OPS Tips & Tricks

General

Comments section

- Primary communication method for all aspects of the order
- Comments are permanent. Write with care.
- Captures history to refer to for questions later
- Able to email the comment to one or more specific people

Take advantage of document upload functionality

- Centrally collective documentation and quick future reference
- Important emails related to the order
- Warranties, packing slips with important information such as serial numbers, vendor contact info, etc.

If you are in multiple units, Double-check to make sure you’re in the correct unit

- Located in the upper left-hand corner under the requester tab
- Status bar at the top of the page helps you check where your order is in the process

Requester

Creating an effective business purpose statement

- Tell why and what of the purchase — just the facts.
- Examples:
  - Internal Hosting: Group name, Date, and Short description of the activity and why needed
  - External Hosting: Visitor Last Name, Location, Date, Short description of the activity and why needed
  - Travel (on pcard): Conference acronym, Location, Date(s), Short description of the activity (i.e., attend, present, etc.)
  - Expense: lab supplies, PI X, class number, student group, etc.

Waiting on approval

If several days with no response or questions from the approver pass, USE THE COMMENTS SECTION to send the approver a direct message to check on the status or remind them as they may have missed the email notification

Marketsite Orders

Create an ePro Requisition for each request individually.

Requesting for Others

Remember to use “order placed on someone else’s behalf” functionality

Shortcode Owner and Finance Approver

Never hit deny

- Use the comment section to clarify details of the purchase first

Alternate approver

- Assign an alternate approver if you’re going to be out of the office for a unit determined length of time (i.e., out more than two days, a week, etc.)

Purchaser

Use the comment section to track the ETA of items
Use SSC to process pcard transitions and create the report
Use the comments section to indicate that the order will arrive in multiple packages
Assign an alternate purchaser if you’re going to be out of the office for a unit determined length of time (i.e., out more than two days, a week, etc.)
For documentation, especially with AMAZON (and similar vendors):
- upload the email with the confirmation numbers to help with tracking and history
- Pcard require receipts that show the items have been shipped
- Follow unit preference for storage of packing slips in OPS
When purchasing, if possible, put the OPS order number in the department reference field orsimilar reference field

Supplier Information

(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.
To create a permanent supplier, click the blue Create New Supplier button. A pop-up will appear. Fill in as much information as you need to create the new supplier. If you are using a university supplier, it is best practice to include the supplier ID for your own future reference. The only required field is a supplier name.
If the requester has already entered the supplier and you want to make that supplier permanent, you need to click the blue Edit Form button to bring up the Create New Supplier button.

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