Process:
E-Pro Requisitions
<- Click on the logo for a link to Procurement Services ePRO Requisition Information
guiding statements
OPS is an internal tool that tracks approvals; manages purchasing workflow; and receives documentation as a repository
The PO process with Procurement is the same with or without OPS
All PO's function as the preferred method of purchasing goods and services
Procurement should always be contacted for PO's over $10,000
PO's over $10,000 need to be competitively bid. Procurement facilitates the process
A sole source justification is an exception to the competitive bid process and requires approval from Procurement
All quotes/contracts requiring signature, regardless of amount, necessitate Procurement's involvement for negotations and signature
Signing a contract without the involvement of Procurement is a violation of internal controls.
Before processing a purchase request
The requestor enters a ticket in the OPS system to request an order
The ticket triggers an email to alert the shortcode approver and the finance approver to let them know a new request needs approval. The ticket also alerts the purchaser
The shortcode approver and the finance approver will either waive or approve the purchase
The system automatically waives orders under an established threshold
A shortcode is required to process the Purchase Request
The purchaser makes sure the order has been properly approved or waived. If so, the purchaser processes the order.
E-PRO Requisitions - PO
Begin the ordering process by clicking on the Begin Processing button in the Purchaser Actions section
Choose the Invoice PO in the Payment Method dropdown box in the Purchaser Actions section.
Enter the business Purpose in the Purchaser Actions section
If you need to add a new permanent supplier, please click here for instructions: Tips & Tricks
Begin creating a special request ePRO Requisition in M-Pathways using a quote or invoice
In cases where a signature from Procurement is necessary, the purchaser needs to work with their purchasing agent (buyer)
If you don't know who your purchasing agent is, contact Shared Services
All purchases over $10,000 must involve your purchasing agent to create a PO
Procurement-signed PO's are contracts
The contract should be set up with an open PO if multiple invoices will be matched against a single PO over time
The procurement agent will help with the initial requisition and PO
The initial OPS ticket functions as a parent to subsequent OPS tickets that involve individual invoices
A copy of the signed contract; requisition number and PO number need to be recorded in the OPS ticket
All quotes and invoices require a new OPS ticket to take advantage of the routing links in the system
If your invoice is related to a contract, enter these additional items below in the Purchaser Actions section - required
Contract ID in the Contract ID field
The parent OPS ticket number, and the original contract amount in the Purchaser Note field
Record the requisition number in the Requisition ID field in the Purchaser Actions section - required
Once the PO number is known, enter it into the PO# field in the Purchaser Actions portion of the OPS ticket - required
An email will be sent to the Purchaser with a PO number for the requisition in question once it's ready
Alternatively, Procurement will send the PO number directly to the supplier depending on the disbatch method you used
Upload all pertinent documentation (sole source docs, contracts, requisitions, etc) in the Attachments section for all purchases
After entering the PO number, change the OPS ticket status to Ordered in the Current Status section
Upload the invoice (once you have one) using the “Manage Invoice” button. The “Send to Accounts Payable” button will become live.
You can then click that button and Accounts Payable will be able to see the invoice and PO number.
