General Tab (Purchasing Module Setup Window)

Use this tab to establish settings that determine if and when notifications are sent to requestors, approvers and/or purchasing agents and what message they are sent after certain purchasing events occur. You can also add a supporting documents needed reminder that appears in CRM Staff.

Set Notifications Preferences

Use these settings to determine what purchasing events at your school are important enough to become notification events, who receives the notifications, and what the notification messages convey. These notifications can be sent to the specified J1 Desktop and/or campus portal (JICS) users via J1 Desktop application alerts or e-mail messages, depending on the recipient’s user preferences.

How To

1. Access the Purchasing Module Setup window and select the General tab.

2. Click the Configure Purchasing Module notifications roles and messages link. The Set Up Notifications window appears.

3. From the Select Notification Process drop-down options, select the purchasing process for which you are setting up the notification.

4. From the Select Event within Process drop-down options, select the specific purchasing event for which you are setting up the notification.

5. From the Notifications are options, select On.

6. From the Who Gets Notified tab, select the purchasing roles to receive the notifications.

If more than one user is assigned to the role, all the users receive the notification. The roles available for notification depend on the notification event selected.

7. Select the What Message is Sent tab.

8. In the From column, enter the e-mail address of the individual responsible for receiving direct e-mail messages about the notification sent. This is the e-mail address notification recipients will see as the address being received from.

9. To copy or blind copy additional stakeholders such as the Module Manager, enter their e-mail addresses in the CC or BCC columns.

10. To send the e-mail messages in HTML format, select the Send Emails in HTML Format checkbox.

11. To include any comments as an attachment to the e-mail message, select the Include Comment Thread checkbox.

12. To include any file attachments as attachments to the e-mail message, select the Include Latest File Attachment(s) checkbox.

13. In the Subject column, enter the subject to be used for the notification. This subject is used each time the purchasing event occurs and the notification is sent. To automatically include information:

a. Click the Add Placeholder button. The Select a Placeholder window appears.

b. Select the checkbox(es) next to the Available Tags you want to be included in the Subject line of the notification e-mail and click the Insert Placeholder Tag(s) button. The Select a Placeholder window closes and the placeholder tag is added.

To include the PO Number in the subject line of the e-mail notification is sent for the Purchase Order Created event, select the PO Printed Number tag in the Select a Placeholder window. You can precede this tag with some text, like ‘PO’ and ‘was created’ after the tag, by typing the text in the Subject line in the Set Up Notifications window.

A new purchase order is entered and given PO number 1266 upon save. The Subject line of the e-mail notification will contain the following: PO 1266 was created.

14. In the Message column, enter the message to be sent with the notification. This text is used each time the purchasing event occurs and the notification is sent. To automatically include related information:

a. Click the Add Placeholder button. The Select a Placeholder window appears.

The message section of a notification set up for the Purchase Order Created event contains the following text and tags:

“PO @@POPrintedNumber@@ was created from requisition @@RequisitionNumber@@ - @@RequisitionText@@. This PO should be attached to this email so you can take it to the vendor. You can also look up the PO in campus portal (JICS) by clicking on the URL below:

http://vmowlex46/ICS/Requests_and_Orders.jnz”

When purchase order 1266 is created, the body of the e-mail notification will contain the following:

“PO 1266 was created from requisition 809 - batch 4. This PO should be attached to this email so you can take it to the vendor. You can also look up the PO in campus portal (JICS) by clicking on the URL below: http://vmowlex46/ICS/Requests_and_Orders.jnz

15. Click the Save button. The notification configuration is established.

16. Repeat steps 3 - 15 for each purchasing event requiring notification.

Set General Module Preferences

Use this setting to establish the e-mail address of the Purchasing Administrator and the AP Clerk. The Purchasing Administrator e-mail address is used as the "sent from" address in notification e-mails that have been set up to include the Purchasing Administrator role. The AP Clerk e-mail address(es) are used as the "sent from" address in notification e-mails set up to be sent when purchase order invoiced line item(s) are returned in J1 Desktop Purchasing and campus portal (JICS) Requests and Orders.

To configure the Purchasing Administrator e-mail address, enter it in the Module Manager Email Address column and click Save.

To configure the AP Clerk e-mail address(es), enter them in the AP Clerk Email Address column and click Save. Multiple addresses can be entered using semi-colons (;).

Set Attachment Preferences

Use these settings to define the types of file extensions to be allowed as attachments. Attachments provide supporting documentation for a request and can provide detailed explanations or calculations, document price quotes, rebates or discounts, or outline procedures. When establishing the allowed files, consider the applications your employees use and the type of attachments they want to use. For example, you may want to allow users to add Word documents and Excel spreadsheets.

You can use the Online Attachment Support Reminder to enter a message that appears in the campus portal (JICS) Requisitions and Orders portlet. This message can remind requestors to provide supporting documentation and/or specify the type of supporting documentation required.

How To

1. Access the Purchasing Module Setup window and select the General tab.

2. Click on the Make file extensions available for attachment link. The Make File Extensions Available window appears.

3. From the Attachment Use drop-down options, select Attachment for PO process.

4. Select the Make Available checkbox for the file types to be allowed or clear the Make Available checkbox for file types to not be allowed.

5. In the Maximum File Size column, enter the maximum individual file size to be allowed.

It is recommended that you work with your IT department to determine the appropriate file size.

6. To create a new file type to be allowed:

When creating new file extension types, Jenzabar recommends you consider adding common applications used at your organization.

a. Click the Create a New File Extension link. The Define Allowed File Extensions window appears.

b. Right-click and select Add Row. A new row appears.

c. In the File Type (Extension) column, enter the new file type's extension.

d. In the Description column, enter a definition of the new file type.

e. Click the Save button.

f. To return to the Make File Extensions Available window, click the X button.

7. Select the Make Available checkbox for the newly added file type to be allowed.

8. Click the Save button. The selected file types can now be added as feedback attachments throughout the J1 Desktop Purchasing module and CRM Staff.

9. To return to the Purchasing Module Setup window, click the Cancel button.