Requisition Workflow System MC-TSG’s BUYMCOECN
MC-TSG in conjunction with the SSDT and the Wilson County ESC in Indiana has developed an Eprocurement system for the State of Ohio integrating USAS software with a requisition workflow system. Eprocurement is a term used to describe electronic methods of conducting business transactions.
Requisition WorkFlow Process It starts with a “shopper” who generates a requisition on-line via the buymcoecn.org website. The requisition is then sent electronically to an “approver” who approves the requisition and sends it onto the next stop of the approval flow. Once a requisition has been through the final approval, a PO can be assigned by the “PO Assigner”.
What about USAS? The aforementioned steps may be performed without having to interact with the USAS software however it is fully integrated with USAS. What this means is that at any step, you can look up the requisition in USASWEB or REQSCN and see what the current status is. NOTE: A flag in USACON must be set active so USAS knows you are utilizing a third-party requisition approval system. This flag will cause an "approval status" field to appear in the header area of the requisition (in USASWEB or REQSCN) and allows the outside system to update this field throughout the approval process.
Review of the Roles in requisition workflow system Shopper: Shoppers are those that generate requisitions by choosing items to purchase. Examples: Secretaries, Teachers Approver: approve the requisitions created by the shoppers and forward the requisition on to the next stop in the approval flow Examples: Principals, Supervisors PO Assigner: Once a requisition has been through final approval, a PO is assigned Examples: Assistant Treasurer, Accounts Payable Clerk
Creating a New Requisition To begin a new requisition, click on the tab following by New Requisition Requisition Name: the req can be named anything you wish Notes: enter in anything you would like approver or vendor to see or also used like “requisition description” field in USASWEB. (an overall description of the req) Click on and the new requisition is currently being established Shopper
Adding New Item Click on New item and 4 methods of shopping are available under Select NEW Item Type Catalog Line Item: vendor’s catalog is available on this website Vendor-Catalog Item: a.k.a. “punch-out vendor” takes you to the vendor’s website Open Item: for vendors who do not have a catalog or website that can be accessed directly. Favorite Item: On right side select Ship To address and Budget Code to be charged for the item Shopper
Catalog Line Item On right side, under Catalog, select from the catalog you wish to shop from Then click the Category of item followed by SEARCH Once you click on search, all items available for under that category are displayed Click on the photo of the item you wish to purchase and verify ship-to, budget code and enter quantity. Click on add to requisition. Click on New Item to add another item to the requisition Shopper
Vendor Catalog Item Select Vendor-Catalog Item Under Select Vendor, select vendor website you wish to shop It will now take you to the vendor’s website. Select the products you want and it will place it in cart (i.e. shopping cart) When you “check-out” of the vendor website, it will transfer the items to the requisition. Click on New Item to add another item to the req Shopper
Open Item Enter Description Product Number if there is one Price Quantity Vendor Catalog Shopper
Favorite Item Whenever items are added to requisition, you have the option to add the item as a favorite item in order to create your own Favorite Items list. Normally, these would be items you purchase on a regular basis When adding a new item and after clicking on Favorite Items, it will display a list of your favorites. Select the product you want. Shopper
Submit Requisition for Approval Once you are finished entering items for your requisition, you need to submit it for approval. Click on Submit Requisition A dialog box will appear prompting, Are you done shopping and ready to submit this requisition for approval? Click on to forward your requisition to the approver An will be automatically sent to the approver containing the details of the requisition. Shopper
Print Requisition A requisition may be printed anytime it’s currently being displayed. Click on Print Requisition and a window will open and a dialog box will ask if you want to OPEN the file. Select OPEN. The requisition will then be displayed in a separate window. Shopper
Print Requisition To print the requisition, click on Print icon and another dialog box will appear Click on OK and the requisition will be printed. Shopper
View approval workflow Launches on-screen report that indicates where requisition is in the approval process Display requisition and then click on View Approval Flow and it will show what approvers have and have not take action against the requisition Shopper
Approving a Requisition via As an approver, you have two ways to approve and/or reject a requisition Via Through the system approval Once a requisition is submitted for approval, an is sent to you as the approver Shows who created it, what they ordered and total amount of requisition Click on link to APPROVE this requisition, and you receive message “your response has been successfully processed” and an will be sent to the next approver in the approval chain Once it’s been sent to the FINAL APPROVER, the requisition will be convert to a PO and an sent to the PO ASSIGNER who will be responsible for assigning a PO number. APPROVE WHO WHAT TOTAL $ REJECT Approver
Approving a Requisition thru system If you want to approve the requisition through the system, Click on tab, then click on Approvals Requisitions requiring your action will be listed. Select the requisition you want to approve You may edit the budget code or ship to before accepting the requisition. Also a box is provided for “approver-only notes” where you can enter notes you want awaiting approvers to see Click on ACCEPT and it will ask if you want to “accept this requisition and forward” An is then sent to next approver in approval chain If you are the final approver, it will be converted to a PO or POs depending on how many vendors involved and an is sent to PO ASSIGNER (person responsible for assigning PO #) Approver
Rejecting a Requisition via Rejection: In the , click on link to REJECT this requisition, and you receive message “your response has been successfully processed” and an will be sent to the originator stating you rejected the requisition. The originator must log in and make changes to at least one item before resubmitting for approval. Approver REJECT
Rejecting a Requisition thru system If you want to reject the requisition through the system, Click on tab, then click on Approvals Requisitions requiring your action will be listed. Select the requisition you want to approve Click on Reject Dialog box appears asking “Do you wish to reject this requisition and return it to the creating user?” Click on YES. Notes box appears so you can provide an explanation for the rejection Originator receives an stating you rejected the requisition. They must log in and make necessary changes to requisition and resubmit for approval Approver
PO Assigner Once requisition has been approved by final approver, an is sent to PO Assigner informing them requisition is ready for PO assignment Select and then PO Assignments which displays requisitions ready for PO numbers to be assigned to them PO Assigner has 3 options when assigning PO :: displays requisitions that generated the POs (if you have multiple vendors on the requisitions, several POs will be generated)????? : Opens select PO so PO number can be assigned displays listing of all POs awaiting assignment PO Assigner
How to assign PO Select the PO you want and click on The PO details will appear on the screen with an “Enter PO” box to allow you to enter a PO number. Click OK The PO has been submitted electronically to the vendor PO Assigner