E-Procurement Updates and Tips

June 25, 2009

How do I edit multiple requisition lines at one time? 

Using the Mass Edit feature saves time when creating multi-line requisitions.  This feature allows users to make changes to the first line item that will cascade to all selected requisition line items.  For example, if the Bill To address needs to be changed on the entire requisition, users can use the mass edit tool to make the change on Line 1.  Once the Mass Edit changes are submitted, they will show on all line items selected.  For more information on Mass Editing and fields that are available during Mass Edit, see the System Tip on the NC E-Procurement Portal page. 

Can I approve more than one requisition at a time? 

Yes, there is the ability to mass approve requisitions within the NC E-Procurement system.  The ‘Mass Approve’ function is similar to the ‘Mass Edit’ function.  From the Approval Queue, select the checkboxes next to each requisition you would like to approve and the click ‘Approve’ button. 

How can I include my entire item description in eQuote? 

There may be times when the entire eQuote description for an item will not fit in the designated line item description text field.  In these instances, it is best to include a brief description of the item and reference an attached document in the description field.  By doing this, suppliers will have a general idea of the item requested and can view the attached document for the entire description of the item.   Users can attach 5 documents per eQuote and each attachment can be up to 100kb. 

Can I change my email notification preferences? 

The NC E-Procurement system is designed to notify approvers of requisitions needing approval and requisitioners of actions taken on a requisition they created.  When a new user account is created, default email notification settings are defined, but can be changed to meet each user’s needs.  By going to the ‘Preferences’ section of the E-Procurement Homepage, users can select ‘Change my email notification preferences’ to determine the frequency in which they receive email notifications. 

How can I copy requisitions and line items in E-Procurement?

When creating a requisition that is similar to that of an existing NC E-Procurement requisition, users can copy the original requisition using the following steps:

1. Locate the requisition to copy in the appropriate status folder
2. Check the checkbox next to the requisition
3. Click the ‘Copy’ button

This automatically creates a new requisition with a new requisition ID number in the ‘Composing’ folder. By using the ‘Copy’ feature, users will not have to key non-catalog information into the system again.  The Copy feature will also copy any items that are listed in the Catalog including an updates made since the item was originally selected.   Punchout Items cannot be copied because these items are listed and maintained on the individual company’s websites.

Users can also copy individual lines within a requisition.  To save time creating Catalog and Non-Catalog Requisitions, simply select the checkbox next to the line needing to be copied and select ‘Copy.’  This will add an additional line to the requisition with all of the information included from the initial line.  Users can then make any necessary changes to the copied line.  For example, if a user is ordering 2 computers that are exactly the same, but need to be shipped to 2 different locations, create a line that shows 1 computer and copy the line.  The only field that will need to be changed is the ‘Ship To’ address.