Encumbrance Insertion Transaction - EI

Once all approval and updates have taken place on the ESM Easy Purchase system, the order is approved and a "Purchase Order Insert" transaction request is sent to the client's ESM Service. The following is an example of the transaction request.

This transaction support two separate functions. It allows for the updating of information in the Purchase Request as part of the transaction. It also allows for the conversion of the Purchase Request to a Purchase Order and the encumbering of the resulting Purchase Order.

Processing of this request consists of performing the first update action. If successful, it moves on to the conversion of the Purchase Request to a Purchase Order and the encumbering of the Purchase Order. If any errors are seen, the response is marked as "Error" and the processing is terminated. The error is included in the response to ESM Easy Purchase.

The format of error messages is identical to those used in the "Requisition Insert" and "Requisition Update" transaction requests. The error response will include information on the level the error occurred at, along with the actual error.

However, if the transaction request is successful, the response will be marked as "Success" and the resulting PO number is returned to ESM Easy Purchase in the response. The following is an example of a successful transaction.

After an ESM Purchase Request has been encumbered as a Purchase Order, there are two possible follow-up transactions requests. If the client wants to cancel an Order after it has been approved by ESM, the user can still cancel the order. However, if the PO is not canceled, the next step is to receive on items through ESM Easy Purchase using the Receipt Insert transaction request.