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SpendMap User Guide (v15)

PURCHASING > Master Files > Request-by codes > Add/Modify/Delete

 
While the title of this Master File can be renamed, the Request-By field is typically used to record the individual that needs an item being purchased (i.e. the end-user of the item) when that person is not creating the order in the system him or herself. Request-By codes are most commonly used when someone is ordering on behalf of someone else.

While Purchase Orders and other transactions are automatically stamped with the User ID Code of the person who is logged on when creating the order, that person may also manually select a Request-By code to indicate another end-user for the items being purchased.

As such, Request-By codes share some of the functionality of User ID Codes, including the ability to set up automatic e-mail notifications to notify the end-user (Request-By) of critical events.

That said, in some organizations where there is no need to indicate separate end-users for orders (e.g. when everyone does their own orders in SpendMap and, therefore, each end-user has their own User ID), the Request-By Field can be used for other purposes, such as account coding.  See Account Coding – Overview and Guidelines.

 

Request-By Master File Screen

Information for Request-By codes is organized into the following folders (tabs).

Folder

Description

GENERAL

Contains basic contact information

E-MAIL NOTIFICATIONS

Lists the automatic e-mail notifications for the Request-By.

 

General Folder

The [GENERAL] Folder contains basic information for the Request-By, including name and contact info.

 

E-Mail Notifications Folder

The [E-MAIL NOTIFICATIONS] Folder is used to enable/disable various automatic notifications for the request-by.

For each notification that shows a check mark (_check) in the “Include” column, an automatic message will be sent to the e-mail address specified in the [GENERAL] folder when the applicable event occurs in relation to a document that contains the Request-By code.

These notifications are in addition to any notifications that might be set up in the User Master File. If your Requesters are also users of SpendMap (i.e. are set up in the User Master File), you do NOT need to enable the notifications here (or add them to this Master File for that matter). These notifications are intended for your staff who may request items (e.g. verbally) but are not users of SpendMap.

For details on each message, please see the Help for the User Master File.