ARM Functionality and User Manual

What can you do with ARM?

ARM currently supports the routing and approval of the following requisition needs

ARMFunctionality

Benefits of Using ARM

ARM brings greater visibility and control to purchasing by ensuring that contracted buying agreements and spending limits are enforced and that requisitions are routed to the relevant individuals for approval in a timely manner.

Some of the key benefits include:

§ Decrease the time taken to process the generation and approval of PO requests from
days to minutes.
§ Enforcing control through visibility. Each requisition passes through a series of Managers
for approval
§ No lost paperwork – all requisitions are stored electronically with date and time stamps
§ Tight control over capital and operational expenditure.

File Attachments

Please keep the following in mind when attaching files in ARM.

  • There is no set limitation to attachment file size

  • You can attach multiple pages attachments, and multiple individual file (various) size attachments at one time.

  • All your attachments are saved on ARM server. If you are attaching a file with a “filename” that was previously saved ARM will return an error. In this case you can reference to the saved file on the Server or rename your file on your computer and attempt to attach again. 

  • Be mindful of special characters as these are not allowed [#? ‘<>”: +) (*&^%$@!] when naming files instead user can use hyphen or underscore (¬¬_) to separate file name

Cancelling/Amending PO Generated in ARM

ARM has functionality to let Departments within their authorized workflow and financial delegations generate a Purchase Order. ARM, however does not provide the option to cancel/void or amend PO. This functionality is only available in Epicor.

If a Department wishes to cancel or amend a PO they will have to request in writing to the Commercial Stores team.

Procedure:

Ø  Department Manager to send their request by email to the Commercial Stores Manager providing the following information

  1. Requisition Number

  2. Purchase Order Number

  3. Reason for Cancellation or Amendment 

Ø  On receipt the Commercial Stores Manager to take appropriate action if satisfied with the justification provided

  1. If this is a cancel request, the CSM to void the PO

  2. If request is to amend, then CSM to action accordingly and print and dispatch a copy of the amended PO to the Department Manager concerned.

Ø  The Department Manager to sign the amended PO before issuing to vendor.

For More Information Click on the Links Below to download a copy of the ARM manual.