The Procurement Portal e5 user guide Portal Enquries
Conventions used in this document Note: something for you to take note of. For example: Every Customer must have at least one address. Tip: a shortcut or tip to help you work quickly. For example: Remember you can double-click to activate a calendar in a date field. Important: something important for you to be aware of. For example: Always review the Period selection when using transaction drill down screens Warning of consequences usually of omitting a step. [***] keyboard for example press [Enter], press [Shift]+[F3], press [F12] Menus Navigation through menus is indicated with. For example: Select Edit Paste Special Paste Picture means select Edit menu, then Paste Special from the edit menu, then Paste Picture from the Paste Special options.
Contents The Procurement Portal... 1 Introduction... 1 Logging In... 2 Portal Home Page... 3 Portal Enquiries... 4 Requisition Enquiry... 5 Purchase Order Enquiry... 7 Receipt Search... 9 Previously Authorised Documents... 11 Supplier Search... 12 My User Account... 14
The Procurement Portal The Procurement Portal The Procurement Portal Introduction The e5 Portal is the end-user, web based version of e5 where all Procurement activity happens with the exception of Procurement Cards the use of which will remain the same. Depending on your role in the Portal you will be: Raising Requisitions. Authorising Requisitions. Authorising Purchase Orders. Goods Receipting Purchase Orders. The roles are: Requisitioner raises Requisitions. Receiver goods receipts purchase orders. Budget Checker authorises Requisitions. Authorised Signatory authorises Purchase Orders. The Procurement Office authorises Purchase Orders above the value of 5,000. 1
The Procurement Portal The Procurement Portal Logging In Access to the e5 System shall be via Staff Services on the University s Portal 1. Log into University Portal 2. Click on Staff Services 3. Click on Procurement Portal to access e5 System To access the e5 Portal you must enter the following: 1. Enter your User Id. 2. Enter your Password. 3. Select Login. 2 Ulster University
The Procurement Portal The Procurement Portal Portal Home Page Workbench Your login has been assigned a role or number of roles depending on the functions you require to perform your tasks these are reflected at the top of the screen. You may be: An E-Authoriser you are a Budget Checker, Authorised Signatory or in Procurement. An E-Buyer you are in the Procurement team or a Requisitioner (for viewing outstanding, awaiting authorisation and rejected Orders etc.). An E-Requisitioner you raise Requisitions for yourself and/or others. An E-Receiver you Goods Receipt Purchase Orders to enable payment. You may only see one of these or you may see more than one depending on your role within your Department. Each role has its own Workbench which is where you will find all requisitions you have created, all Purchase Orders or Requisitions you are due to authorise, or all Purchase Orders you are due to Goods Receipt. In the lower section you can see the Procurement Office home page. You can check information here on a wide variety of procurement based information such as e5 Financial Information System, VAT Codes, Procurement Procedures and staff, Commodity Codes etc. To see your Workbench list select the Workbench list. 3
The Procurement Portal Portal Enquiries Portal Enquiries Within the e5 Portal you can search under the following: Requisitions Search for Requisitions you have entered and check their status i.e. Held, Outstanding, Complete etc. Purchase Orders - Search for Purchase Orders you have created and check their status i.e. Held, Outstanding, Complete etc. Receipts Search for Receipts for Goods and Services you have created. Suppliers Search to check whether the supplier you wish to use is set up or not. Previously Authorised Documents (Authoriser only) Check for all Requisitions and Purchase Orders that you have previously authorised and check their status. 4 Ulster University
The Procurement Portal Portal Enquiries Requisition Enquiry Requisition Enquiry From your Requisition Workbench: 1. Select RequisitionsRequisition Search. ( ) This will take you to Screen above. From here you should: 2. Enter your search Parameters in the fields above. You can search by: Requisition Details User Details Date Range Status 5
The Procurement Portal Portal Enquiries GL Account details. 3. Select Search. This will take you to Screen above 4. The results will display in the table. 5. Select the Requisition number and from the Action drop down select the action as follows: View you can view authorised and unauthorised Requisitions Revise you can only revise unauthorised Requisitions. Copy you can copy authorised and unauthorised Requisitions. Cancel (Revise) you can only cancel unauthorised Requisitions. Complete (Revise) you can only complete unauthorised Requisitions. Enquiry you can enquire on authorised and unauthorised Requisitions 6 Ulster University
The Procurement Portal Portal Enquiries Purchase Order Enquiry Order Enquiry From your E-Requisition or E-Buyer Workbench: 6. Select EnquiriesOrder Search. ( ) This will take you to Screen above. From here you should: 7. Enter your search Parameters in the fields above. You can search by: Order/Supplier Details User Details Date Range Status 7
The Procurement Portal Portal Enquiries GL Account details. 8. Select Search. This will take you to Screen above 9. The results will display in the table. 10. Select the Order number and from the Action drop down select the action as follows: View you can view Orders. Revise only the Procurement Office can revise Orders. Copy only the Procurement Office can copy Orders. Cancel (Revise) only Authorised Signatories can cancel Orders. Complete (Revise) you can complete Orders. Enquiry you can enquire on Orders. You can also link from A Purchase Order to a Requisition and to a GRN by selecting the Linked Enquiry. 8 Ulster University
The Procurement Portal Portal Enquiries Receipt Search From your E-Receiver Workbench: 1. Select EnquiriesReceipt Search. 2. Enter your search Parameters in the fields above. 3. Select Search. 4. The results will display in the table. From here you can either view the Receipt itself or cancel the Receipt 5. Select the Receipt number to view the Receipt. 9
The Procurement Portal Portal Enquiries To cancel the Receipt 6. Select Cancel. Important: Cancelling the Receipt should only be done if a genuine error has been made and you have made a Receipt against the wrong Purchase Order. You are only unable to cancel a Receipt when an Invoice has not been matched and paid against the Purchase Order. By cancelling the Receipt it opens up the Purchase Order and enables you to provide a new receipt against it. 10 Ulster University
The Procurement Portal Portal Enquiries Previously Authorised Documents Authorisers can view what they have previously authorised via their E-Authoriser Workbench. 1. From the E-Authoriser screen. 2. Select EnquiriesPreviously Authorised Documents. 3. Enter your search Parameters in the fields above. 4. Select Search. 7. The results will display in the table. 11
The Procurement Portal Portal Enquiries Supplier Search By Supplier Name You can search for a Supplier by: Supplier Name Supplier Code Short Name VAT Post Code Item Code 1. From the E-Buyer or E-Requisitioner screen. 2. Select Suppliers Supplier Search. 3. Enter your search Parameters in the fields above. 4. Select Search. 5. The results will display in the table. 12 Ulster University
The Procurement Portal Portal Enquiries By Post Code 1. Select Post Code from the Search Type drop down. 2. Enter the Post Code (or part of it) in the Search Filter field. 3. Select Search. 13
The Procurement Portal My User Account My User Account To check your User Account details you must log on and from your Workbench: 1. Select My Account in the top right hand corner. This takes you into your Account Details screen. You can view your purchasing settings and information and any changes required should be advised to the Procurement Office via email for action. 14 Ulster University