Gaining Access

Each user is assigned a role when given access to eSHOP. A role provides permission to process a specific part of an order. There are three roles available: Shopper, Requestor, or Approver.

Overview

Shoppers
Shoppers can select items and create a shopping cart but must assign it to a Requestor for approval.

Requestors
Requestors can shop for items, assign or review funding information, and submit requisitions.

Approvers
Approvers are responsible for financial review and can approve, reject or return a requisition.

Shoppers

  • SAPPHIRE access request needed
  • Training documentation available on-line
  • Department training provided by Super User or other designated users for situational instructions
  • Assistance available for Department Shopper training

Requestors

  • SAPPHIRE access request not needed
  • Sign up for required training at the UNL Training Site
  • Access is provided before training for prework and review

Approvers

  • SAPPHIRE access request not needed
  • Training documentation available on-line
  • Email the eSHOP Helpdesk with requested Approver changes

Shoppers

A shopper selects items for purchase. This person is not required to know cost objects or GL codes for order entry.

To obtain Shopper access, you will need to enter a request in SAPPHIRE within Firefly. New eSHOP access may take 1-2 days depending on approval and set up response time.

Access Request Instructions

  1. Login to Firefly and select the SAPPHIRE tile under the Help, Support & Feedback section
  2. Select the "Request / Update SAP ID" option from the bottom right of the page (see screenshot below)
  3. Enter the required details and click on Search for Employee. Select the employee and the form will autofill with the employee’s information.
  4. Select NEXT at the bottom right of the screen.
  5. The Request Type screen appears. Select the type of role being requested: SAP (all other roles), ESS (roles for entering time/leave/travel), or eSHOP (roles for accessing eSHOP). You also need to select the operating system that the user uses most often.
  6. Once both are selected, click on NEXT at the bottom right side of the screen.
  7. The Access screen appears. Describe the type of access requested (i.e. user needs to enter time electronically, or user needs shopper access, etc.)
    Note: The form will not allow you to proceed unless you fill in information in the box.
  8. The final screen is to enter information of the employee’s supervisor. You can search for the supervisor the same way as the employee.
  9. Once the supervisor’s information has been entered, click on SUBMIT on the bottom right side of the screen.
screenshot of location of SAP Security Request button on Sapphire

Training

eSHOP Online training is available at anytime.

Departmental training can be provided by your Super User or another designated user to learn specific department workflow of orders and receipts, assignment of carts and review of department rules. Contact the eSHOP Helpdesk to request departmental training.

Requestors

A Requestor has knowledge of cost objects and GL codes required for processing. The Requestor role builds on the Shopper role with these additional responsibilities.

To obtain access as a Requestor, you will need to register for Requestor training on the UNL Training Site.

Access Request and Training Instructions

  1. Go to the UNL Training Site
  2. Select Procurement Services > eSHOP > Requestor Training from the left navigation bar on the left hand side of the screen (see screenshot below)
  3. Find the class that meets your needs and add it to your cart and check out
  4. You will receive an email a few days before training with necessary steps to prepare you for the class
training site screenshot

Approvers

Approvers are responsible for financial review and can approve, reject or return a requisition. Each cost object can have a group of up to five Approvers but each shopping cart needs only one approval for processing.

Access Request Instructions

To obtain Approver access email the eSHOP Helpdesk. Please include the cost object(s) and position number(s) you wish to change and your business office will be contacted to authorize the access.

Training

eSHOP Online training is available anytime.