Codes same as header Supplier subtotal 637 00 Taxi 54 15 Tax2 0 00 Supplier total 691 15 USD Change the accounting codes in the subsequent pop up box Note that it is possible to split the accounting codes within a single item as well To do so click on the add split link and follow the same procedure as above Fair amp Reasonable Price SC Procurement Laws state that purchases up to 10 000 must be deemed and certified fair and reasonable by the purchaser This certification must be made on every order in eProcure Shop My Carts and Orders Open My Active Shopping Cart gt 1 Shipvi i Accounting i Fair and 5 Internal Notes and gt External Notes and i Final ne Codes Reasonable Price Attachments Attachments Review a U Return to shopping cart Continue Shopping d Almost ready to go The list below needs to be addressed before the request can be submitted Required field Do you certify this purchase is fair and reasonable Requisition PR Approvals PO Preview Comments Attachments History Summary Shipping Billing Accounting Codes Supplier Info Taxes S amp H Hide value descriptions Fair and Reasonable Price These values apply to all lines unless specified by line tem
48. provals 1 result View Approvals For Phil Stevenson Requisition No Suppliers Assigned Approver PR Date Time Requisitioner Amount Action Filter My Approvals 47240657 NEEDSBID Phil Stevenson 2 4 2014 11 37 AM Paty Cowden 18 000 00 USD Type yP Requisition Name Open bid for Pinestraw contract Folders 0 Days in folder My PR Approvals gni innen 7 No of line items 1 0 Days in folder Pre Bid Review Date Range This PR has notes V All Dates 4 L Pre Bid Review 5 results View Approvals For Requisition No Suppliers Assigned Approver PR Date Time Requisitioner Amount Action My Approvals 47240657 amp NEEDSBID Phil Stevenson 2 4 2014 11 37 AM Paty Cowden 18 000 00 USD Folders Pre Bid Review 5 My PR Approvals 1 Current Workflow Ster Requisition Name Open bid for Pinestraw contract Folders 0 Days in folder My PR Approvals No of line items 1 0 Days in folder Pre Bid Review This PR has notes A Clicking on the blue Assign button in a shared workflow folder assigns that order to the user s own My PR Approvals folder From there click on the blue Approve button to approve it This accomplishes the same thing as approving it directly from the shared folder as shown above The order can also be assigned to someone else by ticking the checkbox next to the order and using the Assign option from the drop down menu To un assign an order from My PR Approvals tick the checkbox next to the orde
49. r and choose Return to Shared Folder from the drop down menu Click the blue Go button to complete the action College of Charleston eProcure User Guide February 2014 Page 31 Approving Via Email It is also possible to approve orders via an email order approval notice This is a secure fast and easy way to approve orders even from off campus Users with approval authority can enable this feature by first navigating to their user profile Then select the User s Name Phone Number Email etc from the User Information and Settings menu Cheryl Drum Action Items Notifications 4 758 66 USD Q My Profile User Information and Settings v User s Name Phone Number Email etc v drumcs ESA Cheryl Drum User s Name Phone Number Email etc hi First Name Cheryl Last Name Drum Phone Number 1 843 19532756 1 843 953 2756 E mail Address drumcs cofc edu Email User User s Name Phone Number Email etc Department Procurement Procurement v Ti ispl i iti Language Time Zone and Display Settings Position Email Preferences Change Password Badge Id User Name drumcs Please enter a question and answer that we can prompt you with should you ever forget your password Fori Question What is the middle name of your oldest child v Add New User Answer e View Pending User Registrations Confirm Answer Import Users From A File Authentication Method Email Approval Code eocccccece Be sure to click the Sav
50. r and eProcure From here fill out the form following normal procedures Once the Office of Procurement has added the supplier the order will be modified to show the new supplier and sent on through the approval process to create the requisition and subsequent purchase order Only select the UNKNOWN vendor when requesting a new supplier Selecting this option any other time will cause the order to fail Showcased Services The Office of Procurement has added frequently used services to this centralized area on the home shop page Showcased Services Apple 05 X oo Expenditure PO Change sn Mountain Card Rent A are MEG Renewal Authorization Request we Lion Express Ca Form es License es gt gt Business Card Express and Enterprise Rent A Car services contain additional information to place an order Also included is the link to their website College of Charleston eProcure User Guide February 2014 Page 39 Xerox Renewal Form is used yearly to renew the contract for departmental Xerox multi functional printers This form is a template that should be used to ensure the proper information is captured and the purchase order can be processed The College has a combined bill for the entire campus There will only be one purchase order issued Submitting this request will simply provide approval for the funds to be spent Apple OS X Mountain Lion License Use this pre populated Non Catalog Form to order
51. r can be found under the revisions tab in the original purchase order Also a receipt can only be created for the original purchase order and not for any subsequent changes The Procurement Officer will request that these changes be received in Banner see the screenshot on the following page for an example of how the form looks College of Charleston eProcure User Guide February 2014 Page 40 PO Change Request PO Change Request Instructions Use this form to request a change to a Purchase Order that has already been sent to the supplier In order to ensure proper handling of your request you must do the following J E PO Change Request Details Available Actions Add and go to Cart Please complete the fields below to describe the nature of this PO Change Request Provide as much information as possible on this form to avoid delays in processing Fields in bold are required PO Number Supplier Name Type of Change Please select x e Complete this form by providing as much detail as possible regarding the requested change Enter the new PO Total if the change results in an increase in value Enter the original PO total if this is a FOAPAL change only Enter the original FOAPAL values or new FOAPAL values in the Accounting Codes section of the shopping cart If multiple FOAPALs are required please click add split in the shopping cart to include additional FOAPAL strings as required This wi
52. rch Search Documents Create Qty Receipt i Create Cost Receipt Receipt Wo 6936338 2 has been created for the following PO No s PO Reference No P0017899 S Do not create a receipt for orders paid with a PCard or received at Central Warehouse Correcting Receipts On occasion it may be necessary to modify a receipt to correct inaccuracies To make corrections to an existing receipt first search for locate and open the Purchase Order using the methods listed in the above section Document Search Locate the Receipts tab within the purchase order Cheryl Drum Action Items Notifications 4 758 66 USD Q Orders amp Documents Document Search Search Documents v PO Reference No P0017736 Revision 0 Available Actions Add Comment Supplier GOVCONNECTION INC Status Purchase Order Revisions PO Approvals Shipmgnts Receipts Cofflments Attachments History Receipts Receipt No Receipt Date Receipt Type Received by 6935113 A 1 21 2014 Quantity Branton Matthew Receipt Line Details Cost Qty Cost No Product Name Catalog No Unit Price Qty UOM Extended Price in Out 1 pa HP DAT 160 Data Cartridge 160GB 7740280 31 07 USD 1 EA 31 07 USD 1 Received The Receipt No the date it was created the type of receipt and finally who received the order will be visible To modify the receipt click on the Receipt No This will open up the receipt College of Charleston eProcure User Guide
53. rior Decoration 780511 Legal Fees 780212 Lighting 780530 College of Charleston eProcure User Guide February 2014 Page 46
54. rt Once the cart contains all items for the order the order is submitted by taking the cart through the check out process Shopping Roles The requisition process in eProcure is divided between different roles e Shopper This is the default role and any user can be a Shopper A Shopper has the ability to find and add items to a cart but does not have the ability to submit a cart for ordering A Shopper may assign a shopping cart they have created to a Requisitioner or to an Approver e Approver An approver can do anything a Shopper can do but an Approver can also submit carts for order up to their authorized dollar amount Types of Shopping There are three ways to order items within eProcure e Hosted Catalogs Hosted catalogs are vendors whose catalogs have been downloaded to our site An advantage to having these catalogs hosted within eProcure is that the user has the ability to check the product details of the catalog items and compare prices and specifications much like any major electronic shopping website e Punch out Suppliers Punch outs are vendors whose catalogs are not hosted on our site When the user clicks on a Punch out Supplier they are connected to the supplier s website On that website the user will create the order and when finished shopping the items in the cart will be transferred back to eProcure and will appear within the user s active eProcure cart e Non Catalog Suppliers Much of the ordering that is d
55. s Notifications 4 758 66 USD Q M Orders amp Documents Document Search Search Documents v ae B Orders amp Documents formation Document Search Document Search Search Documents Approvals View Saved Searches Download Export Files Cheryl Drum Action Items Notifications 4 758 66 USD Q Orders amp Documents Document Search Search Documents v Search All Documents v All Dates v Go Enter search terms such as document numbers suppliers and product information Go to advanced search my requisitions my purchase orders Located below the search box are links to my requisitions and my purchase orders Clicking on these links is the fastest way to find a user s orders from the last 90 days The default search box is pictured above and it offers a few options in the drop down menus College of Charleston eProcure User Guide February 2014 Page 33 If these options are not specific enough conduct an advanced search by clicking the link in the Go To links Pick from any option listed or combine multiple search criteria e Orders amp Documents Document Search Search Documents v Go to simple search my requisitions my purchase orders Search All Documents v simple search General Document Identification Document Number s Document Information Participant s Owner Date All Dates Total Amount Supplier Department Item Product Information Catalog
56. se orders are then sent to the vendor via email or fax eProcure has established work flow steps based on various criteria Common steps include Budget Authorization Fund Approval IT Buyer Review Procurement Review etc For eProcure to work efficiently the Index FOP Access Form must be updated to reflect current staff and their allowed eProcure approval limits if any Out dated or non existent forms will delay the automated ordering approving workflow All College employees have access to eProcure as a shopper by default No additional action is needed if a user will only have shopper authority The Office of Procurement offers monthly hands on training sessions Tutorials are also available on our website Accessing eProcure The College s eProcure system can be accessed through MyCharleston First log into MyCharleston https my cofc edu From there click on the eProcure shopping cart icon in the top navigation bar Clicking on the eProcure icon will launch a new window i C 3 a Outlook Google Chail Askthe Cougar My Housings Dining OrgSyne I i Logout Help Common Problems Accessing eProcure Users may occasionally experience the following problems accessing eProcure Internet Browser Mozilla Firefox Internet Explorer and Google Chrome all support eProcure Safari is not compatible Pop Up Blockers The most common problem accessing eProcure is that the internet browser is blocking pop ups There is usua
57. sult Export Confirmation None Default User s Name Phone Number Email etc PR Workflow Step error notice None Default Language Time Zone and Display Settings PR Export Failure Notification None Default Preferences i Email Preferenc PO Workflow Step error notice None Default Change Password PO Distribution Failure Notice None Default PO Export failure notification None Default Daily customer feedback report None Default Shopping Carts amp Requisitions Prepared By Cart Assigned Notice None Default Prepared By PR line item s rejected None Default v Prepared By PR rejected returned None Default v Cart Assigned Notice Email amp Notification Default Receive PR and PO notifications for Carts Assigned to Me None Default v Assigned Cart Processed Notification None Default v Assigned Cart Deleted Notification None Default v Be sure to click the Save button when finished making changes Adding a Purchasing Card PCard holders can add their card to their user profile by selecting the Custom Field and Accounting Code Defaults line from the menu Cheryl Drum Action Items Notifications 0 00 USD Q My Profile 82 Cheryl Drum My Profile drumcs Fel User Information and Settings Active User s Name Phone Number Email etc 5p Custom Field and Accounting Code Defaults Default Addresses Language Time Zone and Display Settings Email Preferences Change Passw
58. tal of 4 758 66 usp s Shopping Cart Cart Name 2013 03 19 drumcs 01 Description Priority Normal v Supplier Line Item Details Show line details For selected line items Add To Favorites APPLE COMPUTER INC more info PO Number To Be Assigned The item s in this group was retrieved from the supplier s website What does this mean Need to make changes MODIFY ITEMS VIEWITEMS Item s was retrieved on 11 25 2013 11 49 23 AM Line s 1 Unit Price Quantity Ext Price v Product Description Catalog No Size Packaging 1 IPAD AIR SMART CASE BLACK USA 4 more info MFOS1LL A EA 79 00 1EA 79 00 USD v Supplier subtotal 79 00USD Using any of these options will launch a new window which asks the user to specify a nickname for the item and a destination folder If a personal folder is not already set up click on the New button and follow the prompts Add To Favorites Step 1 Edit Item Details Item Nickname Quantity Expenditure Authorization 500 from CHARLESTON COUNTY GOVERNMENT Add Description Step 2 Select Destination Folder 2 New Personal My Favorites Shared Apple Software Forms Microsoft Office Licenses Xerox Renewal cance Checking Out Once all desired goods and services are added to the cart it is ready to be submitted to become an order If a user has only Shopper permissions the cart must be assigned to a Requisitioner to submit the cart for ordering College of C
59. tion Items Notifications 200 00 USD Q Shop My Carts and Orders Open My Active Shopping Cart v U Continue Shopping 1 Item s for a total of 200 00 usp anke ec ee Proceed to Checkout or Assign Cart 2013 11 18 drumcs 01 Be sure to click the Save button when finished renaming the cart College of Charleston eProcure User Guide February 2014 Page 17 Managing Carts It is possible to have multiple carts at one time screenshot below To create a new cart click on the View Draft Shopping Carts line from the My Carts and Orders Menu This will list all of the user s draft shopping carts The active cart is identified with a red shopping cart icon EA instead of white EJ Carts can be deleted if no longer needed Simply click on the Delete button red circle to the far right of the cart To create a new empty shopping cart click on the Create Cart black circle button at the top left corner of the screen This cart will now become the active cart The user can make any draft cart the active cart by clicking on the shopping cart icon next to the name of the desired shopping cart Cheryl Drum Action Items Notifications 200 00 USD Q ers View Draft Shopping Carts v Assign Substitute AA My Drafts legend Active Cart Shopping Cart Name Date Created Cart Description Total Delete 2013 03 19 drumcs 01 3 19 2013 4 758 66 USD Delete 2013 11 08 drumcs 01 11 8 2013 1 057 02 USD 201
60. ue Shopping Requisition PR Approvals PO Preview Comments Attachments History Summary Shipping Billing Accounting Codes Supplier Info Taxes S amp H Q Hide value descriptions Billing These values apply to all lines unless specified by line item Bill To edit 7 p Billing address Accounts Payable If the No credit card has been College of Charleston 3 66 George St assigned message is underneath the Charleston SC 29424 Credit Card Info section then the uke order will not be paid via a PCard Credit Card Info No credit card has been assigned If the credit card information is in that manage your cards section but the PCard will not be used to pay for this order click on the blue pacman edit button and then choose the blue Clear button in the pop up box Credit Card Info Complete the fields below to enter your credit card information for this order Or to add a new credit card click here Click on the blue edit button next to Credit Card Info card Details eProcure allows the user to either enter a new credit card or cardholder Name to choose from a card already stored in the user s profile ee Card Security Code Expiration Date 1 v 2014 v Cancel Clear Choosing a Fiscal Year Click on the Billing section of the progress bar To place an order against the next fiscal year click on the blue edit button next to Billing Options see above screenshot Col
61. unassigned withdrawn if needed ison oe From this window search for the desired assignee or select from a previously added list of Cart Assignees this list can be created in the user s profile settings A note to the assignee can be added at this screen as well Click on the Assign button to send the cart to the Requisitioner for approval The Requisitioner will receive an email notification that a cart has been assigned and is awaiting action College of Charleston eProcure User Guide February 2014 Page 29 Approving Requisitioners and Approvers will need to approve orders from time to time eProcure is set up so that when an approval is required an automated email is generated and sent to all available approvers There are two ways to access pending approvals after logging into eProcure The first step is to go to the Action Items box which is located on the top right hand section of the main page next to your user name Clicking on the Action Items link in this box will expand the menu showing everything that is waiting for the user s attention Notifications 0 00 USD Q The other way to access approvals is via the Orders amp Documents menu from the Main navigation bar Select Approvals and then My Approvals from the menu Orders amp Documents Document Search PProvels My Approvals Approvals ee Approval Notifications Sales Orders And Shipments My Recent Approvals Clicking on either the na
62. vigation bar or the Action Items link will bring you to a page that looks like the following screenshot Total Results Found 7 All Dates Approve Complete v em Filtered By Sort by Submit date newest first Type Requisition All Dates View Approvals For Stephen Osborne Date Range Filter My Approvals Type Requisition v Date Range All Dates View Approvals For Stephen Osborne osbornes v Folders Yo Index 170026 PP Special Projects 5 000 00 9 999 999 99 USD 1 Index 210040 TD Arena Rental Operating 5 000 00 9 999 999 99 USD 1 Index 170005 Bldg and Equip Maint College of Charleston Hide requisition details amp expand all collapse all Results per folder 20 v Index 170003 Central Energy 5 000 00 9 999 999 99 USD 1 result Index 170005 Bldg and Equip Maint 5 000 00 9 999 999 99 USD 1 result Index 170026 PP Special Projects 5 000 00 9 999 999 99 USD 1 result _ Index 170034 North Campus LGC Upfit 10 000 01 9 999 999 99 USD 1 result _ Index 170034 North Campus LGC Upfit 5 000 00 9 999 999 99 USD 1 result i Index 170036 RH 9 999 999 99 USD 1 result 4 L Index 210040 TD Arena Rental Operating 5 000 00 9 999 999 99 USD 1 result Requisition No pplier i Ti Amount Action V Assignee Requisitioner Approver 46917870 DAKTRONICS Not Assigned 2 3 2014 12 08 PM Joshua Bryson 9 765 00 USD FETT M
63. will need to be bid out Please use NEEDSBID as your vendor If your vendor is a new vendor please Select by typing UNKNOWN in the Supplier box and Fill out the New Supplier Request or Change Form along with the company s IRS W 9 Form and attach them to your order in the checkout General Info College of Charleston eProcure User Guide February 2014 Page 38 In the Non Catalog Form there are links red box in above screenshot to the required forms The New Supplier Request or Change Form is an Adobe form that allows the user to complete the required information fields save the document and attach it to the order Attach a copy of the company s W 9 the IRS W 9 form is required by State and Federal law and the completed New Supplier Request or Change Form to the shopping cart during the checkout process internal attachments These forms are also available on the Office of Procurement s website Avoid Delays lf the completed W 9 and New Supplier Form are not attached to the order it will stop in Procurement until they are received and processed Placing an Order with the New Supplier Even if the New Supplier Request or Change Form is attached to the order it is still possible to place the order normally without having to wait for the new vendor to be set up To do so select the vendor named UNKNOWN on the Non Catalog Form This is a temporary placeholder until the new vendor is set up in both Banne
64. x is the fund number the order is charged against e Account is the broad expense category describes the good or service College of Charleston eProcure User Guide February 2014 Page 24 Cheryl Drum Actionltems Notifications 1 057 02 USD Q W Shop My Carts and Orders Open My Active Shopping Cart General Shippin Billin Accounting Fairand 5 Internal Notes and gt External Notes and Final 0 General _ aoe Codes Reasonable Price Attachments Attachments Review es U Return to shopping cart Continue Shopping amp Almost ready to go The list below needs to be addressed before the request can be submitted Required field Account Required field Index Requisition PR Approvals PO Preview Comments Attachments History Summary Shipping Billing Accounting Codes Supplier Info Taxes S amp H Accounting Codes Index Account Required field Required fiel These values apply to all fines unless specified by line item d Click on the blue edit button to enter the index and account numbers If the number is unknown the user can search for this information either by number or by the alpha description Click on the Select from all values link to start the search Accounting Codes Select from your code favorites Account add spit Select from profile values_ Select from all values_ Select from all values_ Required field Required field cones Type the description of the index i
65. yment Options EI Addresses Found 2 a Page 1 of 1 gt Name Address U 2 Greenway Attn Cheryl Drum Dept Procurement Rm Mrtndale Bell 2 Greenway Charleston SC 29401 United States 2 Bell Building Attn Cheryl Drum Dept Procurement Rm Bell Building 81 St Philip Street Charleston SC 29403 United States As illustrated in the screenshot above entering Bell in the Nickname field will retrieve the Bell Building address Alternately entering 81 in the Address Text field will also return the Bell Building address The Procurement Office recommends searching by the Address Text field College of Charleston eProcure User Guide February 2014 Page 9 Once the desired address is located select it by clicking on the radio button 77 next to the building name The next step allows the user to customize the address by assigning it a nickname a default Attention To person Department and Room Number The address can be set as the default address in this step by ticking the Default checkbox Users can add multiple addresses to their profile During the check out process the ship to address can be changed from the default address to one in the profile This is helpful if ordering for different locations Be sure to click the Save button when finished shopping Shopping with eProcure is very similar to shopping online at sites such as Amazon All items to be ordered are first placed into a shopping ca

eProcure User Manual - Procurement and Supply Services

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