PURCHASING FREQUENTLY ASKED QUESTIONS
All your eProcurement questions answered here! New questions and answers being added every week! Use the document search function (control or command-F) to search for keywords throughout this FAQ.
Select below to jump to each section
- eProcurement System
- User Roles
- Purchase Orders
- Catalog Suppliers
- Non-Catalog Suppliers
- Requisitions
- Blanket POs
- Check Requests
- Invoices
- Receipts
- Change Requests
FAQ for the eProcurement System
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Q: What is eProcurement or ePro?
A: eProcurement or ePro (also referred to as SciQuest) is an online system for requesting, approving, and issuing Purchase Orders. ePro also tracks invoices and payments, and acts as an archive for purchasing related documents. The eProcurement system is provided and supported by Jaggaer.
Q: What is SciQuest?
A: SciQuest is the previous name for Jaggaer, the company that provides and supports the eProcurement system. Tulane users may still refer to the Jaggaer eProcurement system as SciQuest, and some system documentation and resources may still use this term. For Tulane procurement purposes, SciQuest = eProcurement.
Q: How do I log in and begin using eProcurement?
A: To launch eProcurement, log in to Gibson using your Tulane credentials, and select "SciQuest eProcurement" under Services. Upcoming training sessions are listed under the green "Organization Message" banner.
Q: Can I use eProcuremment to make personal purchases?
A: No. The ePro system can only be used to purchase goods and services for the university using Tulane budget and grant accounts.
Q: Is eProcurement the only way I can make Tulane related purchases?
A: Requesting and issuing purchase orders via eProcurement is the preferred way to conduct business on behalf of the university, but there are other options for certain circumstances. The Tulane Corporate Cards (PCard and T&E Card) are available for some low value ($2500 or less) transactions that meet the criteria.
Q: What is TAMS?
A: TAMS is the Tulane Account Management System. TAMS is the system for managing all Tulane budget and grant accounts, tracking all credits and debits, paying invoices, and controlling which users have access to each account. TAMS and eProcurement are linked and continually communicate information between systems. TAMS Information and Resources
Q: Which ePro documents (requisitions, POs, invoices, etc.) do I have access to?
A: A Tulane user can access all ePro documents (requisitions, POs, invoices, etc.) associated with a transaction that they participated in, either as shopper, requester, or approver. Additionally, requesters and approvers (but NOT shoppers) can access any ePro document classified under the same organization that they belong to, regardless of whether or not they participated in the transaction. Documents are classified under the "home" organization of the Tulane employee who initiated the transaction (usually a shopper).
Q: Why can't I open an ePro document but my colleague can?
A: Documents are classified by the "home" organization of the Tulane employee that initiated the transaction. In order to access a document, you must either be a participant in the transaction (as shopper, requester, or approver), or you must be a requester or approver in the same organization as the person that started the transaction. If your colleague can open a PO and you cannot, then you may be a shopper who is not a direct participant in the transaction, OR the transaction may have been started by someone outside of your home organization, OR your home organization is different than your colleague's (or some combination of these things).
Do you have a question for the FAQ? Send it to ProcurementServices@tulane.edu
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FAQ for User Roles
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Q: What is a shopper?
A: A shopper is an eProcurement user role. The shopper's job is to start an eProcurement shopping cart and fill it with the goods or services being requested. Anyone at Tulane can be an eProcurement shopper. When the shopping cart is completed, the shopper must assign the cart to a requester. The requester's job is to complete the requisition.and submit it into approval workflow.(See eProcurement Roles)
Q: How do I become a shopper?
A: Anyone with a Tulane.edu email address can be a shopper. The first time you log in to the Tulane eProcurement system, your profile will automatically be established with the role of shopper.
Q: What is a requester?
A: A requester is an eProcurement user role. Requesters accept shopping carts from shoppers, complete the requisition form, and then submit the requisition into approval workflow. Since anyone at Tulane can be a eProcurement shopper, requesters can also start their own shopping carts and then complete them as requesters. Departments and organizations determine who their requesters are. (See eProcurement Roles)
Q: How do I become a requester?
A: To become a departmental requester, you must complete a form in the Tulane IT Self-Service Support Portal and submit it for approval. After launching the portal, select "Request Something" and then select "Cognos TAMS Reports/TAMS/SciQuest/EBS Labor Reports." Instructions to help you complete this form can be found here: ePro Account Access for Requeaters
Q: What is an approver?
A: An approver is an eProcurement user role. Approvers approve requisitions that have been submitted into approval workflow by a requester and directed to them for approval by the eProcurement system. An approver cannot approve a requisition that he or she started as a shopper or requester. Approval roles are assigned based on departmental or organizational budget responsibilities. (See eProcurement Roles)
Q: How do I become an approver?
A: To become an approver, ask your departmental leadership to contact the eProcurement System Administrator at SciQuest.Support@tulan.edu and request that you be made an approver for a specific account or accounts, or organizations.
Q: How can I manage my approvals when I'm going to be out of office for an extended period?
A: Departments are advised to authorize more than one approver for an approval folder so that there is a ready alternate alternate in case the regular approver is unavailable. Approvers can also can also designate a substitute approver for a specified period while they are out of office so long as the substitute is already an eProcurement approver, has similar departmental responsibilities, is familiar with the departmental approval process, and has fiscal responsibility to approve requisitions. (See Managing Requisition Approvals While Out of Office)
Q: What is a buyer?
A: A buyer is an eProcurement user role. The buyer is a member of the Tulane Procurement Services staff and is tasked with sourcing goods and services for the university and assisting users with the purchasing process.
Q: What is approval workflow?
A: Approval workflow is the automated process of seeking approvals for requisitions for purchase orders. The eProcurement system manages the approval workflow process according to the pre-programmed approval rules which are based on multiple factors, including requisition cost, the type of goods or services being purchased, the type of budget or grant account being used, requester spending limit, etc. A purchase order is issued when a requisition has been fully approved.
Q: Why did ePro assign a requisition to me that I am not able to approve?
A: As a fraud prevention measure, a shopper or requester cannot start and then approver their own requisition. If, as an approver, a requisition that you started (as a shopper or a requester) is assigned to you for approval, you must allow one of the other approvers from that approval step to approve the requisition. If you are the only approver for that approval step, contact Purchasing at ProcurementServices@tulane.edu for advice on how to proceed.
Q: How do I avoid conflict when I am assigned to be the approver of my own requisition?
A: Approvers cannot approve requisitions they started as shopper or requester. Strategies for avoiding this conflict:
- do not start a requisition as shopper or requester that you will have to later approve. Instead, ask another department member to start the shopping cart and/or submit the requisition.
- return the requisition to the shared folder so another approver on that approval step can approve
- if you are the sole approver for that approval step, consider adding additional approvers to assist in the future
Q: What is an ad hoc approver?
A: An ad hoc approver is an approver that is not part of the regular approval process, that has been inserted into requisition workflow as an extra approval step. Ad hoc approval steps can be added by the original requisition requester or by any of the approvers assigned to workflow.
Do you have a question for the FAQ? Send it to ProcurementServices@tulane.edu
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FAQ for Purchase Orders
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Q: What is a purchase order or PO?
A: A purchase order or PO is how the university buys most things. A PO begins with a request for goods or services submitted to the Tulane eProcurement system. Once the request has been fully approved, a PO is issued to the supplier. The PO is a legal document (a contract) that formally asks the supplier to provide the requested goods or services at an agreed upon price, under agreed upon terms and conditions, and Tulane promises to pay the supplier on an agreed upon date. A purchase order is the preferred method for conducting university business because the PO contract protects the university's interests.
Q: What are the PO terms and conditions?
A: The PO terms and conditions or T&Cs are an important part of the PO contract. When the supplier accepts Tulane's PO contract, they also accept that they will provide the specified goods or services at the quoted price, on the agreed upon date, to the specified delivery address, and that payment payment will be made on Tulane's timeline. The terms and conditions are attached to every PO issued by Tulane. You can review by opening a PO in ePro and selecting the Supplier Terms and Conditions link under Distribution Options.
Do you have a question for the FAQ? Send it to SciQuest.Support@tulane.edu
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FAQ for Catalog Suppliers
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Q: What is a catalog supplier?
A: A catalog supplier is a company whose online catalog is accessible directly from within eProcurement. Shoppers can select items from the catalog and transfer them directly to an ePro shopping cart for check out and purchase. Usually, special terms such as discounts, free shipping, etc. are negotiated. Catalogs are the simplest way to make a purchase in ePro and the preferred method for conducting business. Supplier catalogs in ePro may be either punch out or hosted catalogs.
Q: What is a punch out catalog?
A: Punch out catalogs are live and active online shopping webpages supported by the supplier. A supplier's punch out catalog is often the same as their public e-commerce website, but optimized for Tulane.
Q: What is a hosted catalog?
A: A hosted catalog is a supplier catalog accessible from within ePro, but unlike a punch out catalog, it is NOT a live representation of the supplier's e-commerce website. Instead, a hosted catalog is a list of items available to purchase from the supplier that a Tulane shopper may select from.
Q: Which suppliers have catalogs in eProcurement?
A: Below are the catalog suppliers currently available in eProcurement. All are punch out catalogs, except as noted.
Electronics, Furniture & General Office Suppliers
Amazon
B&H Photo Video
Blick Art Materials (***hosted catalog***)
CDW-G
Dell
Staples
Medical & Laboratory Suppliers
AirGas
BD Biosciences
Bio-Rad Laboratories
Fisher Scientific
McKesson Medical-Surgical
Medline Industries
Millipore Sigma (formerly Sigma-Adlrich)
Qiagen Incorporated
ThermoFisher Scientific (formerly Life)
VWR International
Facilities & MRO Suppliers
Fastenal
Ferguson Enterprises
Grainger
Graybar Electric Company
HD Supply
Lowe's
NAPA
Wesco
Do you have a question for the FAQ? Send it to SciQuest.Support@tulane.edu
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FAQ for Non-Catalog Suppliers
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Q: What are non-catalog supplies and non-catalog suppliers?
A: "Non-catalog supplies" are goods or services NOT requested or purchased through a punch out or hosted catalog in the eProcurement application. A non-catalog supplier is a supplier that is NOT represented by a catalog in the eProcurement application.
Q: How do I place an order with a non-catalog supplier?
A: To start a request for a purchase order to a non-catalog supplier, use one of the shopping forms to create a shopping cart. The available shopping forms are: a] Non-Catalog Supplies (use for one-time purchases of goods or services), b) Blanket /Service Orders (for subscriptions, recurring expenses, ongoing services, or other transactions that will generate multiple invoices over time), c] Request for Temporary Staffing (for transactions with temp staffing agencies - See Guide to Temporary Labor Suppliers)
Q: What do I need to place an order with a non-catalog supplier?
A: Select a supplier that can provide the goods or services you wish to order, and request a quote or estimate. Open the appropriate eProcurement shopping form, select the supplier from the list of available suppliers, and fill in the required product information. Most of the necessary info will come from your quote.
Q: What if my selected supplier is not available in eProcurement?
A: Shoppers can request new suppliers be added to the list of available suppliers by using the "New/ Update Supplier Request" form on the front page of the eProcurement application. You must request a current W9 form from the supplier (or W8 for non-US suppliers) and attach it to the New Supplier Request form. Most of the information required by the New Supplier Request form will be in the W9/W8.
Do you have a question for the FAQ? Send it to SciQuest.Support@tulane.edu
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FAQ for Requisitions
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Q: What is a requisition?
A: A requisition is a request for a purchase order. A requisition is a document created by a requester based on a shopping cart and contains all the details of the proposed transaction. Completed requisitions are submitted for approval, and once fully approved, are the basis for generating purchase orders to suppliers.
Q: What is a requester?
A: A requester is an eProcurement user role. Only requesters have the credentials to complete requisitions and submit them into workflow for approval. Requesters accept shopping carts from shoppers (or start their own shopping carts) and use them to generate requisitions. If your department would like you to be a requester, follow these instructions: How to Request ePro Requester Access
Q: What is a shopper?
A: A shopper is a Tulane user that fills a virtual shopping cart in ePro with goods or services they are proposing to purchase and then assigns the shopping cart to a requester. All Tulane employees and students can be an eProcurement shopper.
Q: What is an approver?
A: An approver is an eProcurement user role. Tulane employees designated by their departments to be approvers have the responsibility for approving requisitions. Which approvers are assigned to approve which requisitions is based on the approvers' departmental responsibilities and the details of the requisition (requisition amount, the account being charged, the department being charged, the commodity being purchased, the requester who submitted, etc.).
Q: Who approves my requisition ?
A: When a requisition is completed and submitted into approval workflow, the eProcurement system analyzes the requisition information to determine the required approval steps and who must approve at each step. eProcurement will then guide the requisition through the workflow process and seek the approval of each designated approver in turn.
Q: Can I tell eProcurement who I want to approve my requisition?
A: No. eProcurement approval workflow is decided by the eProcurement system based on the details of the requisition as submitted (requisition amount, the account being charged, the department being charged, the commodity being purchased, the requester who submitted, etc.).
Q: Why can't I submit a requisition into approval workflow?
A: Only requesters can complete a requisition and submit it for approval. If your department would like you to be a requester, follow these instructions: How to Request ePro Requester Access
Q: Why was my requisition returned?
A: Approvers and buyers are able to return a requisition to the requester. A returned requisition can be revised and resubmitted into approval workflow. Usually, the returning party will include a comment explaining why the requisition was returned. The eProcurement system can also return return requisitions automatically based on approval rules. The eProcurement system will send an error message to the requester when it returns a requisition. How To Handle a Returned Requisition
Q: How do I set or change my default shipping address?
A: If a user ships primarily to a single shipping address, it may be useful to designate that address as your default. You can change your default shipping address at any time. See: How To Set or Change Your Default Shipping Address
Q: Can I ship to an address not listed on the shipping address pick list?
A: The shipping address pick list contains all of the verified Tulane addresses. If the Tulane address you wish to ship to is not listed, contact the eProcurement administrator at SciQuest.Support@tulane.edu. If the address you wish to ship to is not a Tulane address, in most cases you will need to ship to a verified Tulane location and accept delivery, and then reship to the final destination. In some instances, if the request for shipping to a non-valid university address is necessary and justified, you can work with your Materials Management Buyer to facilitate.
Q: What are the ePro error messages for returned requisitions?
A: ePro error messages for returned requisitions
Q: Why was my requisition rejected?
A: Approvers and buyers are able to reject a requisition. A rejected requisition cannot be revised, reused, or returned to approval workflow. Usually, the rejecting party will include a comment explaining why the requisition was rejected.How To Handle a Rejected Requisition
Q: Can I split a requisition so it applies to more than one organization, account, natural account, or departmental code?
A: Yes. A requester can split a requisition at the accounting codes level or at the line level so that it applies to multiple organizations, accounts, natural account, and/or departmental codes. In order to successfully apply a split, the requester must have TAMS access to all of the accounting codes used for the requisition. If a requester submits a requisition with an accounting code they do not have access to, the requisition will be automatically rejected by the system.
Q: Can I request expedited shipping?
A: Expedited shipping (next day, overnight, etc.) depends on the capabilities of the supplier. For catalog suppliers, check the catalog options to see if expedited shipping is available. For non-catalog supply orders, discuss shipping methods with your supplier contact and ask them to include your preferred method as part of the quote so it can be specified in the purchase order.
Do you have a question for the FAQ? Send it to SciQuest.Support@tulane.edu
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FAQ for Blanket POs
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Q: What is a blanket PO?
A: A blanket PO is a type of purchase order that can remain open over time to pay multiple invoices. Blanket POs are used for recurring expenses, periodic (monthly, quarterly, annual, etc.) payments, subscriptions, etc. See also: What is a Blanket PO?
Q: I need a blanket PO - how do I create one?
A: See: How Do I Create a Blanket PO?
Q: I've created a blanket PO - how do I use it?
A: See: How do I Use a Blanket PO?
Q: Do I need to use a blanket PO to pay for all my annual services?
A: A blanket PO is for paying recurring expenses during the fiscal year. If your annual services is billed monthly (or quarterly, or semi-annually, etc.) then that is a recurring expense and a blanket PO is required. If your annual service is paid for fully up front, then it is NOT a recurring expense and a standard PO, NOT a blanket PO, should be used (initiate using the Non-Catalog Supplies shopping form).
Q: Can I use a blanket PO if the recurring payments are not for he same amount every month/quarter/period?
A: Yes! Using a blanket PO does not require each payment to be identical.
Q: Should I use a blanket PO for rent payments?
A: If your recurring payments are for the same amount every period and if the supplier would not ordinarily be expected to issue an invoice for payment (for example, monthly rental fees), Accounts Payable can set up a regular payment process that does not require invoicing. Contact Accounts Payable directly to set this up.
Q: Can I open a blanket PO for a catalog supplier?
A: In most cases, no. Blanket POs cannot be used with eProcurement punch out or hosted catalog suppliers, with the exception of AirGas.
Q: Can I open a blanket PO using a grant account?
A: There are some circumstances involving grant subcontracting where blanket POs are not allowed. Check with your PI or Sponsored Projects Administration (SPA) before attempting to open a blanket PO for subcontracted grant expenses.
Q: Can I create a blanket PO that stays open over multiple fiscal years?
A: If a blanket PO is based on a contract with a specific time span, for instance a three-year contract for services, then the blanket PO should reflect that period. However, all other blanket POs for goods and services should be set up for a single fiscal year. A new blanket PO should be opened to coincide with each new fiscal year.
Q: What happens to the blanket PO funds if I don't spend them all before the PO is closed?
A: Funds applied to a purchase order (any purchase order, not just blanket POs) are not encumbered, which means they are not set aside or sequestered in any way. The funds remain with your budget or grant account until an invoice is paid. Any "unspent" funds remain with your budget or grant account.
Q: What do I do if I spend all the funds allocated to my blanket PO, but there are still more invoices to pay?
A: Any PO, including blanket POs, can be increased at any time by following the PO change request process.
Q: Should I use a blanket PO to pay my invoices that don't have a PO?
A: No. In most cases, a PO must be requested and issued BEFORE the expense is incurred. To pay invoices that were NOT authorized by a PO requested and issued in advance, see Check Requests and Retroactive POs.
Do you have a question for the FAQ? Send it to SciQuest.Support@tulane.edu
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FAQ for Check Requests
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Q What is a check request?
A: A check request is a request to pay an invoice for a transaction that was conducted without a PO and that can be classified with an allowable natural account code. See Natural Accounts for Check Requests.
Q: Why was my check request rejected?
A: The check request form can only be used to submit requests to pay invoices if the transaction can be categorized with one of the Natural Accounts for Check Requests. If the natural account code is not on the allowable list, the check request will be rejected automatically and the requester will receive this error message: The chosen Natural Account cannot be used for a Check Request
Q: Why was my check request rejected even though I used an allowable natural account for check requests?
A: The ePro shopping forms rely on the Tulane user to self-select an accurate natural account to classify the transaction. If the user submits a check request shopping form and selects a natural account that is allowable for check requests, the form will automatically pass on to Accounts Payable for review. However, if Accounts Payable reviews the submission and determines that the user selected natural account does not accurately classify the transaction and that the transaction is therefore not allowable for a check request, Accounts Payable will reject the check request.
Do you have a question for the FAQ? Send it to SciQuest.Support@tulane.edu
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FAQ for Invoices
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Q: What is an invoice?
A: An invoice (aka, "the bill") is a supplier's formal request for payment of goods or services that they have provided to Tulane. For most transactions, invoices are issued only after the requested goods or services have been provided.
Q: What is the supplier invoice number?
A: Each supplier will have it's own invoice numbering system for tracking and referencing their own invoices. Each invoice issued by a supplier to Tulane must include a number or code assigned to it by the supplier that is unique within the supplier's own invoice tracking system. The supplier invoice number must be printed on the invoice. If two invoices from the same supplier are submit with the same supplier invoice number, they're assumed to be duplicates or an error, and last one received will be rejected.
Q: What is the invoice number or system invoice number?
A: While each supplier invoice number may be unique to that supplier, it may not be a unique when matched against all other supplier invoice numbering systems. Therefore, eProcurement assigns it's own invoice number to each supplier invoice and uses that unique code to identify and track invoices within the system.
Q: What is the invoice date?
A: The date printed on the supplier invoice as issued by the supplier is the invoice date. The invoice date is important for determining the date the invoice must be paid. For most supplier's, Tulane schedules invoices for payment 30-days after the invoice date.
Q: What is the invoice due date?
A: The invoice due date is the date by which the invoice must be paid. Most Tulane suppliers agree to 30-days net terms when they accept a Tulane PO, which means the invoice due date is calculated as 30-days from the invoice date. The invoice due date is the date the invoice is released for payment. The actual payment date is usually several days later.
Q: What do I do when I receive an invoice for goods or services related to an existing PO?
A: Step #1: Confirm that the goods or services listed in the invoice match the PO, were actually provided to Tulane, and were deemed acceptable. If not, contact the supplier directly to resolve.
Step #2: Confirm that the relevant Tulane PO number is on the invoice. If it's not, add it.
Step #3: Email the invoice to Tulane Accounts Payable at AccountsPayable@tulane.edu.
Q: What do I do when I receive an invoice for goods or services but no PO was ever issued?
A: Step #1: Confirm that the goods or services listed in the invoice match the PO, were actually provided to Tulane, and were deemed acceptable. If not, contact the supplier directly to resolve.
Step #2: Check to see if the transaction can be categorized by one of the natural account codes allowable for check requests.
Step #2A: If it *is* allowable for a check request, submit the invoice for payment as a check request.
Step #2B: If it is NOT allowable for a check request, then the transaction may be an unauthorized purchase and a retroactive PO must be requested
Q: When do I pay an invoice?
A: In most cases, the supplier will not issue the invoice until the goods or services have been provided. While some suppliers may issue an invoice in advance of providing the requested goods or services, the invoice should not be paid until goods or services are received, unless prior arrangement has been made to pay the supplier's invoice in advance.
Q: What do I do if there's an error or I have a dispute with a supplier invoice?
A: Contact the supplier directly to dispute an invoice and request a corrected invoice. If you are not able to resolve on your own, contact Procurement Services at ProcurementServices@tulane.edu
Q: What do I do when a supplier changes it's name (company was sold, merged, or renamed) AFTER a PO is issued and the supplier name on the invoices doesn't match the supplier name on the PO?
A: In these cases, the supplier will usually send out a notice to their customers of the change along with the details. If you forward that notice and the W9 for the new version of the supplier to Tulane Accounts Payable at AccountsPayable@tulane.edu they will merge the supplier records so the invoices can be paid, as is. Any new POs must be made out to the new supplier.
Do you have a question for the FAQ? Send it to ProcurementServices@tulane.edu
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FAQ for Receipts
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Q: What is a receipt?
A: A receipt is an online acknowledgement (in the eProcurement system) that the goods or services requested as part of a purchase order have been received. A receipt is required to authorize payment for invoices when the entire PO is for more than $2500. See also: What is a Receipt?
Q: I need to create a receipt - how do I do this?
A: See: How Do I Create a Receipt?
Q: What is a cost receipt?
A: A cost receipt is a receipt based on the cost of the goods or services purchased. For example, an invoice for an order of twelve chairs with a total value fo $3000 would require one or more cost receipts totaling $3000.
Q: What is a quantity receipt?
A: A quantity receipt is a receipt based on the total number of items purchased. For example, an invoice for an order of twelve chairs with a total value of $3000 would require one or more quantity receipts showing that the full count of all twelve chairs were received.
Q: Can I mix cost and quantity receipts within a single PO?
A: No. All receipts for a PO must all be the same type. If the first receipt entered is a cost receipt, all other receipts created for that PO must also be cost receipts.
Q: Who can create a receipt?
A: A receipt can be created by any ePro user with access to the PO. This includes anyone associated with transaction as a shopper, requester, or approver. In addition, any requester or approver with the same "home" organization as the person who started the requisition (usually a shopper) can create the receipt.
Q: Will I be notified if a receipt is required?
A: The requester of the requisition that generated the PO will be notified when an invoice is required. The notifications will begin when the invoice is accepted by Accounts Payable and will continue daily until the receipt is created, or the invoice due date has passed. Once the invoice due date has passed, the notifications will cease whether the receipt has been paid or not.
Q: When should I create a receipt?
A: A receipt for an invoice should not be created until you can confirm that the goods or services ordered with a PO have been provided by the supplier. If you get a receipt notification before the goods or services have been delivered, or if you are not satisfied with the supplier's performance in providing the goods or services, do not create the receipt until resolved.
Q: What if my goods or services are not provided all at once?
A: You can create as many receipts as necessary to account for your entire order. Each receipt is not required to exactly match a specific invoice. Receipts and invoices can be broken down into whatever amounts are necessary to complete the transaction, so long as the invoice total amounts (whether cost or quantity) exactly match the receipt totals.
Q: What will happen if a receipt is required but I don't create one?
A: The invoice cannot be paid without the receipt. Unpaid invoices could affect your department's or the university's relationship with that supplier, up to and including being cut off from their goods or services.
Q: Are receipts required for blanket POs?
A: Yes. The receipt rules for blanket POs are the same for standard POs. A receipts is required for each invoice submitted for payment if the entire PO is more than $2500.
Q: Are receipts required for a check request?
A: No. An invoice should only be issued by a supplier after the goods or services have been provided. If you have an invoice to submit for payment (and no PO was issued in advance) then it is assumed you have already received the requested goods or services, so a receipt is not required.
Q: If the threshold for a receipt is $2500, why am I being asked to submit a receipt to pay an invoice for less than that amount?
A: The need for a receipt is based on the value of the entire PO, not each individual invoice. A receipt is required for every invoice generated by a PO if the total value of the entire PO is more than $2500.
Q: How do I correct a receipt entered in error?
A: You cannot withdraw or cancel a receipt once it has been created. If the value of the receipt you created was not enough, simply create another receipt for the difference. If you entered a receipt for more than you intended to receive, create a new receipt for a negative amount.
Q: Can I request that a receipt be required for any PO, even if the PO is less than $2500
A: Yes. The requester can optionally enable the "receipt required" selection for requisitions that are less than $2500. Note that this must be enabled before the requisition is submitted into approval workflow. To request a receipt, the requester must edit the "General" section of the draft requisition and select "Receipt Required?" When selected, the indicator will change from a RED X to a GREEN CHECK.
A: Note that this must be selected while the requisition is still in draft mode - once the requisition has been submitted into approval workflow the setting cannot be changed.
Do you have a question for the FAQ? Send it to SciQuest.Support@tulane.edu
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FAQ for PO Change Requests
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Q: What is a PO Change Request?
A: A PO Change Request is a process for revising a purchase order after it has been issued to the supplier. PO Change Requests must be approved through the same approval workflow process as a requisition for a PO.
Q: How do I submit a PO Change Request?
A: Follow the instructions linked below to submit a PO Change Request:
Submitting a PO Change Request (Quick Steps)
Submitting a PO Change Request (Detailed Instructions)
Q: Who can submit a change request?
A: Any requester with access to a PO in ePro can submit a PO Change Request for that PO.
Q: What can I request to be revised with a PO Change Request?
A: You can submit a PO Change Request to revise these parts of a PO:
Accounting Codes: Organization, Account/Project Natural Account, Department Use
Item Information: Description, Unit Price, Quantity, Commodity Code
Shipping Address
Shopper (e.g., Prepared for)
Effective Dates (Blanket POs, only)
Q: What am I NOT able to revise with a PO Change Request?
A: You cannot add a new line item to the PO, you cannot adjust the shipping and handling line, and you cannot change the PO supplier.
Q: Will the supplier be able to respond to my requested PO changes that affect the ordering and delivery of goods or services?
A: It's important that the revised PO be issued as soon as possible. At a certain point in the fulfillment process, the supplier may not be able to respond to the changes. This timeline will be different for each situation.
Q: Will Accounts Payable be able to respond to my requested PO changes that affect invoice payments?
A: Any changes made to the organization or account/project listed in a PO will be applied to all invoices paid AFTER the change is made. Any invoices already paid will be unaffected by the PO changes.
Q: What if I forgot an item I need to order and want to add it to a PO already issued?
A: Since you cannot add a new line to a PO, you must submit a new and separate requisition for a PO for the additional item.
Q: What if I made the PO out to the wrong supplier?
A: Since you cannot change the listed supplier in a PO, you will have to cancel the current PO and request a new PO to the different supplier.
Q: How to I close, cancel, or re-open a PO?
A: Add a PO comment requesting the action, along with a brief reason or justification, and add the PO Buyer to the email notifications. The PO Buyer will be displayed under the PO "Summary" tab. Note that a closed PO must be re-opened before a PO Change Request can be submitted.
Q: Who approves a PO Change Request?
A: PO Change Requests are subject to the same approval workflow as a requisition for a PO. In many cases, the same approvers who approved the original PO will be assigned to approve the Change Request. Note that the Change Request workflow is based on the new total cost and other revised aspects of the PO. Depending on the amount or nature of those changes, a different approval workflow could be triggered.
Q: Can I submit a change request for a catalog supplier PO?
A: No. Catalog supplier POs are transmitted directly into the supplier's business system and cannot be revised once submitted. If you need to make a change to a catalog PO, contact Procurement directly at SciQuest.Support@tulane.edu to determine what options are available.
Q: Can I submit a change request for a Check Request?
A: No. Once a Check Request has been fully approved and completed, it cannot be changed. If any aspect of a check must be altered but the check has not yet been issued to the supplier, you can contact Accounts Payable (AccountsPayable@tulane.edu) and request that the Check Request be cancelled. If the check has been issued but has not yet been received by the supplier, contact Accounts Payable (AccountsPayable@tulane.edu) and ask that the check itself be cancelled. Once the Check Request and/or check has been cancelled, submit a new Check Request.
Do you have a question for the FAQ? Send it to SciQuest.Support@tulane.edu
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