Requisition Workflow System

MC-TSG’s BUYMCOECN

MC-TSG’s BUYMCOECN MC-TSG in conjunction with the SSDT

and the Wilson County ESC in Indiana has developed an Eprocurement system for the State of Ohio integrating USAS software with a requisition workflow system. Eprocurement is a term used to describe electronic methods of conducting business transactions.

Requisition WorkFlow Process It starts with a “shopper” who

generates a requisition on-line via the buymcoecn.org website.

The requisition is then sent electronically to an “approver” who approves the requisition and sends it onto the next stop of the approval flow.

Once a requisition has been through the final approval, a PO can be assigned by the “PO Assigner”.

What about USAS?The aforementioned steps may be performed without having to interact with the USAS software however it is fully integrated with USAS. What this means is that at any step, you can look up the requisition in USASWEB or REQSCN and see what the current status is.

NOTE: A flag in USACON must be set active so USAS knows you are utilizing a third-party requisition approval system. This flag will cause an "approval status" field to appear in the header area of the requisition (in USASWEB or REQSCN) and allows the outside system to update this field throughout the approval process.

Review of the Roles in requisition workflow system

Shopper: Shoppers are those that generate requisitions by choosing items to purchase. Examples: Secretaries, Teachers

Approver: approve the requisitions created by the shoppers and forward the requisition on to the next stop in the approval flow Examples: Principals, Supervisors

PO Assigner: Once a requisition has been through final approval, a PO is assigned Examples: Assistant Treasurer, Accounts Payable

Clerk

Creating a New Requisition

To begin a new requisition, click on the tab following by New Requisition Requisition Name: the req can be named anything you wish Notes: enter in anything you would like approver or vendor to see or also used like “requisition description” field in USASWEB. (an overall description of the req) Click on and the new requisition is currently being established 

Shopper

Adding New Item

Click on New item and 4 methods of shopping are available under Select NEW Item Type

Catalog Line Item: vendor’s catalog is available on this website Vendor-Catalog Item: a.k.a. “punch-out vendor” takes you to the vendor’s website Open Item: for vendors who do not have a catalog or website that can be accessed

directly. Favorite Item:

On right side select Ship To address and Budget Code to be charged for the item

Shopper

Catalog Line Item

On right side, under Catalog, select from the catalog you wish to shop from

Then click the Category of item followed by SEARCH Once you click on search, all items available for under that

category are displayed Click on the photo of the item you wish to purchase and verify ship-to,

budget code and enter quantity. Click on add to requisition.

Click on New Item to add another item to the requisitionShopper

Vendor Catalog Item Select Vendor-Catalog Item Under Select Vendor,

select vendor website you wish to shop

It will now take you to the vendor’s website. Select the products you

want and it will place it in cart (i.e. shopping cart)

When you “check-out” of the vendor website, it will transfer the items to the requisition.

Click on New Item to add another item to the req

Shopper

Open Item

Enter Description Product Number if there is one Price Quantity Vendor Catalog 

Shopper

Favorite Item

Whenever items are added to requisition, you have the option to add the item as a favorite item in order to create your own Favorite Items list. Normally, these would be items you purchase on a regular basis

When adding a new item and after clicking on Favorite Items, it will display a list of your favorites. Select the product you want.

Shopper

Submit Requisition for Approval

Once you are finished entering items for your requisition, you need to submit it for approval.

Click on Submit Requisition A dialog box will appear prompting, Are you done shopping and ready to

submit this requisition for approval? Click on to forward your requisition to the approver An email will be automatically sent to the approver containing the details

of the requisition.

Shopper

Print Requisition

A requisition may be printed anytime it’s currently being displayed.

Click on Print Requisition and a window will open and a dialog box will ask if you want to OPEN the file. Select OPEN.

The requisition will then be displayed in a separate window.

Shopper

Print Requisition

To print the requisition, click on Print icon and another dialog box will appear

Click on OK and the requisition will be printed.

Shopper

View approval workflow

Launches on-screen report that indicates where requisition is in the approval process

Display requisition and then click on View Approval Flow and it will show what approvers have and have not take action against the requisition

Shopper

Approving a Requisition via email As an approver, you have two ways to

approve and/or reject a requisition Via email Through the system

Email approval Once a requisition is submitted for

approval, an email is sent to you as the approver Shows who created it, what they

ordered and total amount of requisition

Click on link to APPROVE this requisition, and you receive message “your response has been successfully processed” and an email will be sent to the next approver in the approval chain

Once it’s been sent to the FINAL APPROVER, the requisition will be convert to a PO and an email sent to the PO ASSIGNER who will be responsible for assigning a PO number.

APPROVE

WHO

WHAT

TOTAL $

REJECT

Approver

Approving a Requisition thru system

If you want to approve the requisition through the system, Click on tab, then click on Approvals Requisitions requiring your action will be listed. Select the requisition you want to approve You may edit the budget code or ship to before accepting the requisition. Also a box is

provided for “approver-only notes” where you can enter notes you want awaiting approvers to see

Click on ACCEPT and it will ask if you want to “accept this requisition and forward” An Email is then sent to next approver in approval chain If you are the final approver, it will be converted to a PO or POs depending on how many

vendors involved and an email is sent to PO ASSIGNER (person responsible for assigning PO #)

Approver

Rejecting a Requisition via emailEmail Rejection: In the email, click on link

to REJECT this requisition, and you receive message “your response has been successfully processed” and an email will be sent to the originator stating you rejected the requisition.

The originator must log in and make changes to at least one item before resubmitting for approval.

Approver

REJECT

Rejecting a Requisition thru systemIf you want to reject the requisition through the system,

Click on tab, then click on Approvals

Requisitions requiring your action will be listed. Select the requisition you want to approve

Click on Reject Dialog box appears asking

“Do you wish to reject this requisition and return it to the creating user?” Click on YES.

Notes box appears so you can provide an explanation for the rejection

Originator receives an email stating you rejected the requisition. They must log in and make necessary changes to requisition and resubmit for approval

Approver

PO Assigner

Once requisition has been approved by final approver, an email is sent to PO Assigner informing them requisition is ready for PO assignment

Select and then PO Assignments which displays requisitions ready for PO numbers to be assigned to them

PO Assigner has 3 options when assigning PO :: displays requisitions that generated the POs (if you have

multiple vendors on the requisitions, several POs will be generated)????? : Opens select PO so PO number can be assigned displays listing of all POs awaiting assignmentPO Assigner

PO Assigner

How to assign PO Select the PO you want and click on The PO details will appear on the screen with an

“Enter PO” box to allow you to enter a PO number. Click OK

The PO has been submitted electronically to the vendor

PO Assigner