Process:
Quote to Order & Electronic Settlement Purchases
<- Click on the logo for a link to Procurement Services Quote-to-Order Information
Note: The Supplier Portal is managed by each individual Supplier. We, as users, only have the ability to submit requests via the SSC to ask for changes to Supplier Records.
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.
Quote to Order & E-Settlement Purchases
Internal Suppliers
Internal suppliers use a variety of means for purchase requests
Quote to Order (QTO) portal and
Marketsite
Emails and phone calls (Supplier Portal/eSettlement)
If a purchase request can be handled in Marketsite or the QTO portal, please go here to follow the Marketsite process since a PO will be generated
If the Internal Supplier uses the email, phone calls, and the Supplier Portal, follow the Supplier Portal process below
Supplier Portal Organizations (via shortcode)
Click the Begin Processing button in the Purchaser Actions section
Choose Direct Shortcode in the Payment Method box in the Purchaser Actions section
Enter a comment to describe the order in the Purchaser Note box in the Purchaser Actions section and save your changes
Supplier Portal Organizations (eSettlement/shortcode) orders often live inside of emails to and from the supplier, shortcode approver, and/or purchaser
If you need to add a new permanent supplier, please click here for instructions: Tips & Tricks
If possible, request that the eSettlement supplier put the OPS ticket number into a reference field so it can show up later in the financials
Upload pdf copies of the email order, quotes, or other documentation in the Attachments section of the OPS ticket
Enter the supplier confirmation number in the Confirmation # field in the Purchaser Actions section of the OPS ticket
Change the OPS ticket status to Ordered in the Current Status section
Click Save Changes
