EPIC - Frequently Asked Questions
| Question | Answer |
|---|---|
| When is EPIC training offered? | The Bloomington & IUPUI campuses have scheduled training sessions. Select each campus link to view their training schedules Bloomington or Indianapolis. |
| How do I print EPIC documents? | The browser's print function can be used to print EPIC screen shots. A report objects have been created to print both purchase orders and payment requests out of the IUIE. These report objects are titled Print Purchase Orders and PREQ Printout. |
| How do I get more information about what EPIC reports are available in the IUIE? | Purchasing has developed a web page to assist you with finding and running EPIC IUIE reports. |
| I need to mail my APO to the vendor, how do I accomplish this? | While creating the requisition set the transmission method to "print" (found in the Additional tab). Once the requisition has been fully approved and has passed all the APO requirements the initiator of the requisition will receive and FYI in their actionlist. Once the FYI is opened then the "print" button is used to print the order. |
| Who can print an order with a status of "Pending Print"? | If the order is an APO then the initiator of the requisition or any purchasing staff member can print the document. If the order is not an APO the document must be printed by a purchasing staff member. |
| Who can retransmit an EPC purchase order? | If the status of a purchase order is "open", it is not a B2B order (requisition created from a vendor's shopping cart) and it was previously printed or faxed to the vendor then the order can be retransmitted. If the order is an APO (Automatic Purchase Order) then the initiator of the requisition and all purchasing staff members will see the "retransmit" button. If the order was not an APO then only purchasing staff will see the "retransmit" button. In general if you do not see the "retransmit" button you will need to contact purchasing at your campus location for help. When the "retransmit" button is selected, the "PO Transmission Method" needs to be selected. The options are"Fax" and "Print". If "Fax" was selected then the "Vendor Fax Number" will need to contain the vendor's fax number. Usually this is already filled in however if it is not there the fax number using this format XXX-XXX-XXXX will need to be entered. The "PO Header" drop down will default to "RETRANSMISSION OF PURCHASE ORDER" the other selection is "PURCHASE ORDER" this is the title that will appear on the order. It may be important to use the "RETRANSMISSION OR PURCHASE ORDER" header so that the vendor does not duplicate the order. Finally the line items that will appear on the order need to be selected. The "select all" button will select all the line items however it is possible to select specific line items. If "Fax" was selected the PO will automatically fax to the vendor. If the "Print" option was selected a PDF will open in the browser and it is up to you to print the document and mail , save the PDF to your local drive and email it or somehow deliver the order to the vendor. |
| Can the invoice image be printed? | If the "invoice image" button is on the PREQ document, then the browser's print function allows you to print the image. The invoice image display does not currently work Firefox you must use Internet Explorer. |
| I was unable to find the vendor while processing a requisition document, what should I do? | Manually enter as much information about the vendor as possible such as name and address. The requisition will route to purchasing after it has been fully approved. If purchasing determines that the vendor is the best vendor to provide the goods or services, they will attain all of the documentation from the vendor and add them to the vendor system. |
| I found the vendor but am unable to return the vendor to the requisition document, why? | The vendor may be a DV (disbursement voucher) type vendor or the vendor may be inactive. If the vendor is a DV type vendor contact your purchasing department for help. |
| Can a PO type vendor be used on a DV? | Yes, however the DV will route to purchasing for their approval. |
| How do I search for valid values in the account string, such as account number or object code. | Next to each attribute of the account string is a magnifying glass. Selecting this link will transfer you to a page where lookups can be performed. If the magnifying glass was selected next to the account then the account lookup will be performed, if selected next to the object code then the object code lookup will be performed, etc. |
| What is the meaning of each PO status? |
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| What is the meaning of each Requisition status? |
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| What does "Unapproved" next to the PO number mean? | This indicates that the order has not been transmitted to the vendor. "Unapproved" in prominently displayed so that anyone viewing the order knows that the PO number should not be given to the vendor. |
| How do I process an requisition using a Foundation account? | The requisition must be processed with an IU account number. Funds will have to transferred from the Foundation account into the IU account. |
| How do I indicate that a payment should not be paid? | Search for the payment using the Search for Documents screen, select the button "Hold", add an explanation on the notes screen that will appear after the "Hold" button is selected. Once the issues have been resolved, it is necessary to remove the hold by selecting the "Remove Hold" button on the same payment. |
| How are payments made if an invoice does not exist? | Contact your purchasing department for help |
| Is necessary to add freight or shipping to the requisition? | No, these are optional fields. |
| How do I share additional information about the requisition that the vendor would need to know? | The vendor tab has a field entitled "Notes to Vendor". Additional information about the order can be included here. This field is not available on requisitions that have been created from shopping. |
| How are purchase orders paid to foreign vendors using non-US currency? | A note on the requisition indicating that payments must be paid via Wire Transfer should be included while the requisition is being processed. |
| I have not received the goods or services that I requisitioned, how can I troubleshoot? |
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| I need to cancel a requisition | If the requisition is "in process" then the document can be canceled. If the requisition status is "awaiting.." then the approver can disapprove the document. If the requisition has been approved then the purchasing department will need to be contacted. |
| A vendor is requesting a sales certificate. | Contact Laurie Sylvester at 855-8752 or lsylvest. |
| I just received a past due notice from a vendor. | Contact accounts payable 812.855.4004. |
| How do I identify who is responsible for a shipment during transit? | SHIPPING TITLE = IDENTIFIES OWNERSHIP DURING SHIPMENT: |
| How do I determine who pays freight on a shipment? | SHIPPING PAYMENT TERMS = IDENTIFIES WHO PAYS FOR SHIPMENT: |