Welcome to eProcurement & GeorgiaFirst MarketPlace

The following is a source of job aids and training tools to assist in the understanding and use of ASU's eProcurement & GeorgiaFIRST Marketplace procurement sites.

E-PROCUREMENT

If you would like additional assistance, or have training questions regarding ePro Shopper, Requester, or Approver Training, please contact us at purchasing@asurams.edu.

If you would like assistance with ePro login issues, errors, and routing errors, please contact us at:

Amy Shephard, amy.shephard@asurams.edu

WHAT IS E-PROCUREMENT & GEORGIAFIRST MARKETPLACE

e-Procurement (ePro) is a module in PeopleSoft Financials that has a primary function of creating electronic requisitions and routiing the requisitions for approval.  

The GeorgiaFIRST Marketplace is an online shopping site accessed from PeopleSoft Financials. Through this online shopping site, users can shop online for contract items from a variety of state and institution approved vendors, including Staples, Grainger, HP, and many more. Users can select items by placing them in an online shopping cart, assign the carts to a designated requester, requester then turns the cart into an ePro requisition for approval, and ultimatey routed to the Purchasing Department for processing.

HOW DOES THIS DIFFER FROM THE OLD PROCESS?

Former ASU process uses paper requisitions to request an item to be purchased. The hardcopy requisition then routed for approval signatures before being sent to the Purchasing Office. The Purchasing Office re-keyed the information into the system to create a Purchase Order to send to the vendor.

With ePro, much of this is completely automated. A requisition is created within ePro and then electronically routed for approvals. After the final required approval, the requisition can be processed into a Purchase Order for order placement or payment.

WHAT ARE THE BENEFITS OF THIS PROCESS?

The primary benefits of ePro & GeorgiaFIRST Marketplace include quicker workflow for purchases and a reduction in the need for Purchasing Card (P-Card) use. Additional benefits include:

  • Reduction in paper forms routing through different offices
  • Online browsing and shopping for items
  • Comparison shopping
  • Need one login to shop from multiple vendors
  • Request goods from multiple vendors through one shopping cart
  • All items in the GeorgiaFIRST Marketplace are contractually approved items
  • Faster routing for approvals
  • Ability to save items as ‘favorites’ in the GeorgiaFIRST Marketplace

WHAT IS YOUR ROLE?

Choose one of three primary roles for the purchasing faculty/staff within the department that manage the purchasing process. The roles to be aware of in your area are Shopper, Requester, and Approver. The primary function of these roles are described below and the training materials on the state's ePro/GeorgiaFIRST Marketplace training web site provide greater detail.

  • Shoppers - Users with this designated role will select items from the "stores" included in the GeorgiaFIRST Marketplace and add desired items into a central shopping cart that will be viewed by Requestors who will turn the shopping carts into electronic requisitions to be processed within the designated work flow.

  • Requesters - Users with this designated role can also shop and place items into shopping cartsas well as create requisitions for themselves and others.  They can create requisitions from shopping carts sent to them from Shoppers within their department.  This role is similar to the employee who may be responsible for ordering supplies and filling out a paper requisition.

  • Approvers - Users with this designated role serves as budget managers and will electronically sign-off on all requisitions, approving them for purchase. Various factors dictate the number of people who serve as Approvers for each electronic requisition. These factors include department, project, agency fund purchase, account type, and requisition amount.

HOW DO YOU ACCESS EPRO?

Shoppers - Need an account in PeopleSoft Financials which is the same account you are using if you are currently working in PeopleSoft for travel expense reimbursements. The login to ePro will be the same.

If you do not have an account, you can create your new account by downloading the following step-by-step guide:

 

Requesters & Approvers- Receive a link once your access is established by Security Administration. If you have attended training and have not received an email with the required link, email amy.shephard@asurams.edu.  Requester and Approvers use the same user name and password as their Employee Self-Service Account.