eProcure Quick Reference Guide

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Banner Self-Service (Personal Information) ~ add your CofC office phone

Changes to existing PO

Increases/decreases/changes in FOAPAL/cancellations are initiated by submitting a Change Request Form Add form to an EMPTY shopping cart. Follow normal ‘check-out’ procedures to submit request

Contracts

Search for goods and services on College contracts on the home page Select pre-populated form from search results

Complete Profile

Add department name

Add shipping information ~ enter street # and search to find list of pre-populated addresses; room & phone number are required Add your PCard to payment options in your profile (Default User Settings)

Approvers - enter PIN to utilize the email approval function

New Supplier

If supplier is not in eProcure, use ‘Unknown’ as vendor on the ‘Non-Catalog Form’

Attach completed New Supplier Request or Change form and IRS Form W-9 under Internal notes/Attachments during the check-out process

Non-catalog Form

Check the ‘taxable’ box when ordering goods Commodity code must be entered

To enter multiple non-catalog items for one order, choose ‘Add to cart and Return’

PO Renewal

Purchase Orders are not renewed, submit new requisition for next fiscal year

Change fiscal year to July 1, 20xx ~ billing tab - only required when current & new fiscal year is open simultaneously (JUNE)

Receipt

Create a quantity or cost receipt for goods received by the department; partial receipts are allowed Locate the PO in the ‘Orders & Documents’ page, select from available actions drop-down menu

No receipt needed if purchased with PCard or shipped to Central Stores or IT

Requisition errors

Make sure to check the cart out after adding all your items

Clear all the alerts or errors on the progress bar (all section will have green checkmarks) Click on ‘Final Review’ to illuminate the ‘Place Order’ button

Requisition returned

Check bottom of email for reason and instructions to correct

Order split between 2 or more indices ~ assign cart to Procurement 1st

Shortcuts

Use Favorites for frequent purchases and shared college’s favorites Rename cart to describe contents

Shopper Only

PCard purchases – click on the ‘Place Order’ button

All other purchases – assign to an approver to click on the ‘Place Order’ button