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1. Login to your [Okta home page.](https://gitlab.okta.com/app/UserHome)

2. Click on `+New Request` on the right side of the top menu.

3. Select the specific type of request needed.

3. Select the specific request type that matches your purchase. Each request type opens its own intake form, so the sections and required fields may vary depending on the type of request you selected.

4. Complete the requisition form

   - a) Depending on the request type, you may be asked to complete sections such as general information, vendor details, spend information, IT security and privacy, and supporting documentation.

5. If you are the requestor, then add your name, or behalf of whom you are requesting.

6. In the `What are you looking to purchase?` question, is asking which commodity you are purchasing. For example: if this purchase is for the Marketing team, then please select Marketing Programs and then the appropriate subcategory that describes your purchase.

7. Select if the payment is to be made by a Coupa virtual card.

The process to set up a new vendor starts in `Zip`. Simply by creating a new purchase request you have the option to add a new vendor. Once the request has been submitted, the **Procurement** team would be notified and add the new vendor in `Coupa`.

### How to generate, view, and send a purchase order to a vendor?

Once a purchase request is fully approved in Zip, Zip automatically generates a purchase order for non-virtual-card purchases.

The purchase order is assigned to the requester of the purchase request, so the requester can access both the request and the resulting PO.

You can find purchase orders in two main ways:

1. from the original request in `My Requests`

2. from the Purchase Orders item in the left navigation, which shows the purchase orders assigned to you

When you open a purchase order, Zip shows the vendor details, buyer details, and the relevant pricing and PO information carried over from the originating request.

To send the purchase order to a vendor, open the purchase order and use the send action. You can select one or more vendor contacts, copy internal contacts if needed, add an email message, and choose whether to hide or show the total purchase amount.

After the PO is sent, the vendor receives a notification and can view the purchase order in the vendor portal if they have been onboarded there as a vendor contact.

### How to do a request change?

If there is an existing purchase order (PO) that needs a change, follow the steps below to process a change request:

If there is an existing purchase order that needs to be updated, you can initiate a purchase order change request in multiple ways:

   1. from `+ New Request` by selecting the PO Change Order / Request a Change option.

   2. from the purchase order page using the `Request a Change` button.

   3. from the original request page after the PO has been generated.

**IMPORTANT** Change Request can only be submitted if there is a released Coupa Purchase Order (PO). If you have to update a req that is running through approvals in Coupa/ZIP please contact the Procurement Team.

Virtual card requests will go through Zip as a regular purchase request.

   1. Select `Yes` for the question `Will a virtual card be used to pay this vendor?` and fill in all the relevant information.

   2. Select `American Express- Virtual Card` in the field `What's the name of the vendor?`

   3. Once the Zip request is approved and is integrated into Coupa, where financial and management approvals will take place, it will trigger virtual card creation in Coupa.

   4. You will receive an email once the virtual card is ready, and you can also access it directly in Coupa.

   2. During intake, confirm whether the vendor accepts MasterCard. If yes, indicate that the purchase should be paid by virtual card.

    - If you do not know whether the vendor will accept a virtual card yet, you can still submit the request and initially leave it as a purchase-order payment method. Procurement or the admin team can switch the payment method to virtual card as long as the request has not yet been fully approved.

   3. If the request has already been fully approved and generated as a PO, the purchase order must be canceled and the original request cloned so the payment method can be changed to virtual card.

   4. Once the request is fully approved as a virtual card request, Zip generates a virtual card instead of a purchase order and attaches it to the request.

   5. The requester can open the virtual card, reveal card details, and review the spending limit, all-time spend, and merchant transactions.

   6. For each virtual card transaction, the cardholder is expected to upload a receipt, review the transaction details, and mark the transaction as reviewed.

   7. After the cardholder review is complete, Accounts Payable reviews and syncs the transaction forward to NetSuite. No additional approvals are required at that point because approvals were already collected on the originating purchase request.

### How to submit a virtual card change request?

   1. To request a change to an existing virtual card, click `+ New Request` and select `Virtual Card Change Requests`.

   2. Unlike a purchase order change request, the virtual card change request is tied to the virtual card itself rather than a purchase order.

   3. Provide a title for the request and link the existing virtual card by opening the original virtual card request, selecting View Full Virtual Card, and copying the virtual card link into the intake form.

   4. Complete the intake form with the updated virtual card details, such as new start or end dates, revised total amount, currency, and any supporting attachments.

   5. After submission, the request follows the normal approval flow. Once approved, Procurement or the admin team applies the approved changes to the virtual card.

### How to keep track of a request?

- If the contract has been fully signed by all relevant parties, its status will be indicated as `Final` and title will contain the term `Signed`.

- In cases where the contract is pending signatures, the status will display a fraction such as "0/2" or "1/2," depending on the number of required signatures and the signatures that have already been obtained. For instance, if none of the required signatures have been obtained, the status could be "0/2." If one signature has been obtained out of the two required, the status could be "1/2."

### How to view invoice details and approvals?

Invoices in Zip can be found in several ways:

1. In `Needs My Approval` if an invoice is assigned to you for approval

2. From the originating purchase request for PO-backed invoices

3. From the purchase order, where billing details show invoices linked to the PO and its line items

When you open an invoice, you can:

- View the invoice approval route, the current and remaining approvers, the vendor attachment, GL and accounting-related fields, and the invoice line items

- See the `Source` tab to check how the invoice entered Zip — invoices can be created either by emailing AP or by vendor submission through the vendor portal against a purchase order

- Use comments and @mentions inside the invoice to ask questions, escalate details, or notify approvers and other stakeholders

If the invoice is fully approved, it syncs to NetSuite to be applied to the GL.

### Legal approval / redlines

For requests involving new vendors where no agreement on terms has been reached yet, the Legal team may provide edits or redlines to the vendor's contract to ensure compliance with our company's policies and legal requirements.

### How to Approve a request?

1. You will receive an email / Slack alert when a new purchase request requires your approval. Notifications will highlight key information regarding the request, you can approve or reject the request from the notification directly.

2. From the notification, click on the View Request link to learn more and to view the request in Zip

3. Review the relevant information needed for the approval.

4. Click on your approval node in the review chain to view due dates, completed dates, any sub-tasks and integration information built-in.

5. Click on the section tabs to jump to the section of the page needed.

1. When a request needs your approval, Zip can notify you by email, Slack, and in-app notifications depending on your personal settings.

2. You can open the request from the notification or from Needs My Approvals on the Zip home page.

3. Within the request, open your approval node to review the details relevant to your decision. If your node contains subtasks, complete those tasks before approving as needed.

4. Approvers can use Approve, Reject, or Request More Info directly from the approval node.

5. If you need additional context before making a decision, use comments and @mentions to loop in the requester, Procurement, AP, or other stakeholders with access to the record.

![zip-image-8](/images/business-technology/enterprise-applications/guides/zip-guide/approval-request7.png)

If you are the default assignee for your queue, you can view all pending requests for your approval by simply clicking `Dashboard` in the top right, on the Home dashboard page and selecting the `Needs My Approval` tab.

If you are not the default assignee for your queue, you can view all requests awaiting your queue's approval by clicking `Dashboard` in the top right corner, selecting the `Queues` tab and selecting your queue. All requests in your queues will appear, you can update the `Status` filter if necessary to see previously approved or upcoming requests.

If you are part of an approval queue, you can also use Dashboard and then Queues to view all requests tied to your queue, including records that are not yet assigned to you but are in your queue’s approval chain.

Queue statuses help distinguish records that are ready for your team’s action from records where your queue is only an upcoming approver in the chain.

Zip also provides visibility into records you are following and requests you recently completed.

![zip-image-11](/images/business-technology/enterprise-applications/guides/zip-guide/approval-request4.png)

![zip-image-13](/images/business-technology/enterprise-applications/guides/zip-guide/approval-request6.png)

### How to manage notifications

1. Open Personal Settings in Zip and go to Notifications.

2. Zip can notify you about activity on requests where you are assigned, following the request, or serving as an approver.

3. You can manage notification delivery by channel, including email, Slack, and in-app notifications.

4. If you are mainly an approver, keep the settings enabled for updates and actions that require your attention on requests, invoices, or purchase orders.

5. You can also control notifications for comments, @mentions, and thread replies.

6. If Zip is connected to Slack, approval notifications can appear in the Zip Slack app and may include action buttons for approvals inside Slack.

### How to set up out-of-office delegation

1. Open Personal Settings in Zip and find the out-of-office option.

2. Select the delegation period, choose the appropriate timezone, and select the person who should receive your delegated approvals during that time.

3. After you save the delegation, approvals related to purchase requests and invoices will route to that delegate during the selected period.

## Zip Platform Support

- The **Procurement Team** should be the first point of contact for all **functionality** related questions. Examples are: