Frequently Asked Questions
- What is eProcurement (ePro)?
eProcurement is an online ordering system for purchasing goods and services that operates much like any online store. You can order goods and services from the University Preferred Suppliers through online catalogues available within the system, or you can place a Special Request Requisition for those suppliers without catalogues.
- How does eProcurement work?
You raise a Requisition to select order goods or services, if the value of the Requisition is over $10,000, this will require additional approval by a local financial delegate. Once approved, this is then turned into a Purchase Order and sent to the supplier. You can specify project codes, delivery details, contact information and check the status or your order at any time.
- What's the role of a Requestor?
Once you have been granted access to eProcurement as a Requestor, you can raise Requisitions for goods and services. Once a Requisition is raised and submitted, it is reviewed by the centralised Purchasing Team and becomes a Purchase Order; a formal commitment from the University to pay for the goods or services requested.A number of considerations must be taken into account when deciding to purchase something; refer to the Procurement Procedures. The value of the purchase determines the process you follow; refer to the Procurement Procedures for guidance on preferred suppliers and tendering.
The receipting process is an important step as payment is made based on the receipting of goods and services in the system.
- How do I access eProcurement and what training is available?
Access eProcurement via the Finance homepage or follow the steps on the Online Resources webpage
There are a variety of training options available to you -
One-on-one training - the Service Support Officers can provide one-on-one training at your desk or small group training in your local area. Please contact them on email@example.com to arrange a time.
Self-guided training - view the quick reference guides on the Online resources webpage.
- What is EDX and how does this work?
EDX (or EDI) stands for Electronic Data Interchange and is the virtual exchange of data or business documents in electronic format between trading partners. It eliminates paper trails and creates operational efficiencies between the University and its suppliers.
Once a Purchase Order has been sent to the supplier and the goods dispatched, instead of receiving a PDF invoice, the University receives the invoice information in an CXML format. The advantage being that the voucher is created in PeopleSoft Finance without having to manually input the data.
Once the goods have been received and receipted by the user, the invoice is automatically paid. Goods should be receipted based on the delivery docket or actual quantity of physical goods received.
The following University suppliers are using EDX; invoices for these suppliers are not available to view as an attachment in the Finance System. In the event you require a copy of an invoice you will need to request this directly from the supplier.
Rowe Scientific: firstname.lastname@example.org
Thermo Fisher: ANZinfo@thermofisher.com
Sigma Aldrich: CustomerSupport.ANZ@merckgroup.com
- The Supplier only accepts online orders - how do I do this?
Use your corporate credit card, if you don't have one ask your supervisor or someone in your team. If this is not possible raise a Special Request Requisition and use the comments box to provide this information to the Purchasing Team.
- My goods have not been delivered - how do I check the status of my order?
The first step is to check the progress of your Requisition. This will indicate the stage that your order is at. If you can’t see the status of your order or you need assistance contact our support team on (08) 8313 3414 or email@example.com
- I've made a mistake in my Requisition, how can I change it?
A Requisition can only be edited if it has not yet been converted to a Purchase Order. Once a Requisition has progressed to a Purchase Order, the order has been created and may have been placed with a Supplier. In this case please contact our support team on (08) 8313 3414 firstname.lastname@example.org.
To cancel a Requisition please view the guide.
- How do I check the project code on my Requisition?
You can check and change the project code for each Requisition that you raise - refer to the guide on how to check your project code and / or split costs across multiple projects..
- How do I record the shipping costs for my items?
If your quote states a shipping fee, this needs to be added as a separate line in the Requisition.
- How do I exit an online catalogue without losing items already in my Requisition?
Please ensure you add an item (any item) to your Requisition before navigating away from the Catalogue that you are currently viewing – you can delete the item on the Review and Submit page.
- I need to order a capital item over $10k?
Create a Special Requisition the item with supporting approvals and quotes attached - refer to attaching documents guide.
The Financial Management Policy and related procedures apply to the acquisition of assets. Further information is available from Procurement Procedures.
- Should I raise my Special Item/Special Request Requisition including or excluding GST?
Your Requisition should be raised excluding GST. If the price excluding GST is not visible on your quote please calculate the price excluding GST. If you need help with this, please contact our support team on (08) 8313 3414 or email@example.com.
- I've been told to "receipt" or "receive" my Requisition - what does this mean?
The terms "receiving" and "receipting" are often used interchangeably.
Receiving is when the person accepts delivery of the goods or service(s).
Receipting is the process completed within eProcurement that informs Accounts Payable that the invoice can be paid as the goods/service(s) are "received as expected".
Receipting - goods or services
If you need help with this, please contact our support team on (08) 831 33414 or firstname.lastname@example.org.
- I've received an invoice, what do I need to do on eProcurement?
If you've already received an invoice, you still need to you raise a Requisition (Purchase Order) in eProcurement retrospectively.
For future orders, please use eProcurement to place your order (before the invoice is generated).
- I need to request a new delivery location?
Delivery locations or "ship to" location is the physical delivery point for your order and each Requestor has a default delivery location set up in their profile in eProcurement.
If you've moved to a different area, you may need to change this - asking other people in the building is probably the best idea. If you've moved to a new building and want to request a new location to be created, please email the Purchasing Team email@example.com with the following information - address including postcode, building name, floor and room number along with any special instructions e.g. gate number.