DASH Information
Cutoff Dates
- December 2, 2024: last day to enter a non-catalog requisition
- December 9, 2024: last day to place a marketplace catalog order
- December 13, 2024: last day for approvals
- December 16, 2024: last day to enter a new contract into the contract management system
*Please note that any requisition entered in ESM that is not fully approved by the cutoff dates will have to be re-entered into DASH on, or after, January 6, 2025.
ESM Requisition Report
Run this report if you need a list of all the requisitions you’ve entered into ESM in advance of ESM shutting down.
DASH Instructions*
Entering Project Information in Preferences
Marketplace Order (punchout catalog)
Create Non-Catalog Quantity-Based Requisition
Create Non-Catalog Amount-Based Requisition
Splitting a Line Item Between Two Accounts
View Requisition Workflow (Approvals)
Ordering from a Purchase Agreement (formerly framework order)** coming soon!
*Please note that these training documents are subject to change
Frequently Asked Questions
Requisitions
Q: Will my account number in DASH look the same as it did in IRIS?
A: No, accounts will look very different in DASH. Please see here for information about the Chart of Accounts.
Q: Will we still have to enter GL codes in DASH?
A: Yes. In DASH what we formerly called the GL code is now the “account” segment in your account string. GL code (account) numbers in IRIS begin with a “4” and in DASH they will begin with a “5”. The rest of the GL code (account) number will remain the same. For a list of accounts: https://controller.tennessee.edu/general-accounting/iris-general-ledger/
Q: How do I know what item type to choose in my requisition?
A: There are three item types you can choose for your requisition: goods billed by quantity, services billed by amount or services billed by quantity. If you choose goods billed by quantity, you will be asked to enter the quantity of the item you are requesting along with the unit of measure and price per unit.
When you choose an amount-based purchase, you will only enter the dollar amount for the line item you are requesting. You will not need to fill in quantity or unit of measure.
Example of quantity-based item type: I need to order 15 monitors for $200 each
Example of amount-based purchase: I need to purchase $4,000 worth of landscape services
Q: Will vendor numbers change in DASH?
A: Yes, in DASH vendor numbers will begin with a “6”
Q: If I know the old IRIS vendor number, will I be able to find out what that vendor number is in DASH?
A: Yes, there is a report that will allow you to search by IRIS vendor numbers or by vendor name.
Q: Can I split a transaction between two accounts?
A: Yes, you will be able to split your line items between two account numbers.
Q: What if I used the wrong account number when entering my requisition? Can I change the account when I am paying my invoice?
A: No, you cannot change the account number when you are entering your invoice. You will need to contact your purchasing office to request a change order for your purchase order. The purchasing office can then change the account number on the PO.
Marketplace Punchout Catalogs
Q: Can I use my p-card to purchase from Marketplace catalogs?
A: Except in the Amazon punchout catalog, p-cards cannot be entered as a form of payment in DASH. The Amazon process remains the same and you will set up your account with your p-card directly through the Amazon punchout catalog. All other Marketplace catalogs will be using e-invoices, regular invoices, or a ghost card. A ghost card is a single p-card for the entire University and vendors store that card information on their end so there is no need to enter a credit card number at the time you place your order.
Q: Can I still request a new ship-to address for Marketplace orders?
A: No, DASH does not allow us to add one-time addresses. You will need to use an address that is already in DASH as an official University address.
Q: Do I need to receive my Marketplace orders?
A: Yes, when you receive an item that you ordered through Marketplace you will need to receive that item in the My Receipts app. It is very important to do this so e-invoices can be processed.
Purchase Orders
Q: What happens to the POs that were created in IRIS/ESM?
A: All open POs that were created in IRIS/ESM will be in DASH when we go live. These POs will retain the same PO number they had in IRIS. They will start with a “45” or a “55” depending on the type of purchase order. If a purchase order has been closed out by the time we go live, that PO will not be in DASH.
Q: What is the new numbering system for purchase orders in DASH?
A: Standard purchase orders will begin with a “PO” followed by the two digits for your budget entity. Purchase Agreements will begin with a “PA” and will follow the same numbering system as POs.
Example: PO100000000154 is a standard purchase order for a Knoxville campus department because the two digits after “PO” are 10 which is the new budget entity code for Knoxville.
Q: Can I request that a PO is unencumbered?
A: No, all standard purchase orders in DASH are encumbered. Purchase agreements (framework orders) are unencumbered. Purchase Agreements (framework orders) are shared across departments and campuses.
Q: Can sole source purchase orders be unencumbered?
A: No, all sole source POs are encumbered. You will need to think about your department’s budget and anticipated spend before submitting a sole source request.
Q: Will we still have framework purchase orders?
A: Yes, framework purchase orders are called purchase agreements in DASH. There is one significant change, however. In IRIS, you were able to enter the framework purchase order number when you were paying an invoice. In DASH, purchase agreement numbers cannot be used to pay an invoice. Instead, you will complete the purchase agreement order form in DASH to create a requisition, referencing the purchase agreement number. DASH will automatically create a purchase order after the requisition is submitted. You can choose to send this one-time purchase order to your vendor if the vendor asks for a PO. Otherwise, you can create your requisition at the time you get an invoice so you will have a PO number to use when entering your invoice.
Q: Where can I find the university’s purchase agreements?
A: Our purchase agreement website will still be available to search. You can access this through the requisition app or by going here: purchase agreements
Q: How do I order from a Purchase Agreement (formerly framework order)?
A: You will use the purchase agreement order form to process a requisition for goods or services that you will purchase from a purchase agreement.
Q: What is the contract order form used for?
A: You will use this form when you need to send a PO to a supplier when we have a “95” contract in place. If a supplier does not require a PO in addition to the contract, you will use this form just like you would the purchase agreement order form; you need to process an invoice.
Q: If I use the purchase agreement order form or the contract order form, will my purchase order automatically transmit to the supplier?
A: No, purchase orders created from these order forms do not transmit to the supplier. If the supplier requires a PO, you will need to send it to them yourself. The only POs that are automatically transmitted to the supplier are orders placed in the Marketplace punchout catalogs.
Q: How will I handle assets in DASH?
A: Assets are created at the time you enter an invoice. There will be a box that you check for “asset.”
Contracts
Q: Is DASH our new contract system?
A: No, we will continue to use the current contract system (ESM/Agiloft) for contract entry
Q: I’ve heard all payable contracts must have a PO. Is this true?
A: Yes, in DASH all payments for contracts are made via a PO.
Q: How do I get a purchase order if I have a payable contract?
A: When your contract gets activated, the system will automatically create a Purchase Agreement in DASH. That Purchase Agreement will have the same “95” number as your contract. You will use the contract order form in Self-Service Procurement when you need to send a PO to a supplier (when the supplier requires a PO in addition to the contract). If a supplier does not require a PO, you will use this form when you need to process an invoice. The form (which initiates a requisition) will auto create a purchase order.
Q: If I need to enter a zero-dollar contract and there is no vendor number in DASH, do I have to send the vendor an invitation through PaymentWorks?
A: No, for zero-dollar contracts you do not need to send a PaymentWorks invitation. Instead, you will complete the company number request form found here: https://procurement.tennessee.edu/contracts/
Q: If I need to enter a receivable contract and there is no vendor number in DASH, what do I do?
A: Accounts Receivable has a form that you will fill out to set the vendor up as a company. The form can be accessed here: TBD
Training Materials
Q: Where can I find step-by-step instructions for DASH transactions?
A: Training material can be found here: training material
Q: Will you offer live training?
A: Yes, please check our website and K@te for training class schedules.