EPIC Quick Reference Guide
Contents
1. Enter line item details as displayed on the invoice Click Line Item Actions then select Non Catalog item from the drop down menu for each item ee b Quantity Enter the quantity as per invoice Unit Select the appropriate unit of measure nter the price per ur the currency of the invoice is not CAD funds select the down arrow next to CAD and click on other review price as it may have changed f Commodity Code Search and select a Commodity Code eg License and Registration Fees E Supplier Part Number Enter the part fram the invoice if provided h Full Description Enter the description of what is being invoiced exactly as on the invoice i Bill To This will default to Supplier Payment Services and should not be changed J FOAP Defaulted from profile settings Enter the FOAP information for the expenses to be charged Account field defaulted from commodity code Can change if desired eg Professional memberships k Ship From Ship To defaults from the supplier information in the header section Do not change ou are not required to enter Taxes Shipping or Handling Charges 3 Review and Edit Details 3 Review all information matches the invoice exactly b Confirm the invoice has been attached 4 Submit the Invoice to the Approval Process submit 5 Send Original Invoice to Supplier Payment Services l Complete EPIC Non PO Invoice Cover Sheet available on the EPIC News box or forms webpa2. Index preferences from the drop I you do not have default profile information entered Exploring the EPIC Interface down menu you won t be able to delegate but the Aurora Finance Getting Started with EPIC Help Desk is happy to do this for you Setting up your Dashboard 2 Click the arrow beside Edit Preferences for then select the desired document type For this example select Requisition from the drop down menu Note If you generally approve only one document type you may want to make notifications more frequent for that document type 3 Click the arrow beside the field When Iam an approver to display the drop down options 4 Select your choice Send email immediately or Send email summary 5 To turn off all email notifications click the arrow beside the field When I need to approve a document to display drop down options and select 1 Click on the Preferences tab then select the Dele Bate Authority option 2 Click arrow beside Delegatee field click on Search for more Type the name you need Click Search If you search using both the first and last name please insert an extra space between the first and last name Select the desired 3 Enter the Start date amp time End date amp time and the reason for delegating then click Next 4 Click Next again to review changes ignore approval flow 5 Click Submit to confirm your request 6 Click Home 7 The next time the user who has bee
3. Title for the request b Delay Purchase Until Leave blank On behalf of Leave as default otherwise enter the person who is managing the receiving amp invoicing d Buyer and FOB Shipping Instructions Fields Leave blank e Ship f Deliver to Person who will receive the item E Need by date the future so it cannot expire and cause PO push errors This will not delay your order h Add Comments or Attachments You can make these visible to the supplier by clicking the check box next to Visible to supplier on the purchase order 14 Click the check box beside a line item and click Edit to view details for that item YOU MUST DO THIS FOR EACH LINE ITEM 15 You can now review details of the line item and make changes if needed a Fund Organization and Program information will be defaulted from your user profile if you have this set up You can override this if needed b Account code has defaulted based on the selected commodity in the Catalog you can override this if needed 16 Click Ok to return to the main purchase request 17 Once you are satisfied with your request click Submit Your request will be forwarded to the appropriate approvers 18 You will be returned to the Catalog Home Select View Requisition to view the approval flow then click Show Approval Flow in the middle of the form t important if you are the final approver the Selected supplier is not enabled electronically You will need to email
4. and My Documents content boxes are better utilized as full panel views to view all required action options see screenshot below Home Search Sourcing Projects and view the status of events you are involved in Review sourcing events pending your review approval Sourcing lesa een on Pe ha Pa beta Cte Lacing tor nan on ep PE oras u nen yas opts Eee Ey Contracts Create a new contract view existing contracts you are involved in Review contracts pending your nett review approval Tul Panel view wth al options create a catalog or non catalog entry search and manage other requisitions sneer SO Procurement Create a new requisition search the catalog Search invoices connected to your orders Review invoices on st tam Bee pending your review approval Invoicing a Minimize Content tem Suppliers _ Search for Suppliers thot are available in the system SETUP ACCOUNTING SHIPPING INFORMATION 1 Click on the Preferences tab then select Change your profile from the drop down menu 2 Edit default FOAP or the default Ship To shipping address for your account EMAIL NOTIFICATION PREFERENCES DELEGATING AUTHORITY Cu 1 Click on the Preferences tab then select Change You can delegate user rights to another individual while you are away for a defined period This allows the dele email notification gated individual to perform EPIC duties on your behalf
5. and select the Request 2 Click PO to display the Purchase Order document 3 Click Invoices Tab at top of screen to display invoices 4 Click invoice to display document 5 Click Payments Tab to view pending payments which are fully approved 6 The Transaction field indicates whether or not the payment has been made The PMIT will provide more details such as payment date and method of payment 7 Click Documents under ID field to display the payment summary Payments will be generated from Banner when they are due and will appear in the History tab as PAID Key Terms amp Definitions Approver individual or group responsible to review requests in EPIC and choose to approve or deny a request Ariba Ariba Ine is the software used forthe EPIC tool and is the global leader in E Procurement solutions providing streamlined procurement procedures and business practice expertise Buyer This is the name of the person responsible for the requisition in purchasing services This field will be populated by Purchasing Services when they are involved in the request leave blank Composing Requisition which isin progress The requisition is yet to be submitted Dashboard A personalized portal which displays tools to help navigate within the EPIC system Your Homepage EPIC Electronic Procurement and Information Center A web based application used to purchase goods or services from suppliers FOAP The University
6. s Chart of Accounts consists of four elements commanly referred to as a FOAP Fund Organization Account and Program FOB Shipping Information This shipping field ina purchase requisition means Freight On Board This field will be populated by Purchasing Services when they are involved in the request leave blank 1 Locate and select the Invoice Reconciliation document for review in the To Do box on Home page 2 Click Open at the top of the screen 3 Variance exceptions should be displayed Click the check box beside 22 Quanttv varancs Line item and review the variance description 44 Select Accept if you accept the invoiced amount or Dispute if you disagree with the invoiced amount This will pay the PO amount You can also select Cannot Resolve to select another user to review the variance Were ya erat ig arty aloe eee ind add a signing authority to the approval flow tor review 5 variance is displayed Cick Comment bution Enter EEn resolve Ifaccepting eg Received amount includes full invoiced amounts OK to Pay If disputing eg Quantity invoiced does not match quantity shipped and rece 6 Click OK Comments are added Click Submit 9 Click Save EPIC TIPS amp TRICKS Keyword Searches All search terms must match an item for that item to be displayed in the search results For example if you search for VGA cable the search will only display the results including the wo
7. EPIC Electronic Procurement and Information Centre Quick Reference Guide UNIVERSITY or MANITOBA I AURORA ka Finance EXPLORING THE EPIC INTERFACE Pree teeta fee cem meet ete era fa eae cored opie x SANES ENEH ASE GECEYE CEE NOIN EET ENC reves eB escrers T E E AE ENE EE TEE NEE clea fe aout tal eres perme ire cere eae tery anf eran etna mre eet area EEA ELTE To access the EPIC tool you must have claimed your UMNetD Ifyou already have this please go to step 2 1 Claim UMnetiD at www umanitoba ca iridium Choose Create UMnetiD 2 JUMP is located at the top right hand corner of the U of M webpage or by going directly to www UManitoba ca jump Scroll to the Quick Links section and click on EPIC This will open a new window and auto log you into EPIC NAVIGATION TABS Contains commands from all tabs At a glance you can see Common Actions Recently Viewed Documents News Search Bar To Do list along with the My Documents section You can easily customize your dashboards to display only the content items you are interested in minimize or maximize their display or move them to different parts on the page You can also use the Configure tabs link in the upper right corner After clicking that button you can manage tab content such as Revert to Default Settings to revert back to the original You can use the drag and drop feature to plot content information into various dashboard locations to suit your needs The To Do
8. displayed at top of page 3 Review the page and click Submit once satisfied 4 Click Home to Return to home page To Reject Receiving details 1 Locate the Request for Receiving from your To Do or My Documents box then select Receive or EDIT 2 Enter receiving in Rejected field 3 Click Next and enter the reason in Rejection Reason field eg Damaged Bed Frames 4 Click Replacement button then click Next to view Summary EPIC Support 204 480 1001 epic umanitoba ca umanitoba caleprocurement EPIC Quick Reference Guide ENTERING RECEIVING cont d RECONCILING AN INVOICE VARIANCE EPIC TIPS amp TRICKS cont d Note A check box to send a message to Purchasing Services department for rejected items is available If you require assistance in coordinating the return itis suggested that you involve Purchasing 5 if known enter return authorization number from supplier in Goods Return Tracking Number field 6 Review the page and click Submit once satisfied Receiving Done screen is displayed 7 Click Home to Return to home page To Remove Receiving details 1 From the Manage option on your Home tab choose Receive Search the PO select it Select Reopen Order 2 Remove receiving by entering of the previously accepted column in the Accepted field 3 Change the Close Order option beneath the line items to No 4 Click Submit once satisfied VIEWING INVOICES 1 Locate
9. e done shopping select Proceed to Checkout in the pop up box and proceed to step 6 4 if the item you need is not on the list you have three options Refine your results using the options on the left hand side and try again b Select a Punch out Catalog from the search results amp select Buy from Supplier This will bring you to the supplier s own website while remaining linked to EPIC giving you the ability to add these items into your EPIC cart e if you continue having difficulty finding the Da eo Ae desired item follow the steps to create a Non Catalog Requisition 5 Once you are redirected to the supplier s website you will need to follow these steps Note Each Punch out catalog is unique therefore the following steps may vary between websites a Locate the search bar on the suppliers Punch out website and search for the desired item b You can view the search results and locate the item c Click Add to Cart beside the desired item d You will be redirected to the Cart or may be required to click a View Cart option e Click Checkout f Click Submit to Procurement System This may also appear as another Proceed to checkout button You will be redirected back into the EPIC requisition EPIC Support 6 You willbe redirected to the Catalog Home page If you are done click on the shopping cart icon amp choose Proceed to Checkout to access your requisition Make sure the following informatio
10. ge b Mail original invoice and cover sheet to SPS as on the invoice MANAGING REQUISITIONS You can edit a requisition that has a status of Composing or Submitted You can withdraw a requisition that is in a Submitted or an Approved state then edit it To Locate a Request Scroll down your home page screen and find the My Documents section Select the appropriate request For Example Textbooks for Prof Hewitt oR If the document you are looking for is not in the My Documents Section click Requisition in the Search box on the Home page Search by entering in the requisition Title or PR in the ID field Click Search To Edit a Request 1 Locate and select the Request 2 Select Edit in the light purple task bar Te 4 You will be redirected to the requisition line item page Select the check box of the line item you would lke to change then select Edit 5 Once you are finished editing dick OK 6 Once you are satisfied with the changes click Submit 7 Your requisition is now submitted to the approval flow To Copy a Request 1 Locate and select the Request 2 Select Copy in the light purple task bar ame 3 You wil be redirected to a new page where you can edit your copied requisition A new PR has been as signed 4 Change the Title ofthe requisition select the check box of the line item you would like to change then select Edit 3 Confirm Edit click OK 5 Once y
11. n granted access to delegate logs in the option to login as yourself or the delegate is shown cn he satas you one Navigation Tabs Setup Accounting Shipping Information Email Notification Preferences Delegating Authority Creating a Requisition Creating a Non Catalog Requisition Creating a Non PO Invoice Managing Requisitions ApproverDeny a Request Approve Deny a Request via Email Cancelling an Order Entering Receiving Viewing Invoices Reconciling an Invoice Variance EPIC Tips amp Tricks Creating a Contract Request Creating a Sourcing Request Resources EPIC Support 204 480 1001 epic umanitoba ca umanitoba caleprocurement EPIC Quick Reference Guide CREATING A REQUISITION CREATING A REQUISITION cont d NON CATALOG REQUISITION cont d To Create a purchase request start by Searching the Catalog 1 Click on Search and select Catalog 2 You have two options a Select the Category and locate the desired item b or Search for the product by entering the item such as tools and click Search a ae See Note on the left hand side you can narrow your results by selecting categories or suppliers More options are displayed on the search results page 3 Based on your search criteria all available items and catalogs will be displayed tf the desired item is dis played a In the Qty section enter the quantity required b Click Add to Cart Note If you ar
12. n is entered and confirm accuracy a Title for the request b Delay Purchase Un On behalf of Leave as default otherwise enter the person who is managing the receiving amp invoicing d Buyer and FOB Shipping Instructions Fields Leave blank Leave blank e Ship to Where you are shipping the item to f Deliver to Person who will receive the item E Need by date Put this date about two weeks in the future so it cannot expire and cause PO push errors This will not delay your order h Add Comments or Attachments You can make these visible to the supplier by clicking the check box next to Visible to supplier on the purchase order and click Ok 7 Scroll to the Line Item section 8 Click the check box beside a line item and click Edit to view details for that item YOU MUST DO THIS FOR EACH LINE ITEM 9 You can now review details a Fund Organization and Program information will be defaulted from your user profile you can override this if needed b Account code has defaulted based on the selected commodity in the Catalog you can override this if needed 10 Click Ok to return to the main purchase request 11 Click Submit to send the request for approval 12 You are returned to the Catalog Home 13 Click the Home Tab at the top of the page CREATING A NON CATALOG REQUISITION When you cannot find what you are looking for in a Catalog you can add a Non Catalog item manually to your purchase reques
13. ns with ACTION REQUIRED 2 Click on Approve or an Deny This will compose a new email with all the perti nent information to approve or deny the request Clicking Open will open a link to JUMP where you can then log in to EPIC directly Note You can add a comment with your response by typing it within the comments section Please DO NOT delete or change the pre existing text within the email Your approval will fail CANCELLING AN ORDER Ifa requisition is undesirable and the status has been changed to Ordered or has been issued a PO you will be required to cancel the request manually You are required to contact the supplier before the order is cancelled in EPIC to ensure the goods have not yet been shipped Once the cancellation is arranged remove the receiving on the PO see removing receiving then open the purchase requisition PR in EPIC and select the Cancel option If items have been shipped the supplier will need to provide you with a return authorization number so that you can return the undesired items Pas Dotnet Spies ra Note if invoices have been applied you cannot cancel ENTERING RECEIVING To Add Receiving details 1 Locate the Request for Receiving in your To Do box then select Receive OR select the request with the same title in My Documents then click Receive or EDIT 2 Enter receiving in Accepted field Note An option to Accept All is
14. or fax the Purchase Order Orders tab to the supplier onc tion you wil receive via emaii wil identify the supplier to whom you need to send the order here you are shipping the item to ut this date about two weeks in is fully approved The notifica 204 480 1001 epic umanitoba ca umanitoba caleprocurement CREATING A NON PO INVOICE Invoices that do not have an associated Purchase Order or Contract within EPIC and are on the aprovable list available in the EPIC User Manual can be dane with a Non PO Invoice To Create a Non PO invoice select Non PO Invoice from the Create menu or Common Actions field 1 Enter Invoice Header Information l Suppl present on the invoice enter date mmddyy b Purchasing Unit Leave as default umanitoba Supplier Search and select the desired supplier d Supplier Sales Order Enter if available e All Required Documents Attached Select the arrow next to Header Actions and choose attachment Browse and attach the scanned invoice Click OK Once Attached select Ves f Invoice Date Enter the invoice date Invoice Enter the invoice If not E On Behalf of Defaults to person entering invoice h Supplier Contact Remit to Address Payment Terms and Ship From fields Do not change Ship To Defaults based on the information in your profile Revise the appropriate code if required 2 Enter Line Item Detai
15. ou are shed editing cick OK 6 Once you are satisfied with the changes ciek Submit T Your equiston is now submited to the approval Fow To Withdraw a Request Aeqistions can be withdrawn at any time during the approval process After a requistion has been uly approved t cannot be withdrawn A reguston returns resubmit the eiston T tocate and select the Request 2 select Withdraw at the top of the request screen omen pem m To Delete a Request 1 Locate and select the Request 2 Select Delete at the top ofthe request sereen You may be required to Withdraw Requisition before 3 Confirm the Et and cick OX You wil be redirected back to the Home Page EPIC Quick Reference Guide APPROVE DENY A REQUEST 1 Log in to EPIC then navigate to your To Do list 2 Click on the Required Action in the last column of your full panel To Do item which will be Approve 3 Approve Deny or Edit Bean When approving or denying the request you can Add Comments and make it visible to the supplier Click OK to approve Clicking on Edit allows you to view the request in EPIC However you will NOT be able to Edit the request APPROVE DENY A REQUEST via EMAIL Similar to approving through EPIC you can approve or deny a request directly via email If you have chosen to receive emails for each purchase request here is how to approve requests ACTION REQUIRED PR13310 1 Locate the email where the subject of the email begi
16. proved and becomes a Purchase Order Confirm Exit Anytime you are processing any type of EPIC request and you navigate to a new page the following popup appears confirming that you wish to exit the request Confirm Exit You are in he process of creating UPS27 Philip Dufresne Choose we the request Delete this request Cantine working on this request Saving the request will Save the file to your My Documents section to be reviewed later on You can also Delete the request or go back into the request by selecting Continue You may also Print the request CREATING A CONTRACT SOURCING REQUEST Please visit the EPIC Manuals available on the EPIC Training amp Support webpage for further instruction on processing Contract and Sourcing Requests Resources i AU RORA Finance Purchasing Services 204 474 8348 Supplier Payment Services 204 474 8033 Manuals Quick Guides Webinars FAQ s Lab Schedules and other Resources can be found on the EPIC webpage wwww umanitoba ca eprocurement Purchase Order PO Once a Purchase Requisition PR is fully approved the requisition is converted into a PO Receiving The receiving process starts when a supplier ships ordered items and the items arrive at their shipping destination When the shipment arrives the person who receives the items submits receipt to acknowledge that goods have Requester An individual who manages the Purchase O
17. rder that has resulted from the purchase requisition This individual is responsible to enter receiving on orders when required and to take any action required on the PO Someone who either creates a request or is entered in the on behalf of box s a requester Requisition An approvable document that is created when You submit a request to purchase items Each Requisition has a PR Number Signing Authority An employee who has been given the authority to sign off on expenditures for the FOP combination Sourcing The Sourcing tab is used for searching sourcing projects and viewing the status af events This tab is primarily used by Purchasing Services Watcher A watcher is a user or group who is notified of the submission and status of an aprovable but cannot approve or deny the approvable For example facilities personnel might need to know when any office furniture is purchased EPIC Support 204 480 1001 epic umanitoba ca umanitoba caleprocurement
18. rds VGA and cable You can also include the OR keyword VGA or cable will return results with VGA or cable Required Fields All required fields are marked with a green asterisk All other fields are optional The Invoicing tab is used for searching invoices of various purchase order W s This tab is primarily used by Supplier Payment Services Local Catalog Local Catalogs are designed with selected goods services from specific suppliers and are loaded directly into EPIC allowing you to search and compare items with UofM pricing Non Catalog Order Non Catalog orders are used to order goods servces from suppliers when a catalog is not available in the EPIC system via Local or Punchout catalogs This process can be used for general purchases services and more OK to Pay This means the requisition has no invoice variances and has been approved The requisition is therefore being sent to Banner and is being processed for payment Punchout Catalog Punchout Catalogs appear as supplier websites in EPIC These catalogs allow you to browse the suppliers goods services with UofM pricing and your selections are returned to your EPIC request PR Number A unique number which helps identify the Purchase Requisition Preparer An individual who creates and submits the requisition in EPIC The preparer can withdraw a requisition from the approval flow edit the requisition content and delete the requisi tion before itis fully ap
19. t All fields are recommended to be os detailed as possible to prevent errors Go to the Create menu and select Requisition to begin a new request 1 The Catalog home will open always try searching for your item in the catalogs first 2 Click Create Non Catalog item You will be redirected to the requisition screen with a PRY E R peinens titencsile Bem 3 Enter a Description for your item in the Full Description field 4 Click the drop down arrow beside the Commodity Code field select Search for more 5 Enter the appropriate search for the item and click Search eg Textbook Be as specific as possible 6 To select the result which suits your needs click Select next to your choice 7 Fill in the quantity unit of measure and unit price per item Make sure to verify the currency 8 Click Update Total 9 Select the supplier by clicking the drop down arrow beside the Supplier field select Search for more If you have the information also complete the supplier part number and supplier part auxiliary ID fields 10 Click Add to Cart You will be returned to the catalog home page 11 If you have additional items to include on your request find the items in the catalog or add more non catalog items as above 12 If you are done click on the shopping cart icon amp choose Proceed to Checkout to access your requisition 13 Make sure the following information is entered and confirm accuracy amp a
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