Skip to main content

eProcurement Small Order Process Update and FAQs- January 11th 2011

 

By

To: Business Managers,
ePro Vendor Catalog Users

From: Martha Pendergrass, Director, Procurement Services

The eProcurement (ePro) Small Order Process is slated to go live on January 24, allowing you to pay invoices that meet these criteria:

  • Under $5,000
  • For supplies and services (object codes 2XXX and 35XX), and
  • From vendors (that is, not from individuals)

The Small Order Process (SOP) is the second part of ePro to be available to campus. The first was Vendor Catalogs, which allows users to purchase from online catalogs like Staples and CDW-G.

Why eProcurement?

ePro was identified by Bain consultants as major cost saver. Savings occur in two ways:

  1. Immediately, each time new catalogs are added to ePro.
  2. Once data is collected (from line item entry) and analyzed, and the University is able to negotiate lower prices. More details about purchases equals more negotiating power with vendors equals better prices for your department.

SOP brings changes and savings

The Small Order Process brings a significant benefit to the University and your department. It also requires frontline users to enter more data, i.e., each item on the invoice, not just a total invoice dollar amount. Keep in mind that:

  • For most users, the Small Order Process is only a small part of the job.
  • Additional vendor catalogs are being added, reducing the need for SOP documents.
  • You can copy existing SOP documents to save data entry.

Training options available

A variety of training options and materials are available to help you get ready:

  1. Demo and Information Sessions: Auditorium-style information/demonstration sessions for Small Order Process system continue this week; registration is not necessary for these:
    • Jan. 13, 10:30 to 11:30a.m., Hitchcock Multipurpose Room, Stone Center
    • Another date to be determined due to adverse weather cancellation
  2. Hands-on training: Sign up for a training session. Sessions are being held in several locations across campus beginning Wednesday, January 12th.
  3. Self-paced training: Brief web-based training sessions provide the same content as the hands-on training, but in a compressed format. Sessions will be available from this website starting January 19th.
  4. User guides: All ePro (Vendor Catalogs and Small Order Process) user guides are now available online.

Getting help

If you have a question about ePro, contact the Help Desk by:

  • Calling 962-HELP.
  • Creating a help request from the UNC website. In the Type of Help Needed field, choose CONNECTCAROLINA_ePROCUREMENT so that your request is routed correctly.
  • The eProcurement page on the ConnectCarolina website contains information about ePro training, reference materials, frequently asked questions, past communications, and more.

Frequently Asked Questions (FAQ)

When should I use the ePro Small Order Process vs. the check request system or InDepth?

  • View this step-by-step flowchart of when to use the ePro Small Order Process for more details.

How do I request access to eProcurement?

  • If you currently have access to the Check Request System or InDepth, you will automatically be given access to the SOP in ePro and you do not need to request access.
  • If you need access to the Vendor Catalogs, complete and submit the Consolidated Financial Systems Access Request form (a newly updated form is available on the Finance website under the Forms tab “Most Used Forms” section). Choose the eProcurement option under Finance Central Applications section, and chose either the Creator or Approver option.

What are the supported browsers for SOP? Mac users are having problems with Safari.

  • Safari browser is not supported in eProcurement. You may use either Internet Explorer (IE) or Firefox browsers when using the ePro Vendor Catalog, however only Internet Explorer (IE) is supported by the ePro Small Order Process system.

Can I still get a document number before making a purchase?

  • Yes, but it will be an “s number” instead of a “k number.”

How do I reimburse faculty in ePro?

  • eProcurement Small Order Process is not for individual reimbursements.

When will the Pcard come online?

  • A revised Pcard reconciliation is coming online in February. Look for details on this application closer to the go-live date.

For further information see the eProcurement page.

Comments are closed.