Office of
Procurement Services

Getting Started

Home » Training » EPIC FAQ

EPIC FAQ

1. When is EPIC training offered?
2. How do I print EPIC documents?
3. How do I get more information about what EPIC reports are available in the IUIE?
4. I need to mail my APO to the vendor, how do I accomplish this?
5. Who can print an order with a status of "Pending Print"?
6. Who can retransmit an EPC purchase order?
7. Can the invoice image be printed?
8. I was unable to find the vendor while processing a requisition document, what should I do?
9. I found the vendor but am unable to return the vendor to the requisition document, why?
10. Can a PO type vendor be used on a DV?
11. How do I search for valid values in the account string, such as account number or object code.
12. What is the meaning of each PO status?
13. What is the meaning of each Requisition status?
14. What does "Unapproved" next to the PO number mean?
15. How do I process an requisition using a Foundation account?
16. How do I indicate that a payment should not be paid?
17. How are payments made if an invoice does not exist?
18. Is it necessary to add freight or shipping to the requisition?
19. How do I share additional information about the requisition that the vendor would need to know?
20. How are purchase orders paid to foreign vendors using non-US currency?
21. I have not received the goods or services that I requisitioned, how can I troubleshoot?
22. I need to cancel a requisition.
23. A vendor is requesting a sales certificate.
24. I just received a past due notice from a vendor.
25. How do I identify who is responsible for a shipment during transit?
26. How do I determine who pays freight on a shipment?

• Also see the IUIE FAQ

1. 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.

2. 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.

3. 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.

4. I need to mail my APO to the vendor, how do I accomplish this?

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.

5. 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.

6. 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.

7. 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.

8. 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.

9. 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.

10. Can a PO type vendor be used on a DV?

Yes, however the DV will route to purchasing for their approval.

11. 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.

12. 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, goods received or services have been performed and the vendor has received payment.
• In Process – The purchasing department is working on the order. It is important to note that purchasing is still negotiating the terms and conditions of the order therefore the order number should not be given to a vendor during this phase of processing.
• Open – An order has been approved by Purchasing and sent to vendor for processing.
• Out for Quote – Purchasing has requested pricing from vendors.
• 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, the transmission method is Print, and the document has not yet been printed.
• Void – Order was sent to the Vendor but then canceled PRIOR to any shipments.

13. 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 organization associated with an account on the document has met the criteria for a base org approval (optional route level).
• Awaiting Content Approval – The requisition needs to be 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 fully approved, 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 AccountvThe 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.

14. 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.

15. 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.

16. 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.

17. How are payments made if an invoice does not exist?

Contact your purchasing department for help.

18. Is necessary to add freight or shipping to the requisition?

No, these are optional fields.

19. 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.

20. 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.

21. 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.

22. 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.

23. A vendor is requesting a sales certificate.

Contact Laurie Sylvester at 855-8752 or lsylvest@indiana.edu.

24. I just received a past due notice from a vendor.

Contact accounts payable 812-855-4004.

25. 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 – U takes ownership from shipping point

26. 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