How to:

Create a Purchase Request

Order Nickname: You can fill out a brief description of what the order contains.
Order placed by: Your name will auto-fill by default.
Order placed on someone else's behalf: Click the checkbox if you're creating the request on behalf of someone else. Use the magnifying glass to search and choose the person you're looking for. You'll be able to click the Notify on submission if needed.
Your Phone: You're phone number can be entered.
This request has already been ordered: This can be checked to record a purchase that has already occured.
Account Code: An account code can be selected.

A shortcode is required, however, there is an option to seek a shortcode from the shortcode owner who will be notified.
Provide shortcode owner istead of shortcodes: Requesting a shortcode from the shortcode owner can be done in the Shortcodes section. Click the checkbox, and an option will appear for you to search and enter the person you need.

If you have the option to provide a shortcode owner, click the checkbox, and a magnifying glass will appear so you can search for the person you need.
Add Shortcode: Click this button to enter a shortcode. The system requires a shortcode or a shortcode owner to finalize the request.
The shortcode owner will auto-fill based on the shortcode that is entered.
Add shortcode: The allocation percentage will default to 100%. The shortcode can be split by entering each amount or by entering each percentage.

Recipient: This should automatically be filled out with your first and last name.
Shipping Address: Use the drop-down to search common addresses. Instead, you can select Other, and a cell will appear to fill in the building and address you need. You can also set up your shipping address in your profile and it will fill in automatically.
Room #: A room number can be entered in this cell if needed.
Expedited shipping: If approved, expedited shipping can be selected with this checkbox. An explanation is required to use this option. The shortcode owner's approval is required for this option.

Ship off-campus: This option appears if Other is selected as the shipping address. The off-campus address and justification is required to be filled in for situations where off-campus shipping is approved.

(Only one supplier can be on an OPS ticket)

Search for a Supplier: You can select from the dropdown list of commonly used vendors, and OPS will autofill the rest of the information.
If the supplier isn't listed you can enter one by using the Use unlisted supplier button. If you would like to use that supplier in the future, please enter a comment in the Comment section so the purchaser can add it to the dropdown list for future use.

Marketsite cart: If the items are being ordered from the Marketsite catalog, the requester can create a cart and assign the cart to the purchaser in Marketsite. You can then insert a comment in the Order Items section to let the purchaser know the name of the cart as it appears in the sample below.

Use unlisted supplier: If you don't see the supplier you need, you will need to provide the supplier name, contact information, and website.
WARNING: If you need to save the supplier for future use, click the Create New Supplier button before you fill in the information. A New Supplier pop-up screen will appear so you can fill in the details and save them.

There are two options to add order details.
- You can upload a quote, copy a URL, or provide a Marketsite cart
  - Describe which option you are using
  - Upload the quote, fill in the URL, provide the cart number (ie. See Marketsite Cart above)
  - If you upload a quote, click on the red trash can to delet the lines and fill in the Order Total with the quote total.

- You can enter each item - All fields are required except the URL and shipping fees.
  - The URL will help the purchaser get the exact item.
  - The shipping fees, if known, should also be filled in.
  - The line item order totals will automatically generate.
Add Item: Click this button to add lines.

Quotes, Sole Source Forms, invoices, and shopping carts can be added by clicking on the Browse button for each option.
A pop-up menu will appear so documents can be dragged or uploaded into the pop-up with a click and search from your computer.
After the request has been saved, all attachments will be uploaded in the Other Attachements section (see below).

Comments can be posted on the ticket. All communications about the request should be recorded in the comments sections. Avoid communicating via email.

Emails, warranties, packing slips, etc., can be attached by clicking the Add Other Attachment button.
You attach as many documents as needed.
Submit Request: Click this button when you're ready to submit the request.
Save Draft: Click this to save a request that will be submitted later.

The requester can modify a purchase request until the order status is changed to Processing. Once the status has changed, the assigned purchasing staff member must be contacted through the Comments pane to make any changes to the order.
To see the status of a submitted request can be found by clicking Request Submitted By Me under the Requester tab.

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