OPeRA Pre-Releasers – Quick Guide
Pre-Releasers Guide
From the Home/Shop Page select Action items (this will list the items which require
your attention)
My Assigned Approvals: these are the
requisitions you have assigned to yourself
to approve
Unassigned approvals:
“Unassigned Requisitions Needing
Approval”, are requisitions which are
currently being held in the “Shared File”
awaiting allocation to a Pre-releaser for
approval.
“Unassigned Purchase orders needing
approval” are Purchase orders which
OPeRA has attempted to send to the
supplier via email/fax but the attempt has
been unsuccessful (invalid distribution)
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OPeRA Pre-Releasers – Quick Guide
Select “Unassigned Requisitions Needing
Approval”
This will take you to the Pre_Release Page
Select “Expand all”
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OPeRA Pre-Releasers – Quick Guide
The requisitions in this “Shared File” are the ones awaiting allocation to a Pre-Releaser to
“Assign”
To assign a requisition to yourself you can select the record/s using the “Action” box (next to
the blue “Assign” button)
Then ensuring that the Action box is showing the word “Assign” select “Go”
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OPeRA Pre-Releasers – Quick Guide
Alternatively:
Select the requisition you would like to view by clicking the on the Requisition number
This will take you to the Overview of the order
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OPeRA Pre-Releasers – Quick Guide
From this page you will be able to check that the information on
the requisition is correct, i.e. are we using an approved supplier, is
the delivery/shipping address correct, is the cost code valid, has
the correct VAT code been selected, is the material number
appropriate for the goods/services being procured, and has the
shopper supplied all of the relevant information to meet FP15 and
internal purchasing procedures e.g. Quotations, APP documentation
etc.
If all of the information is correct approve the requisition by
selecting one of the “Approve” options from the “Available
Actions” drop down list and select “Go”
If you need to make any amendments to the requisition, or want to
return it to the requisitioner select the “Assign to Myself “option
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OPeRA Pre-Releasers – Quick Guide
You now have the option to “Edit” the information
within the document if necessary.
To edit the cost Collector select “Edit”
within the Cost Collector field
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OPeRA Pre-Releasers – Quick Guide
From the Drop options select the type of Cost Collector you are using, this will then allow you to enter
the code in the relevant Field
ALL CODES SHOULD BE UPPER CASE, WITH NO SPACES/COMMAS/FULL STOPS
Cost Centre
Internal Order
Project (WBS Element)
8 characters
7 characters
12 characters
XX00000
XX00000
RXXXX0000CSA
Service Order
(Estates Help Desk)
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OPeRA Pre-Releasers – Quick Guide
To amend, product information, catalogue numbers, unit
price and material number select “more information”
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OPeRA Pre-Releasers – Quick Guide
Make the necessary changes in the required field, and
“SAVE”
Amend the Supplier, Product Description,
Supplier Reference, Qty, Price and
Material Number
Approve the order using the “Available Actions”
Select “Go”
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OPeRA Pre-Releasers – Quick Guide
If you need to return a requisition Select the “Return to Requisitioner” option from the
“Available Actions”
Enter the reason for Return in
the dialogue box and click
“Return to Requisitioner”
REMEMBER
The requisitioner is the Budget
Holder and not necessarily the
Shopper, therefore the Budget
Holder will need to return the
record to the shopper if
applicable. (see OPeRA workflow
chart below)
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OPeRA Pre-Releasers – Quick Guide
OPeRA draft cart workflow
Shopper creates draft cart in OPeRA
Cart is “Assigned” to the Budget
Holder for Approval
Budget Holder reviews cart in OPeRA
and “Submits Requisition”
Cart is now a “Requisition” and has
entered workflow
Pre-Releaser checks/approves the
requisition (Dept. release/ specialist
approval triggered if applicable)
Background verifications completed
(SAP) Purchase Order is created and
automatically sent to the supplier
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OPeRA Pre-Releasers – Quick Guide
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