FAQ's
Frequently Asked Questions
What is the Online Purchasing System (OPS)?
The Online Purchasing System (OPS) is a web-based tool for managing purchasing and procurement workflow within a department or unit.
Who can use OPS?
OPS is available to individuals who have a U-M uniqname and Kerberos password.
How do I log into OPS?
OPS uses single sign-on which is the same as your Kerberos & Email
What user roles are available?
Requester -The requester is the person who needs to purchase goods or services. The requester should create a profile before making the first request. The requestor should also read the "Site Information" to understand how the system works.
Shortcode Owner - The shortcode owner is the person who approves the purchase request for each shortcode on the ticket. A request will route to the shortcode owner for approval. A request cannot be processed until the shortcode owner approves the request.
Financial Manager - The financial manager is the person who reviews the request to make sure it is compliant with university policies and procedures, including the existence of funding for the purchase. A request will be routed to the financial manager for approval. A request cannot be processed until the financial manager approves the request.
Purchaser - The purchaser is the person who processes the order. Once the order is placed, the purchaser updates the status of the request, and the requestor is notified. The purchaser also uploads documentation and provides updated information to the requestor when needed.
Groups - Groups can be created so that several people can view purchase requests within their group.
Click here to set up your profile.
How do I set up my profile?
How do I create a request?
How can I see my request?
Under the "Requester" tab choose "Requests Submitted By Me" in the dropdown to see your requests.
I'm not able to see the status descriptions on the Purchase Request Form. How do I make them show up?
The text goes away if the window width is too small. Increase your window width andyou should be able to see the text. If you still have an issue, contact CAEN at coe-dept-support@umich.edu
Can I edit a request after I submit it?
A purchaser can make changes at any point, the requester, finance approver, and shortcode owner can only update until the the status of the order enters the "Processing." To make changes, find and choose the request you want by clicking "View." Once you're in the ticket, you can change the fields and save your changes.
What do I do if I can't edit my request but corrections or adjustments need to be made?
Contact the assigned purchaser by opening up the ticket and placing a comment within the request. The purchaser will work with you to correct the request.
At what stage can I edit a request without needing re-approvals?
If the request has not yet been approved, it can be edited. If the status of the ticket has reached "Processing," it has already been approved. At that stage only the purchaser can edit it. If the request has been approved but has not reached the status of "Processing," re-approval will be triggered if the total has increased beyond the department pre-set threshold amount. The department threshold can be overidden at the individual level on the preference page at the shortcode owner's discretion.
How do I cancel a draft order?
Under the "Requester" dropdown, choose "Requests Submitted By Me." Look for the draft under the "Status" column. Once you find your order, click "View" under the "Order #" column. Clicking view will bring you to your order. Once there, you will see a red "Discard Draft" button on the right upper corner of the purchase request form. Click the button, and the draft will be cancelled.
How can I cancel a request?
Go to the bottom of the request form and click the Edit button. The Cancel buttom will appear. All you need to do is press the Cancel button and save your changes.
Do I still need to use my pcard, Marketsite, etc. to order?
The OPS system is a ticketing system. Actual ording is done outside of the system in the usual way you've done it in the past.
How do I approve a request?
An email will be sent to the Shortcode Owner and the Financial Manager. Follow the link in the email to access the request ticket. Once there you will see your uniqname in the Shortcodes box with a green"Approve" button and a red "Deny" button. Simply click the choice you desire.
Can an ad-hoc approver be added?
When submitting a request or as a shortcode owner, you can change it to someone else. You can also request someone add a comment indicating approval (they would need access to the request in order to do so)
Can a shortcode approver choose a back-up when they are out of office?
The shortcode approver can manually change the shortcode approver so OPS will notify the new/temporary approver. Alternatively, the shortcode owner can fill in the "Delegate All Approvals" section to set up rules for temporary approvals.
Can I be the requestor and the approver?
Yes, you can take the role of requestor and approver as long as the purchaser is another person.
Can I be the approver and the purchaser?
No. The purchaser and the approver need to be separate individuals even in the case of a pcard purchase.
Are the only choices for Shipping Adresses in the address dropdown?
If the requester set up a profile with a default shipping address, it will automatically populate. If you need to choose a shipping adress, there are some prefilled choices. You can also edit the Shipping Address and Room # fields to add a new address and room number.
How does the SSC know who's PCard profile to use when the "Submit to SSC" is selected?
By default, the SSC will create a Concur Expense Report based on the person who submits the report. An alternative PCard holder can be used by adding instructions in the comments
What department settings descriptions are available?
Click here to find a list of department settings descriptions.
How can I add a new supplier for future use?
Only purchasers can create a new supplier for future use. Requesters should insert a comment in the Comments section of the request form to tell the purchaser to create the new supplier. The purchaser will see the Create New Supplier button and a new screen will appear and a set of fields will be available to create the supplier.
What types of transactions are covered by OPS?
Click here for more information about transaction types.
Do I need to submit a request for my own travel on my own pcard?
No. If another staff member is booking your travel or procuring travel expenses for you, then you need to submit a request in OPS. For more information on what types of transactions are covered by OPS, Click here.
What is the Engin Admin purchasing process?
The overall purchasing process, once OPS has been implemented within Engin Admin, is illustrated here.