Purchase Management common Queries and resolution

Note: the term ‘document’ is used to refer to any Requisition, Expense, POP or Payables document that requires processing or approval through PM.

In all cases where a document is being queried, request that the user provides the document reference number and type of document.

1. Common user queries/issues

1.0. Where can i get access link from for Purchase Management?

a. The Purchase Management link is available via the Intranet page under quick links. Alternatively use this link to access Purchase Management directly: https://purchasemanagement.teachfirst.org.uk/

1.1. “I have forgotten my password”

a. Please raise a request here to have your password reset

1.2. “I have forgotten my password and been locked out”

a. For security, the lockout is timed for 1 hour. Re-attempting before the end of will reset the timer.

b. You can re-attempt after this time has elapsed, or request a password reset.

1.3. “My Expense/Requisition has gone to the wrong approver”

a. Your document will be sent for approval to the person who is named as having the appropriate level of budget authority based on the Cost Centre/GL code you select at the point of submission.

If you are sure that you have selected the correct Cost Centre/GL code and your document has been sent to the wrong person, there may be an error in the system approval rules, especially if a former approver has changed jobs or left the organisation recently. Please log this issue with IT help desk who will pass it on to Finance to resolve.

N.B. If the usual approver is on annual leave, he/she may have nominated a substitute Holiday Approver in which case your expense/requisition will be diverted to this substitute person instead.

b. To check the approver(s) that the document has gone to, please go to Purchase Management, select Queried & In-Progress

, and select the purple expansion button to see the document details.

c. The assigned approver(s) is/are detailed at the bottom of the document details

1.4. “My Expense/Requisition has gone to no approver”

a. Please confirm that there is no assigned approver by going to Purchase Management, select Queried & In-Progress , and select the purple expansion button to see the document details.

b. The assigned approver(s) is/are detailed at the bottom of the document details

c. If you can see no approver, please raise a ticket

1.5. “I cannot approve the Expense/Requisition”

a. Please ensure that you click the green ‘tick’ on the document you wish to approve , then click the green ‘submit’ button

If you cannot see a button called “Requisitions” then you do not have access to the Requisitions module. Access to requisitions is controlled by Accounts Payable and subject to mandatory training and the consent of budget holders and Finance. Please raise a request and this will be escalated as appropriate.

You will be contacted if your request has been accepted.

b. If this doesn’t work, please raise a ticket

1.6. My Expense/Requisition has failed

a. The most common reason for a document failing is missing Activity or Grant codes. (Activity codes were previously known as Project Codes before Sep 2016)

b. Please confirm this by going to the document details in the Queried & In-Progress , and select the purple expansion button to see the document details, checking the lines for Activity/Grant coding.

c. If this is not the reason, please raise a ticket

2. Common System errors/current known issues

2.1. Purchase Management keeps changing the code on my expense line

2.1.1. Issue

There is a known issue with some GL codes in the Expenses Line Input GL Code lookup box, where Purchase Management automatically replaces some codes with a different code.

2.1.2. Resolution (Temporary Fix):

You should over-type the correct code into the GL Code Field, and carefully check the claim before submission to avoid unwarranted delays.

The developers are aware of this issue and are working to resolve it. No timeframe has been set.

2.2. I cannot access attachments or Purchase Orders to print

2.2.1. Issue

You receive an error message like: Access to the path 'C:\inetpub\wwwroot\PurchMgt\PurchMgt\Docs\mpoxonPO005674.pdf' is denied. Empty path

Please copy this error message and raise a ticket

2.2.2. Resolution

The support desk will inform you when the issue has been resolved.

2.3. I am unable to upload attachments

Please confirm that your attachment is less than 4MB. There is a 4MB limit to attachments, so please split any files larger than this and re-attempt.

If this does not work, please raise a ticket.

If you receive an error message like: Operation failed. Error: Access to the path 'C:\inetpub\wwwroot\PurchMgt\PurchMgt\Uploads\3c695c79-55ba-4139-83c1-e6cb6112b26a.pdf' is denied.

Please copy this error message and raise a ticket

2.3.1. Resolution

The support desk will inform you when the issue has been resolved.

2.4. I need access to requisitions

Access to requisitions is controlled by Accounts Payable and subject to mandatory training and the consent of budget holders and Finance. Please raise a request and this will be escalated as appropriate.

You will be contacted if your request has been accepted.