IPS IMET Purchasing System
Contents
1. 6 requests awaiting purchase Aporove o Reject Pending Purchase Requests E Requests pending for 525018 PCM NOAA Recevre a Purchase Request requests awaiting receast Danch Tha wort may d reproduced and rede Gated whol of a pant wile efereion and w per wrllen perresean Ay by educaiorsl PADANA Ke d Cardar for reroreertal cence G Mo x ha werk a reptodeced and datrBaied wih the permacen of fe UMCIS No offer MOAL adewudiretve of ducainaad perposes pro g vad af copat Cotten The fnkowing manat O 7011 Ua usa R permiiad without De experece poor writen parmar unn of De ULLI I For permeneine contact i waty 1 In order to approve a purchase request click in the Approve or Reject Pending Purchase Requests 15 Coc IMET Institute of Marine amp Environmental Technology The IMET Purchasing System IPS Return to main meny Filter by Status Pending Requestor Al Results IPSS Status Request Date _ Latest Transaction Date Latest Transaction 0027 Penang 7 25 2013 5 23 15 PM 7725 2013 5 23 15 PM Opened 2 Search for the purchase request by requestor or by range of dates Select the purchase request to be approved and click the View button to the right to review it 16 Coc IMET Institute of Marine amp Environmental Technology The IMET Purchasing System IPS Return to main meny Update or Approve Pending Purchase Requests indicates required evormat2. IPS IMET Purchasing System 2013 University of Maryland Center for Environmental Science This work may be reproduced and redistributed in whole or in part without alteration and without prior written permission solely by educational institutions for nonprofit administrative or educational purposes provided all copies contain the following statement 2013 University of Maryland Center for Environmental Science This work is reproduced and distributed with the permission of the UMCES No other use is permitted without the express prior written permission of the UMCES For permission contact UMCES IMET PURCHASING SYSTEM IPS The electronic IMET Purchasing System is an IMET initiative to create a more efficient and environmentally friendly system for submitting Requisitions for Purchase This system will replace the existing paper Requisition for Purchase Form with an electronic form for creating and submitting purchase requisitions including the Pl faculty approval process The IPS system will permit you to submit a requisition using e single line item entry like on the Purchase Requisition Form e avendor quote via attachment or e ashopping cart link This manual will walk you through the procedures for submitting purchase requisitions using IPS If you have any questions about IPS or purchasing please contact your IMET Administrative Office UMB UMBC or UMCES User Definitions in IPS Requestor person creatin
3. RMATION USING A QUOTE 5a5b 5c 5d Bo of Order I formatio Please Efter your ordir information then click Add Item s to add the line to your order Qty Unit Item Number Description Unit Price Total Price Action Delete Add Line Item To Place an Order with a Quote Please upload a copy of the quote here Complete the order with the following information Quantity and Unit as 1 and enter the total quoted price as the unit price Write See attached quote in the Description field Miscellaneous charges 0 00 g Click Choose File select the file from your documents then click upload Shipping and Handling charges enter 1 00 if unknown 0 00 Choose File No fle chosen Tax Charges exempt for State of MD 0 00 Upload Total order price Enter link to shopping cart or items to purchase here Include pricing information in the table above 5 TO PLACE AN ORDER WITH A QUOTE a Quantity enter 1 on the first line for item entry Unit enter 1 on the first line for item entry Item Number enter quote number Description type See attached quote Unit Price enter total quote price Total Price this field will automatically calculate To Place An Order with a Quote section below the 5 default item entry lines click Choose File select the file from your documents then click upload gm oan h Misc Charges Shipping Tax State any additional miscellaneous charges for shipping and H
4. andling charges enter 1 00 if you are not sure of the shipping handling charge amount leaving it at 0 00 tells us it is FREE shipping i Total order price this field will automatically calculate 10 6 ORDER INFORMATION USING LINK FOR A SHOPPING CART 6a6b 6c 6d 6e f Order jnformatic Please inter your order information then click fAdd Item s to add the line to your order Qty Unit Item Number Description Unit Price Total Price Action elete elete Add Line Item To Place an Order with a Quote Please upload a copy of the quote here Complete the order with the following information Quantity and Unit as 1 and enter the total quoted price as the unit price Write See attached quote in the Description field Miscellaneous charges 0 00 Click Choose File select the file from your documents then click upload Shipping and Handling charges enter 1 00 if unknown 0 00 Choose File No file chosen Tax Charges exempt for State of MD 0 00 Upload Enter link to shopping cart or items to purchase here Include pricing information in the table above Total order price lt 6g 6 TO PLACE AN ORDER USING A SHOPPING CART LINK a Quantity enter 1 on the first line for item entry Unit enter 1 on the first line for item entry Item Number enter order number or if not available enter a 1 Description type See shopping cart link Unit Price enter total order price Total P
5. d Received Action 3000 10 Miscellangous charges Enter link to shopping cart of hems M purchase here Incdude pacing information in the table Shipping ard Handling changes enter 1 007 unknown 1 abet Tay Charges exempt for Stale of MD OOI Total onder price 4 Click the Item Received check box next to the item s you are receiving NOTE only check off the lines for the items that have actually been received If the order is shipping in separate shipments then you can check off the other items later once they are received 5 Add the name of the person who received the item and the date it was received in the pop up box Order Information Please Enter your order information below Unit ltem a Number U nit Total i ltem Qty Description Price Price Rec d Received Powersoil DNA Isolation Kit 263 263 00 1 Gee Received Please enter the receiver and receipt date for this line item Enter link to shopping cart or items to purchase here Include pricing information Ay Received By in the table above Date OK I Cancel 6 Scroll to the bottom then click the Save Changes to this Request NOTE You must save 7 A pop up will appear confirming your changes have been saved and once you click the ok button you will be redirected to the main menu where you can sign out etc
6. d Received by 19 Receiving an Order in IPS Once Delivered Received by the Lab 6oc IMET institute of Marine amp Environmental Technology The IMET Purchasing System IPS Welcome Ernest Williams Please select from the following menu Submit a P R i h chase Request E diting receipt pest for ary FRX r i Receive a Pur 1 requests ow Approve Re ve Regy When an order is delivered received the requestor or approver will need to log into IPS and mark the order off as received NOTE We will still need the packing slip that comes with the delivery for our P card logs This will then alert the UMCES IMET Administrative Office that the order has been received in case any of the items ordered need to be tagged in our inventory system Please follow the steps below to receive an order 1 Loginto IPS 2 Select Receive a Purchase Request from the main menu screen Sx IMET Institute of Marine amp Environmental Technology Return to mein mens Filter by Status Purchased w Requestor All v Osel Results Account Requestor Vendor IPSs Status Request Date Latest Transaction Date Latest Transaction 07529015 withamse GioRad 0001 Purchased 8 20 2013 921 01 AM 8 20 2013 922 00 AM Purchased 3 Click the View button next to the order you would like to receive 20 Ploase Enter your onder infomation Enlow i Cry Unit ltem Number Description Unit Prize Total Prier Oty Rec
7. g the order in IPS Approver PI Faculty member of the grant account Requestor with Bypass Approval person creating the order in IPS who has been given authority to make a purchase on a specific account s up to 1 000 without prior approval from the PI requestor should obviously still have written or verbal approval from the PI to place the order Purchaser UMCES IMET Administrative Staff Suzanne Sam and Monica who will place the order with the vendor once the order is approved by the PI if applicable IPS Overview of Process Requestor Submit a purchase Request Purchase Request Sent to Bypass Approver Sent approver email notification directly to purchaser Approved by Pl Supervisor requestor email notification Order Sent to Purchaser Purchased requestor and approver email notification Item s delivered received by lab End User selects Received on order status in IPS IMET PURCHASING SYSTEM IPS USER MANUAL To log in access the following http 130 85 169 02 from a computer that is on the UMBC network or is actively connected to the UMBC eduroam Wifi at IMET Enter your user name password and location your IMET Department If you don t have a password please click on request one by clicking on please click here to request one above the user name field or contact someone in the UMCES IMET Administrative Office Welcome to the IMET Purchasing System IPS Type in your assigned username a
8. ion Requestor Account Numer Second Accoum Number IPS Number Status watsona 529018 PCM NOAA 0027 Pending ae being aged please pesia the tot Geraerts of Curchale to Da Shaped io asch me Special mym mors hones els Requested Vendor lvformation Select a Vendor ABC imaging Vendor Name Vender URL Order Information Piki Enter your ceder infgrntien than dick Add Nacsa to 44 the ling bo your geder on Unis fen Nureiver Description iinis Prica Tatal Price Aalen 1 L 123056 Geh Sl 50 0 Te Ploce an Order with a Quete Fiare upload a copy of the quote here Camgate tha order with th follvens formation Quanhhy and Wert ag 1 and aniar fhe bal quoted price as the un pace Verte See attached quote in the Gescrption iad MscHlaneous charges 0 Chek Choose File select the fle fom your docummets then click upload Shipping and Herding charges gerar 1 00 H unknown 9 00 Gheza Fila Ma file chosen Tax Ghanges exempt dor State of MD 0 00 Upload Total order price Enter ink fo shopping cart or Rama to purchase here inchada pricing information in the babes abore Jute sien fer hoe phi Nemi tequedied abies relate boly fo Pe grant a Being ange To Gandwct perimente Special Instructions charges splat babeeen multiple accounts nash onder radioactye matenals etc Appnr a Nites appro Mi Purchase R gua Reed his Purchase K e gu sl Prive fiend version Peetu lo Main Meru Purchase Request Misnor
9. late solely to the grant s being charged 8 Include special Instructions like charges split between multiple accounts rush order radioactive materials etc 9 After entering all the information needed for your request and you are ready to review and submit your order click the Submit this Request button 12 REVIEW AND SUBMIT ORDER SCREEN Sx IMET aas Institute of Marine amp Environmental Technology IFS Purchase Requisition Review Purchase Request Thi purchase requddt la not y t submitted Please review your niqaest If you Abid fo make changes click Edie this Requea at the bonim of the page the request is comedi click Subah R gis Vendo Informeasion Miscellaneous charged E Shippang and Hasdling charges 10 A review screen will show up Please review your order if you need to edit any information click the Edit this Request button and edit your order When you are ready to submit the order click the Submit this Request button again If your order requires your Pl faculty member to approve it they will receive an email requesting their approval in IPS right after the order has been submitted by the requestor Emails will be sent to the administrative office to process this purchase once approved If you have bypass approval status and your order is for less than 1 000 it will automatically go to the UMCES IMET Administrative Office for purchasing Once the UMCES IMET Adminis
10. nd password below If you do not have a usemame and password or you have forgotten your username or password please click here Usemame or Email Address shorn Password Location UMCES T Stay logged in l Sian In forgot my password After you have logged in you will see the following screen In order to create and submit a purchase request click in the Submit a Purchase Request link to fill out the purchase request All fields marked with a are mandatory Soc IMET Institute of Marine amp Environmental Technology The IMET Purchasing System IPS Welcome Monica Chacon Please select from the following menu E Pyeshase teme fom a Purchase Ragers 6 requests awaking purchase invantor itens Mo fams pending evetory SUBMIT A PURCHASE REQUEST Requestor and Bypass Approvers SUBMIT A PURCHASE REQUEST Institute of Marine amp Environmental Tecnology he IMET Purchasing System IPS Return to main menu Submit a purchase request Indicates required information Requestor Account Number Second Account Number IPS Number Status cchacon x New If More than one account is being charged please provide the dollar amount or percentage of purchase to be charged to each account in the Special Instructions Notes field Requested Vendor Information Select a Vendor Select a Vendor Vendor Name Vendor URL E 3 Vendor Description 1 Choose accoun
11. owing information Quantity and Unit as 1 and enter the total quoted price as the unit price Write See attached quote in the Description field Miscellaneous charges 0 00 Click Choose File select the file from your documents then click upload Shipping and Handling charges enter 1 00 if unknown 0 00 Choose File No file chosen Tax Charges exempt for State of MD 0 00 Upload Total order price Enter link to shopping cart or items to purchase here Include pricing information in the table above 4 TO ENTER YOUR ORDER BY INDIVIDUAL ITEM Enter the following information for each item screen shot on next page Quantity how many units of the item needed Unit specific Individual item 50 pack case kit etc Item Number Item s catalog product number Description Describe the item to be purchased its name i e beakers Unit Price enter the price of each unit e Se SS Total Price this field will automatically calculate There are 5 lines available automatically for your order If you need to add additional items click Add Line Item below the 5 line and fill in the fields listed above g Misc Charges Shipping Tax State any additional miscellaneous charges for shipping and Handling charges enter 1 00 if you are not sure of the shipping handling charge amount leaving it at 0 00 tells us it is FREE shipping h Total order price this field will automatically calculate 5 ORDER INFO
12. rice this field will automatically calculate g moao oo To Place An Order with a Shopping Cart Link below the Upload a Quote section there is a field to enter the link to a shopping cart enter it here h Misc Charges Shipping Tax State any additional miscellaneous charges for shipping and Handling charges enter 1 00 if you are not sure of the shipping handling charge amount leaving it at 0 00 tells us it is FREE shipping i Total order price this field will automatically calculate 11 JUSTIFICATION AND SPECIAL INSTRUCTIONS Justification for how the items requested above relate solely to the grant s being charged Special Instructions charges split between mgiple accounts rush order radioactive materials etc Delete this Purchase Request Submit this Request Refum to Main Menu eee _ _ _ L Purchase Request History Transaction User Timestamp Notes 2013 University of Maryland Center for Environmental Science This work may be reproduced and redisimbuted in whole or in part without aierson and without prior ertien permission solely by educational instilufons for nonprofit sdminsTstive or educational purposes provided all copies contain the following sistement G 2013 Universi Geiibuted wih fe permission of fhe UMCES No other use 5 penmiied without the express prior writen permission of fhe UMICES For permission contact J 7 Enter justification for how the items requested re
13. t number The account number is the project where you wish to charge this purchase The title of the project is listed directly next to the account number Use the drop down box to select If you do not see the account number project you need please your department s Administrative Office 2 Choose a second account number if the purchase is going be split into two projects Please provide the dollar amount or percentage of purchase to be charged to each account in the Special Instructions Notes field at the bottom of the screen If the order is to be split over more than 2 accounts please note the additional account s and dollar amount or percentage to be charged in the requestor notes section 3 Select a Vendor If the vendor you have chosen does not show in the options display in the drop down box select new vendor and enter its information ORDER INFORMATION SECTION To place an order by entering individual line items go to 4 page 8 To place an order by attaching a quote go to 5 page 9 To place an order using a shopping cart link go to 6 page 10 4 ORDER INFORMATION INDIVIDUAL LINE ITEM ENTRY ad da4b 4c de 4f Order informatio Please Ginter your ordir information then clickAdd Item s to add the line to your order Qty Unit Item Number Description Unit Price Total Price Action Add Line Item To Place an Order with a Quote Please upload a copy of the quote here Complete the order with the foll
14. trative Office purhcases the order and codes it as purhcsed in the IPS system the requestor and approver will both receive an email stating the ordered has been purchased APPROVE A PURCHASE REQUEST PI Approval 14 APPROVE A PURCHASE REQUEST To log in access the following http 1030 85 169 202 from a computer that is on the UMBC network or is actively connected to the UMBC eduroam Wifi at IMET Enter your user name password and location your IMET Department If you don t have a password please click on request one by clicking on please click here to request one above the user name field or contact someone in the UMCES IMET Administrative Office Welcome to the IMET Purchasing System IPS Type in your assigned username and password below If you do not have a username and password or you have forgotten your username or password please click here Username or Email Address homn Fassword eeeeeeee _ _ __ Location UMCES Stay logged in Z Sign In forgot my password After you have logged in you will be taken to the IPS Main Menu Sx IMET Institute of Marine amp Environmental Technology The IMET Purchasing System IPS Welcome Allen Place Please select from the following menu Submit a Purchase Request 1 requests awaiting appeoa E requests awaiting purchase Modity an open Purchase Request requests awaiting apgroval 4 reyected requests
15. y Transaction Usir Timesa Creniad Aaron Watean T0713 5 200 Unewersdy of anani Center for Erviroamental So e The work may be reproduced and rediaiibute in whode of in perl without allersiion and without poor written permission soley by educational inathuGens for nonorofit adminainaive of edecstiona purpoaes provided all onpi contain the poking Heera 6207 University of Mary ime enter for Erviroamental Science Tha work ig produced and detribaied with tte pamasa of the UES Mo otter ume is permitted without the express prior written permision od the LUCES For perminsion contact x 3 Review the purchase request and take action needed a Ifthe request is correct click the Approve this Purchase Request button and your order will be sent to the UMCSE IMET Administrative Office for purchase Once the UMCES IMET Administrative Office purhcases the order and codes it as purhcsed in the IPS system the requestor and approver will both receive an email stating the ordered has been purchased 17 If the request needs editing you can do that directly on this screen Approver Notes are mandatory when this action has been taken you must note what you changed and then click the Approve this Purchase Request If you decide you want to reject this request you are required to add notes to the Approver Notes section and then click the Reject this Purchase Request button Receiving an Order in IPS Once Delivere
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