11I Purchase Orders - PDF

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11I Purchase Orders - PDF Powered By Docstoc
					               Email Notifications
                iProcurement Requisitions
                Purchase Orders



Contents - Sections

1. Introduction ...............................................................................................2
2. Email Notification Setup...........................................................................3
3. Change General Preferences ....................................................................4
4. Example of Individual Email Received by Approver (e.g., Requisition)                                            5
5     Example of Individual Email Received by Approver (e.g., PO)......... 6
6. Example / Daily Summary Email for Approver (e.g., for iProc/PO user)                                            7
7. Example of Email to Approve or Reject a Requisition or Purchase Order 8
8. Create a Rule Within Your Email System for Notifications ...............10


Last Revised: 17 May 2010
1.      Introduction

This guide is intended to be used as reference for those users who wish to receive email notifications to assist with the quick and timely approval of
requisitions and/or purchase orders.

This guide assumes that users have the following skills:
    FIS Navigation
    Create requisitions via iProcurement
    Raise purchase order and approve orders through the Purchasing module
    Familiarity with the Notifications screen




     Last revised: 15 Oct 2008                                             UCL FIS Team
2.        Email Notification Setup
Of those within the list of values, we recommend one of the following options. All users within a department will have their email notification
changed to ‘HTML email with attachments.’

Table 1: Email Style Options
         Email Style      Description                                                                  Type of FIS user
         Name within
         FIS

     1.    ‘Do not send   FIS will not generate an email notification.                                 Frequently in FIS, either the iProcurement
           me mail’                                                                                    and/or Purchasing Module.

                                                                                                       For PIs, it is recommended that you select
                                                                                                       either Option 1 or Option 2.
     2.    ‘HTML mail     Provides an html based email with brief details of the requisition or        Receive individual emails for each
           with           purchase order, with the options for an Approver to either approve or        requisition or PO to Approve or Reject. If
           attachments’   reject the transaction. The FIS user does not have to be logged into FIS     a FIS user approves requisitions or POs
                          to either approve or reject.                                                 less frequently, this may provide a
                                                                                                       suitable option.
                          If an attachment is included with the requisition or PO, the Approver can
                          click on the link to open the document. But first, you will be prompted
                          to log into FIS, if not logged in already. Note that you will also receive
                          email notifications if you approve your own requisitions and/or POs.

     3.    ‘HTML          Provides a list of all requisitions and POs that require action by the       Receive one email daily with summary
           summary        ‘approver.’ Users will need to click on the link to access their             level information for requisitions or POs
           mail’          notifications within FIS, and action within FIS. A link is provided at the   that require approval or other action. If a
                          bottom of the email to access the ‘Online Worklist’ where they can           FIS user who frequently approves
                          review further details.                                                      requisitions or POs, this may provide a
                                                                                                       suitable option.
                          If an Approver, you can approve the requisition or PO within the FIS
                          Notifications screen, as per current procedures. You will be prompted to
                          log in, if not already logged into FIS.
3.      Change General Preferences
To change your Email Notifications, click on ‘Preferences’ in the upper right corner of the navigation screen after logging in, or under General
Preferences within iProcurement. To access within iProcurement,
    Click on Preferences;
    The General Preferences screen opens, alternatively, click on the ‘General’ link in the box on the left;
    Under Notifications, select the preferred option from the drop down list. See Table 1 in Section 2 for recommended options.




     Last revised: 15 Oct 2008                                             UCL FIS Team
4.   Example of Individual Email Received by Approver (e.g., for a requisition)
     The following is an example of an individual email, e.g., ‘HTML mail with attachments’ (see Option 2, Section 2) received by an Approver,
     and indicates that this requisition requires approval. The email notification for a purchase order is in a similar format.


                                                                                Subject line indicates
                                                                                that a requisition is
                                                                                waiting for approval.                     Provide details of
                                                                                                                          the Requisition
                                                                                                                          waiting for approval


                                                                                                                            Link to the attachment
                                                                                                                            (provided if applicable)



                                                                                                                            Allows the approver
                                                                                                                            to open the requisition
                                                                                                                            and view further
                                                                                                                            details, such as the
                                                                                                                            project/account code.
                                                                                                                            If not logged into FIS,
                                                                                                                            after selecting one of
                                                                                                                            these options, the user
                                                                                                                            will be taken to the
                                                                                                                            FIS log in screen, and
                                                                                                                            then immediately to
                                                                                                                            the requisition (or PO,
                            X              X                  X                                                             if applicable).

                                                                Click on the link ‘Reject’ to reject this
       Click on the link ‘Approve’ to                           requisition (or, purchase order, which
       approve this requisition (or, purchase                   will be clearly defined on the Subject
       order, which will be clearly defined                     line and email notification)
       on the Subject line and email

                                 X – please do not use these Actions, as this functionality is not available at this
                                 time. To forward this to another approver, log in and complete this step in FIS.
5.      Example of Individual Email Received by Approver (e.g., for a purchase order)

                                                                Subject line indicates
                                                                that a purchase order is
                                                                waiting for approval.




                                                                                    Provide details of
                                                                                    the Purchase Order
                                                                                    waiting for approval




                                                 Click on the link ‘Approve’ to approve this purchase
                                                 order, or ‘Reject’ to reject this order.




                                                                           X – do not use these Actions, as this functionality is not
                                                                           available at this time. To forward this to another
                                 X   X            X                        approver, log in and complete this step in FIS.



     Last revised: 15 Oct 2008                 UCL FIS Team
6.   Example of Daily Summary Email Received by Approver (e.g., for iProc/PO user)
     The following is an example of a summary email, e.g., ‘HTML summary mail’ (see Option 3, Section 2) received by an Approver, and lists
     transactions that require your review and subsequent action, where appropriate. The email notification summary shows a list of all open
     notifications that require your attention.
                                                                                                 Examples of types of
                                                                                                 notifications




                                                                    To open one specific notification, click on the
                                                                    link here. . If you are already logged into FIS,    Provide details of requisitions
                                                                    you will be taken straight to the Notifications     awaiting approval, POs
            Click ‘Access Online Worklist’ to review all                                                                awaiting approval, and other
            FIS Notifications. If you are already logged            screen for that transaction; otherwise, you will
                                                                    be prompted to log into FIS first.                  notifications.
            into FIS, you will be taken straight to the
            Notifications screen; otherwise, you will be
            prompted to log into FIS first.
7.      Example of Email to Approve or Reject a Requisition or Purchase Order

After reviewing the details of a requisition or purchase order within an email notification, or if needed, further details of that transaction within FIS,
you are ready to either ‘Approve’ or ‘Reject’ the transaction. An example of these action steps are provided in Section 4.

Once you review the order’s details within the email notification and no further review is required, press Approve or Reject. The following email
reply opens which is a standard template provided by FIS. This example shows how the email reply will look if using Outlook as your email system.
UCL has not made changes to this template.

When the email reply opens, simply press Send.

NOTE: do not update any other text within the email, as this will prevent the action (i.e., to approve or reject the order) from taking place.

Email reply if Action = Approve




                                                                                Press send to approve a
                                                                                requisition or PO.

                                                                                Alternatively, press Send to
                                                                                reject a requisition or PO.

                                                                                Do not edit or adjust this
                                                                                email – leave as is!
                                                                                However, it is feasible to
Email reply if Action = Reject                                                  add a note if rejected.




     Last revised: 15 Oct 2008                                               UCL FIS Team
If you press ‘Reject,’ it is
feasible to add a brief
explanation before sending
this email. The person
ordering will receive an
email notification of the
rejection, along with this
note.

Add a brief note in-between
the single quotations. E.g.,
Note: ‘already sufficient
quantities in stock.’ Then,
press send (do not change
anything else on this screen)
8.      Create a Rule Within Your Email System for Notifications

        FIS support recommends creating a rule within your email system to allow all notifications to be grouped together in one folder. If you intend
        to receive individual email notifications, this may help on busy days, and allows you to group these emails in one location.

        The following example is provided for Outlook users. Other email systems most likely have a similar procedure, and your IT departmental
        support person may be able to provide help.

        Example, from Outlook:

            a) Create a new sub-folder within Outlook (e.g., FIS Email Notifications). Click on File>New>Folder, then name the folder in your
               preferred location within your email system
            b) Click Tools > Rules and Alerts
            c) Click New Rule
            d) Start creating a rule from a template should be selected
            e) Create a rule that states: Apply this rule after the message arrives from ‘fislivimap’ Move it to the new folder (e.g., ‘FIS Email
               Notification’)
            f) Click Finish >Apply
            g) Click ok

            You should now see this folder within your list of folders.




     Last revised: 15 Oct 2008                                             UCL FIS Team

				
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