Requesting Approval to Buy
How do I buy something at MAPC? Managing the Purchase Orders & Request to Pay Workflow
Our purchasing process has changed since March 2020. Purchasing now requires two parts. Purchasing requires both a purchase order approval and a completed request to pay the vendor.
Get the needed approvals to purchase
pageStep 1: Purchase OrderRequest MAPC pay for product or service
pageStep 2 : Request to Pay / ReceiptsCheck out all the cool forms MAPC has
Before an invoice is requested or any money is exchanged, it is important to approval for your purchase. This is the first step.
Depending on the request you have to choose the appropriate workflow and complete the form.
Wondering how the form will go to the next signer? Once you complete the form and press “submit”, you’ll be prompted to add in the next signers (project director/manager, chief procurement officer, and any other needed signatures such as Rebecca’s or Peter’s, depending on form)
Purchase Orders and Request to Pay Workflow
Please read this document for detailed instructions and diagrams on how to make purchase orders and requests to pay.
Here are the quick links:
Purchase Order Approval
Check POs over $1,500: https://mapc.seamlessdocs.com/f/over1500
Check POs under $1,500: https://mapc.seamlessdocs.com/f/under1500
MAPC Credit Card POs (any $ amount): https://mapc.seamlessdocs.com/f/creditcard
Request to Pay/Receipt Submission
*new* Request to pay (for any dollar amount): https://mapc.seamlessdocs.com/f/RequestToPay
Credit card payment receipt submission: https://mapc.seamlessdocs.com/f/Receipt
Part 1: Requesting Approval
Before an invoice is requested or any money is exchanged, it is important to approval for your purchase. This is the first step.
Depending on the request you have to choose the appropriate workflow and complete the form.
I have a non-credit card purchase(s)/payment(s) to make that is $1,500 or more: Navigate to https://mapc.seamlessdocs.com/f/over1500
I have a non-credit card purchase(s)/payment(s) to make that is under $1,500: Navigate to https://mapc.seamlessdocs.com/f/under1500
I have a purchase(s)/payment(s) to make by MAPC credit card: Navigate to https://mapc.seamlessdocs.com/f/creditcard
Things to note:
Wondering how the form will go to the next signer? Once you complete the form and press “submit”, you’ll be prompted to add in the next signers (project director/manager, chief procurement officer, and any other needed signatures such as Rebecca’s or Peter’s, depending on form)
Pressing submit will also prompt you to add a quote/proof of intent to purchase, which is required.
Each role in the workflow will receive an email notifying them when it’s time for them to approve and sign. This email will come from SeamlessDocs <noreply@seamlessdocs.com> and will have the subject that includes “[Metropolitan Area Planning Council]” and the name of the vendor.
When you complete a PO for the first time, you will receive an email prompting you to make a Seamless visitor account. Do this! You can see where it is in the signing process, see what outstanding signatures you have and see when it’s completed (you will also be notified when the document is completed. You can alss make a visitor account on your own by signing up here: https://mapc.seamlessgov.com/signup.
You are not required to add a w-9 for your vendor at this stage, but it is helpful if you have it, as Finance will eventually require it.
Tips:
Take note of the email you receive once your PO is completed. You will need it for the Request to Pay form.
If you have a question about using this form, reach out to Workflow Support at workflowsupport@mapc.org.
Part 2 for Check Purchases: Request Payment
Once you’ve gotten your approvals and need to request payment of a purchase (once an invoice is received, e.g.) you will fill out the new Request to Pay form. Completion of this short form will trigger our Finance department to make --the payment (aka cut the check). We highly suggest creating a Seamless visitor account to complete this request to pay: https://mapc.seamlessgov.com/signup.
Fields to complete:
Requester Name
Requester Email
Vendor
Vendor Address: Make sure to double check address, as Cassie will use this to make payment
Purchase Description:
Invoice Amount:
Charge Code(s)
PO#: This can be found in a completed PO, which you can find in email (instructions in approval below). Creating a Seamless visitor account will also give you access to view submission made on that account. You can make an account here https://mapc.seamlessgov.com/signup
Attachments: Two attachments are required to submit this form. (See below for adding attachments)
Your proof that payment in requested
Usually, this will be an invoice. The biggest thing to note here is that the document makes it clear not just how much something cost (like a quote would), but also that we are being asked to pay that amount. An invoice does it, and if a contract explicitly spells it out, that can work as well. Please consult Sheila or Cassie for specific questions about what constitutes a proof of payment.
Your approval
The most common form of approval is the PO (from Step 1). You should be able to find this in your email, as you received a copy when the PO was completed. It would come from SeamlessDocs <noreply@seamlessdocs.com> and will have the subject that includes “[Metropolitan Area Planning Council]” and the name of the vendor.
In some cases, you may have a contract that can serve as approval. For example: XX contract that has been signed by all MAPC parties could be uploaded in place of PO for each payment. Another example of this would be monthly rent payments
Part 2 for MAPC Credit Card Purchases: Make Purchase and Submit Receipt
Once you’ve gotten approval to make your purchase, you will need to obtain the credit card number by getting in touch with Peter Dilsizian. Send him an email first to let him know you’ll be calling and from what phone number at pdilsizian@mapc.org. Then, you may call him at 617-407-8963.
Once you've made your payment, please submit your payment receipt here: https://mapc.seamlessdocs.com/f/Receipt.
FAQ
(will update as questions come in!)
Where can I see examples of what these workflows look like?
How do I add attachments on Seamless?
See step by step instructions of how to add attachments in Seamless here.
Do I need to get in touch with finance after completing the PO/Request to Pay Process?
Nope! Cassie is also on Seamless and monitors submissions. She will be in touch if there is any issue with your submission. If you are logged in when you create your PO, you will also be able to track it. You will also be able to see what “stage” it is in, including whether it is under review or paid.
Why can’t I see Seamless submissions that I need to sign (as opposed to one’s I’ve submitted?
Unfortunately, your Seamless account will only show you submissions that you’ve initiated and will not show ones that you need to sign as a later signer. We know this is annoying! Seamless is working on a feature to allow you to see whats outstanding for you and hopefully, this update will come within the next couple months. For now, the best way to find documents you need to sign is in your email. The email will come from Seamless Docs <noreply@seamlessdocs.com> and will have the vendor and PO# in the subject, along with the words “signature requested”.
I’m filling out a Request to Pay. How do I find my Purchase Order # and a copy of it?
Do I fill out a PO to use my personal credit card for a purchase?
No, the credit card workflow mentioned above is only for use of the MAPC AMEX credit card. You should make your purchase on your credit card and then submit the receipt through the expense report form, which can be found here.
Where do I add a w-9?
Finance requires w-9 for every new vendor that we pay. You can attach the w-9 to either the PO form or the Request to Pay form (there is an upload field titled “vendor w-9". You can also email it to Sheila or Cassie at any point. Please reach out to them directly with any more specific questions about w-9s. A blank copy of the w-9 form can be found on the K-Drive, within the “General MAPC” Folder, under “Financial”.
I’m waiting on a manager/later signer to sign a Purchase Order. Can I send them a direct link?
Unfortunately, there is no way to send a copy directly to later signers. They will need to sign through the Seamless link. In order to help them find this email, you can let them know it will come from Seamless Docs <noreply@seamlessdocs.com> and will have the vendor and PO# in the subject, along with the words “signature requested”. You can also send an email to Cassie, Ryan or Rachel and we can re-send the document to them.
Fortunately, Seamless has a planned update in the next couple months that includes a portal within accounts where users can see what documents are outstanding for them, as well as automatic reminders. We will share out when this happens!
My payment is to a subcontractor. It feels more complicated than buying a service or object. How do I navigate the purchasing and contracting processes at the same time?
We’ve gotten a few questions about what the process is when you need to do a Contract Request and a PO/Request to Pay at the same time, usually when working with a subcontractor or municipality. We are hoping to give more detailed guidance in the future, but the general path should go:
**If you need to expedite the process of paying your vendor, technically, you can begin the process of requesting approvals prior to receiving a signed contract, by uploading the unsigned contract as your “quote”. The ability to do this is contract dependent. Please consult with your project manager or director before doing this.
NOTE: This sequential order is different than the answer we gave during the brown bag, which was that you should start the PO process and the contract process at the same time, in the majority of situations. We have since received feedback from some directors that they are not comfortable with this level of approval and thus are changing it to recommend doing a contract first.
This process is a work in progress and we are hoping to speak to Finance and more directors and project managers to continue to adapt. Please feel free to respond to this email, or any others, with your thoughts.
Pressing submit will also prompt you to add a quote/proof of intent to purchase, which is required.
Each role in the workflow will receive an email notifying them when it’s time for them to approve and sign. This email will come from SeamlessDocs <noreply@seamlessdocs.com> and will have the subject that includes “[Metropolitan Area Planning Council]” and the name of the vendor.
When you complete a PO for the first time, you will receive an email prompting you to make a Seamless visitor account. Do this! You can see where it is in the signing process, see what outstanding signatures you have and see when it’s completed (you will also be notified when the document is completed. You can alss make a visitor account on your own by signing up here: https://mapc.seamlessgov.com/signup.
You are not required to add a w-9 for your vendor at this stage, but it is helpful if you have it, as Finance will eventually require it.
Tips:
Take note of the email you receive once your PO is completed. You will need it for the Request to Pay form.
If you have a question about using this form, reach out to Workflow Support at workflowsupport@mapc.org.
Fields to complete:
Requester Name
Requester Email
Vendor
Vendor Address: Make sure to double check address, as Cassie will use this to make payment
Purchase Description:
Invoice Amount:
Charge Code(s)
PO#: This can be found in a completed PO, which you can find in email (instructions in approval below). Creating a Seamless visitor account will also give you access to view submission made on that account. You can make an account here https://mapc.seamlessgov.com/signup
Attachments: Two attachments are required to submit this form. (See below for adding attachments)
Your proof that payment in requested
Usually, this will be an invoice. The biggest thing to note here is that the document makes it clear not just how much something cost (like a quote would), but also that we are being asked to pay that amount. An invoice does it, and if a contract explicitly spells it out, that can work as well. Please consult Sheila or Cassie for specific questions about what constitutes a proof of payment.
Your approval
The most common form of approval is the PO (from Step 1). You should be able to find this in your email, as you received a copy when the PO was completed. It would come from SeamlessDocs <noreply@seamlessdocs.com> and will have the subject that includes “[Metropolitan Area Planning Council]” and the name of the vendor.
In some cases, you may have a contract that can serve as approval. For example: XX contract that has been signed by all MAPC parties could be uploaded in place of PO for each payment. Another example of this would be monthly rent payments
Part 2 for MAPC Credit Card Purchases: Make Purchase and Submit Receipt
Once you’ve gotten approval to make your purchase, you will need to obtain the credit card number by getting in touch with Peter Dilsizian. Send him an email first to let him know you’ll be calling and from what phone number at pdilsizian@mapc.org. Then, you may call him at 617-407-8963.
Once you've made your payment, please submit your payment receipt here: https://mapc.seamlessdocs.com/f/Receipt.
FAQ
(will update as questions come in!)
Where can I see examples of what these workflows look like?
How do I add attachments on Seamless?
See step by step instructions of how to add attachments in Seamless here.
Do I need to get in touch with finance after completing the PO/Request to Pay Process?
Nope! Cassie is also on Seamless and monitors submissions. She will be in touch if there is any issue with your submission. If you are logged in when you create your PO, you will also be able to track it. You will also be able to see what “stage” it is in, including whether it is under review or paid.
Why can’t I see Seamless submissions that I need to sign (as opposed to one’s I’ve submitted?
Unfortunately, your Seamless account will only show you submissions that you’ve initiated and will not show ones that you need to sign as a later signer. We know this is annoying! Seamless is working on a feature to allow you to see whats outstanding for you and hopefully, this update will come within the next couple months. For now, the best way to find documents you need to sign is in your email. The email will come from Seamless Docs <noreply@seamlessdocs.com> and will have the vendor and PO# in the subject, along with the words “signature requested”.
I’m filling out a Request to Pay. How do I find my Purchase Order # and a copy of it?
Do I fill out a PO to use my personal credit card for a purchase?
No, the credit card workflow mentioned above is only for use of the MAPC AMEX credit card. You should make your purchase on your credit card and then submit the receipt through the expense report form, which can be found here.
Where do I add a w-9?
Finance requires w-9 for every new vendor that we pay. You can attach the w-9 to either the PO form or the Request to Pay form (there is an upload field titled “vendor w-9". You can also email it to Sheila or Cassie at any point. Please reach out to them directly with any more specific questions about w-9s. A blank copy of the w-9 form can be found on the K-Drive, within the “General MAPC” Folder, under “Financial”.
I’m waiting on a manager/later signer to sign a Purchase Order. Can I send them a direct link?
Unfortunately, there is no way to send a copy directly to later signers. They will need to sign through the Seamless link. In order to help them find this email, you can let them know it will come from Seamless Docs <noreply@seamlessdocs.com> and will have the vendor and PO# in the subject, along with the words “signature requested”. You can also send an email to Cassie, Ryan or Rachel and we can re-send the document to them.
Fortunately, Seamless has a planned update in the next couple months that includes a portal within accounts where users can see what documents are outstanding for them, as well as automatic reminders. We will share out when this happens!
My payment is to a subcontractor. It feels more complicated than buying a service or object. How do I navigate the purchasing and contracting processes at the same time?
We’ve gotten a few questions about what the process is when you need to do a Contract Request and a PO/Request to Pay at the same time, usually when working with a subcontractor or municipality. We are hoping to give more detailed guidance in the future, but the general path should go:
**If you need to expedite the process of paying your vendor, technically, you can begin the process of requesting approvals prior to receiving a signed contract, by uploading the unsigned contract as your “quote”. The ability to do this is contract dependent. Please consult with your project manager or director before doing this.
NOTE: This sequential order is different than the answer we gave during the brown bag, which was that you should start the PO process and the contract process at the same time, in the majority of situations. We have since received feedback from some directors that they are not comfortable with this level of approval and thus are changing it to recommend doing a contract first.
This process is a work in progress and we are hoping to speak to Finance and more directors and project managers to continue to adapt. Please feel free to respond to this email, or any others, with your thoughts.
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