Manage eProcurement Requisitions and Purchase Orders

Overview

eProcurement Users and Department Managers may use M-Pathways to review an eProcurement requisition (ePro req) or Purchase Order (PO) to:

  • Manage or track your orders.
  • Respond to inquiries from your department about the status of orders.
  • Respond to inquiries from suppliers about orders and payment status.

The My Requisitions page provides almost all of the functionality needed to manage or track your reqs and POs. This procedure includes information about the following:

Navigation

Homepage: Purchasing and Payments; Tile: My Requisitions

Locate an ePro Requisition

The list of requisitions you see is controlled by your system access. ePro users see a list of only their own reqs. Department Managers with the PR VIEWER role can see all reqs, but can’t edit them. The default view on the My Requisitions page displays a list of reqs you have created in the past week.

  1. To locate a single req, click Filter By filter by button.
  2. Enter the Requisition Name or Requisition ID.

    3. Field locations for steps 2-5

  3. To locate all reqs for a date range, enter or select a date range in the From Date and Through Date fields.
    Note: Today’s date automatically displays in the Through Date field.
  4. If applicable, enter alternate search criteria (e.g., PO Number) or limit results by a Request State option (e.g., Approved, Pending).
    Note: The date fields always default. When searching with other criteria (e.g., Request State, PO Number), change or delete the dates as applicable.
  5. Click Filter.

Verify Requisition State

The Requisition State and Budget Status columns indicate where the ePro req is in the PO Build or Receiving (Plant departments only) processes. An ePro req must have a Budget Status of Valid to be built into a PO and dispatched to the supplier.

  1. Review the Request State column to determine the current status for the req.

    Field locations for steps 1-2

  2. Review the Budget Status column to determine if the ePro req has passed the Check Budget process.

Use the table below to determine if you need to take further action for an ePro req based on the Request State and Budget Status field values. The most common values are listed.

Request State Definition Budget Status Action
Approved The requisition is approved and can become a Purchase Order (PO). Valid None
Error Fix the error. Refer to Resolve Budget Check Errors for eProcurement Transactions.
Not Checked Budget Check using the Select Action field.
Canceled The requisition was entered and saved but was canceled. Not Checked None
Complete The requisition has completed all processing phases through supplier payment. Canceled reqs are also marked as Complete. Valid None
Denied The requisition was denied in the approval process. Valid None. Create a new ePro req to re-submit the order.
Open The requisition has been entered and saved but not yet submitted. Not Checked Submit the ePro req using the Edit option in the Select Action field.
PO(s) Created The requisition has been built into a PO. Valid None
PO(s) Dispatched The PO for the requisition has been dispatched to the supplier. Valid None. If applicable, edit the req to submit a change order.
Pending The requisition has been submitted and is awaiting approval. Valid None
Error Fix the error. Refer to Resolve Budget Check Errors for eProcurement Transactions.
Not Checked Budget Check using the Select Action field.
See Lines The requisition contains multiple lines. One or more of these lines are approved while one or more are pending approval. Valid None
Error Fix the error. Refer to Resolve Budget Check Errors for eProcurement Transactions.
Not Checked Budget Check using the Select Action field.

Use the Requisition Lifespan to View Transaction Progress and Detail

The Requisition Lifespan visually displays the stage your transaction is in from ePro req through supplier payment. It contains links to inquiry and status pages that provide additional information for the transaction and shows the lines in the req.

  1. Click Details expand section icon next to a Req ID to display the Requisition Lifespan.
    Notes:
    • Underlined graphics (e.g., Requisition) link to a detail page.
    • A colored graphic indicates that the transaction has passed through that stage.
    • Graphics that do not apply to the U-M Procurement process are always gray.

    Field location for step 1

The table below lists the links/pages commonly used for tracking or troubleshooting ePro reqs.

Link Inquiry/Status Page Use This Link/Page To:
requisition icon Requisition Details Review line detail for the ePro req. Purchase Order detail appears on this page after the PO has been created and dispatched.
approvals icon Approval Status
  • Identify if the ePro req was routed to your department manager, Procurement Services, and/or other central office for approval prior to the PO being created.
  • Identify the status of each approval step for the ePro req.
purchase orders icon Purchase Order Inquiry
  • Obtain the PO number associated with your ePro req.
  • Look up the date the PO was created.

Refer to Locate PO Dispatch Date and Time to locate the PO dispatch date/time. Refer to Locate the Total Amount Paid on a Purchase Order to view the total amount expended against a PO to date.
invoice icon Voucher Inquiry
  • Verify if the PO voucher has a Match Status value of matched. This status is required in order for the voucher to be paid.
  • Review the amount for each line in the PO voucher.

Note: A PO can have multiple vouchers. Click the View All link (if active) in the PO Voucher section to see all of the lines and vouchers for the PO.

Refer to Track Voucher Statuses to locate the scheduled payment date.
payment icon Payment Inquiry
  • Review the Paid Amount for each voucher. See View All link note above.
  • Verify the Payment Date and Payment Reference ID (check #).

Note: Payment Amount is the total of all payments to the vendor on the check, including payments unrelated to this PO.

When viewing an inquiry/status page, click Close Close icon to go back to the list of your ePro reqs.

Use the Related Actions Menu to Edit, Copy, or Cancel a Req

The Related Actions menu provides options for modifying and tracking your ePro req. Available options depend on the status of the req. The table below describes the most commonly used actions.

  1. Click Related Actions Related Actions icon for the desired ePro req.

    Field locations for steps 1-2

  2. Select the desired option.
Action Description
Details Displays the requisition lifecycle.
Copy Use a previously created ePro req to begin a new order for the same items from the same supplier. Refer to Copy a Special Request eProcurement Requisition for instructions.
View Print Displays a report with the ePro req data, including lines, status, distribution information, and more. Print this report for your departmental records. Refer to Create a Special Request eProcurement Requisition for instructions.
Budget Check Available if the Budget value is Not Chk’d or Error. An ePro req must have a Valid Budget status to be built into a PO and dispatched to the vendor.
Cancel Use to delete a req prior to it being built into a PO. Once the PO is created, follow the procedure for cancelling a PO.
Edit

Use to open an ePro req and complete it if it’s in Open State or to update the defaults, lines, or shipping and accounting data.

If the PO has already been dispatched, the edits you can make to the req/PO are limited. Refer to Edit a Special Request eProcurement Requisition for instructions.

View Approval Use to see the approval status of the ePro req. This information is also available from the Lifespan.

Requisition/PO Status Report

Users may run the Requisition/PO Status Report for their own unit’s use.

Click the Requisition/PO Status Report tile on the Purchasing and Payments homepage, and enter a Run Control ID to run the report.

The report displays the details and processing status for an ePro req and the corresponding Purchase Order (PO), including the PO number, PO status, budget check status, approvals, dispatch method, and change request details. Refer to eProcurement Reports (for Windows) for instructions.

Note: This report is used as part of the PeoplePay procedures.