To: Business Managers, ePro Vendor Catalog Users
From: Martha Pendergrass, Director, Procurement Services
Date: March 18, 2011
Below you will find the latest Small Order Process Update.
Please forward and circulate as appropriate.
Starting Saturday, Less Data Entry for Invoices from 17 Vendors
Starting Saturday, entering line items will be easier for invoices from the 17 vendors listed below. When you’re entering line items for these vendors, you’ll be able to type the vendor’s name and item ID, and tab to the next field, and ePro will fill in the description and category code for the item. You’ll also be able to search for vendor items.
When searching for an item number (not only typing it in but clicking the magnifying glass to search), it could take as long as four seconds. This delay is due to the fact that there are approximately 16,000 items per vendor.
Vendor Number Vendor Name
V000142495 ABCAM INC
V000120542 CELL SIGNALING TECHNOLOGY
V000000795 DENVILLE SCIENTIFIC INC
V000118475 GENESEE SCIENTIFIC CORP
V000014509 INTERMOUNTAIN SCIENTIFIC CORP
V000006118 INVITROGEN CORPORATION
V000078901 MILTENYI BIOTEC INC
V000008542 MOLECULAR DEVICES INC
V000001880 NEW ENGLAND BIOLABS INC
V000052248 NIKON INSTRUMENTS INC
V000062559 PEPROTECH INC
V000005698 R&D SYSTEMS INC
V000002157 RAININ INSTRUMENT LLC
V000065308 STEM CELL TECHNOLOGIES INC
V000002712 USA SCIENTIFIC INC
V000015692 CHEMGLASS LIFESCIENCES
V000001937 OLYMPUS AMERICA
The way it works is that these 17 vendors have sent us item lists that have been loaded into ePro. We’re currently working with other vendors to set up their lists as well. Note: Not all vendors will be able to provide this functionality.
The item lists are only updated periodically, so you may encounter new items from a vendor that are not available in ePro. You’ll need to enter the complete line information for these items until they are added. For vendors not listed above, you’ll need to continue entering SOP documents the same way.
When Faxing, Please Write the SOP Number on the Invoice
Occasionally there’s a problem when faxing, and invoices arrive in Disbursement Services without their fax cover sheet. Disbursement Services can manually attach the invoice to the correct SOP document if they have the document number, so before faxing, try to make a habit of writing the SOP document number on the invoice. It may save you from having to refax if there’s a problem.
Clarification on Approvals: SOP Approvals Route Differently Than Vendor Catalog Orders
Approvals work differently for SOP and Vendor Catalog. If your department uses approvals for Vendor Catalog orders, the order is routed based on the department the person placing the order is assigned to. So ePro checks to see which department the purchaser is in and routes the order to the approval group assigned to that department.
For SOP, approval routings are by the accounts used on the document. So ePro:
- Looks for the line item on the SOP doc with the highest dollar amount.
- Finds the account number assigned to that line.
- Determines which department or sub-department owns that account.
- Routes the approval to the approval group assigned to that department or sub-department.
If the SOP document has two lines with the same dollar amount but different accounts, ePro uses the first one to route the document for approvals.
FAQs Added for SOP
ePro Small Order Process Frequently Asked Questions are now online.
Getting Training To view a variety of training options and materials, visit the ConnectCarolina ePro training page.
If you have problems with or questions about ePro, contact the Help Desk by calling 962-HELP or by 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.