EPIC - Frequently Asked Questions

Question Answer
When is EPIC training offered? The IUPUI campus schedules training sessions, select this link to view the schedule. The Bloomington campus conducts training on demand, please send email to epic@indiana.edu.
How do I print EPIC documents? The browser's print function can be used to print any of the EPIC documents. Additionally 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? A web page has been set up to assist you in 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 panel). 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 can be used to print the order.
Who can print an order with a status of "Pending Print"? The initiator of the purchase order. If the order is an APO then the initiator of the PO is also the initiator of the requisition.
Can the invoice image be printed? If the "invoice image" button is on the PREQ document, then the image can be printed.
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 purchasing department will research adding the vendor to EPIC.
I found the vendor but am unable to return the vendor to the requisition document, why? The vendor may be a DV 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 any attribute 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 searches can be performed. If the magnifying glass was selected next to the account then account searches will be performed, if selected next to the object code then object code searches will be performed, etc.
What is the meaning of each PO status?
  • Awaiting Budget Approval: An order has been approved by Purchasing and is waiting on approval by the Budget Office.
  • Awaiting Contracts & Grant Approval: An order has been approved by Purchasing and is waiting on approval by Contracts and Grants.
  • Canceled: Order was canceled before it was sent to vendor. No purchase order was transmitted.
  • Closed: An order has been processed to the vendor and complete payment has been scheduled to pay.
  • In Process: The order has not been routed.
  • Open: An order has been approved by Purchasing and sent to vendor for processing, and has not had complete payment made.
  • Pending Amendment: Purchasing is amending an order and it has not yet been re-routed/approved by Purchasing...payments cannot be made.
  • Pending Print: The order has been approved, transmission method set to Print, and waiting to be printed from the Action List of the initiator of the PO.
  • Void: Order was sent to the Vendor but then canceled PRIOR to any payments being scheduled to pay.
What is the meaning of each Requisition status?
  • Awaiting Base Org Review: The requisition has been approved by the fiscal officer (or their delegate) and an account on the document has met the criteria for a base org approval (optional route level).
  • Awaiting Content Approval: The requisition needs to approved by a content approver. This is an optional route level that occurs before the sub account approval level.
  • Awaiting Contract Manager Assignment: The requisition has been approved at all levels, has failed to become an APO and is waiting for purchasing to assign the requisition to the contract manager who is responsible for the commodity that is being requested.
  • Awaiting Fiscal Officer: The requisition needs the approval of 1 or more fiscal officer (or delegate). This is a required approval level for all requisitions.
  • Awaiting Separation of Duties: Any requisition where the total is greater than $10,000, the initiator of the requisition and the fiscal officer are the same person and no other approvals were given will automatically require this approval.
  • Awaiting Sub Account: The requisition needs the approval of the sub account approver. This is an optional route level that occurs after content review and before fiscal officer review.
  • Canceled: The requisition was canceled before the document was routed. This means that the goods or services have not and will not be ordered.
  • Closed: The requisition has been fully approved and a purchase order document has been initiated.
  • Contract Manager Assigned: A contract manager has been assigned to work on the document, however the purchase order has not been initiated.
  • Disapproved - Base Org Review: The base reviewer disapproved the requisition. This means that the goods or services have not and will not be ordered.
  • Disapproved - Content: The content reviewer disapproved the requisition. This means that the goods or services have not and will not be ordered.
  • Disapproved - Fiscal: The fiscal officer (or delegate) disapproved the requisition. This means that the goods or services have not and will not be ordered.
  • Disapproved Sub Account: The sub account reviewer disapproved the requisition. This means that the goods or services have not and will not be ordered.
  • Disapproved - Separation of Duties: The separation of duties reviewer disapproved the requisition. This means that the goods or services have not and will not be ordered.
  • In Process: The requiting has not been routed.
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?
  1. Look up the requisition in EPIC, if the status is anything other than "closed" then the requisition has not been processed (see requisition status above).
  2. If the status of the requisition is "closed" select the "Purchase Order" tab, if the status of the PO is not "open" or "closed" the vendor has not received the PO (see PO status above).
  3. If the status of the "open" or "closed" contact the contract manager.
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:
Customs – International Port = Vendor responsible from factory to international port; IU responsible from international port to IU
Customs – US Port = Vendor responsible from factory to US port; IU responsible from US port to IU
Destination = Vendor retains ownership until shipment reaches destination
Origin (Vendor location) = IU takes ownership at vendor location
Shipping Point = IU takes ownership from shipping point
How do I determine who pays freight on a shipment?

SHIPPING PAYMENT TERMS = IDENTIFIES WHO PAYS FOR SHIPMENT:
IU Pays, Part of PO (Prepaid and Add) = shipping charges are paid by vendor and added to invoice for IU to pay against PO.
IU Pays, Separate Bill (Collect) = shipping charges paid by IU to shipper at time of delivery.
Paid by 3rd Party = Shipping charges paid by a 3rd party
Vendor Pays (Allowed) = Shipping charges paid by vendor