Online Purchasing System

All purchases at Kean University are to be made through ESM Purchase, which is an internet
browser-based eProcurement application used to place orders from pre-defined supplier punch-
out catalogs, non-catalog standard orders and open orders (blanket purchase orders). The system
is configured to automate approval workflows and related business processes, plus allow the
management, tracking and reporting of eProcurement data.

Training is required to effectively use ESM Purchase. Employees can view ESM training videos
on the Help Desk Portal website. Employees must enter their network login credentials on the
University single sign-on page to access ESM Purchase.

The following steps must be completed before a Supplier can be paid:

1. The online transaction must be completed using ESM Purchase.
2. Approval workflows are configured in ESM Purchase based on Cost Center. There may
   be up to five levels of approvers depending upon the ordering department and amount of
   the purchase.
3. The CFO approves all purchases over $5,000.00.
4. Purchasing Approval is the final approval required on all purchases.
5. Once final approval is received, the transaction is changed to a Purchase Order and
   submitted to the Supplier.
6. Punch-Out Catalog purchase orders are submitted to the Supplier electronically through
   ESM Purchase. Non-catalog and blanket purchase orders are emailed to the Supplier by
   Procurement.
7. The goods are shipped to the University based on the purchase order contract item
   description.
8. Acceptance of goods or services is entered into the Distributed Financials system by the
   ordering department to give an indication to Accounts Payable that the goods have been
   received; therefore, the Supplier can be paid.
9. Supplier invoices must be sent directly to Accounts Payable at acctspay@kean.edu.
10. Accounts Payable pays the invoice.