SRM Requisitioner HandsOn Workshop

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SRM Requisitioner Hands-On Workshop

• Purchasing Services
• November 7, 2008

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AGENDA

• Set User Settings
• Verify Default Ship-to
• Understand catalogs
• Understand describe requirements
• Tips and Tricks
• Requisitioner Inbox

• Demo
• Checking order status
• Monitor Shopping Carts
• Back Button
• Resources
• eproc_at_lists.purdue.edu mail list
• Who to call for help

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Set User Settings

• This information (name, phone, and fax) will
  appear on the Purchase Order sent to the vendor
  and will enable them to contact you as the
  requester if questions arise with the order.
  (i.e. product not available, product backordered,
  order confirmation, etc)
• Instructions on Purchasing website
  http//www.purdue.edu/purchasing/ SRM tab. How
  to Set User Settings

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Verify Default Ship-to

• If the default ship-to information is incorrect,
  go to http//www.purdue.edu/purchasing/ , SRM tab
  Changing Default Ship-to Address, to submit the
  change.
• This is manually entered by our system
  administrators.
• If it is correct, do nothing.
• If you move buildings, positions, or your
  building address changes you will need to submit
  a change.

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Understanding Catalogs

• Catalogs are buyer negotiated prices. Purchasing
  has already done the work for you
• If you use the Catalog your order will be sent to
  the vendor without additional Purchasing
  intervention (once fiscally approved and is under
  10,000).

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Understanding Describe Requirements

• Any order outside a catalog is a describe
  requirement.
• If you have to use the describe requirement and
  appropriately select the product category there
  may be a vendor list which are approved vendors
  by Purchasing. If you select a vendor in the
  vendor list, your order will be sent to the
  vendor without further Purchasing intervention
  (once fiscally approved and is under 10,000) .
• If you use a preferred vendor, then the shopping
  cart will always need Purchasing intervention
  (Purchasers Worklist).

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Portal Favorites

• Short cut to links you use often
• Purchasing ServicesGo ShoppingShop
• Hover over shop
• Right click
• Left click on Add to Portal favorites box that
  appears

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Tips and Tricks - Default Settings

• Ship-to - DO NOT EDIT DEFAULT FIELDS Enter before
  adding line items and ship-to will copy to each
  line item. May enter information in c/o and
  district fields only (for Sigma-Aldrich and other
  vendors, if you change the ship-to the order will
  error on the vendor side because the ship to does
  not match the file we provided to them)
• Click the X to close the Ship-to section

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Tips and Tricks - Default Settings

• Cost Assignment Enter before adding line items
  and cost assignment will copy to each line item
  (do not enter G/L account here). Cost Assignment
  Drop Down box select correct type of account
  (cost center, order or WBSE). NEVER use Asset.
• Cost distribution you may distribute cost by
  percentage or quantity. As a best practice
  please do not use value (the amounts do not
  transfer to R3 correctly).

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Clipboard Feature

• If you use one account or one most of the time
  the Clipboard feature may save you time.
• Enter cost center (or order) number
• Click Copy to Clipboard
• When you begin a new shopping cart, just click
  Insert from Clipboard
• Instructions to set up and use the Clipboard
  feature are located on the Purchasing Website
  -SRM tab
• Click the X to close the cost assignment section

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Tips and Tricks - Default Settings

• Extended Details The Unloading point is
  required for University Stores orders and all
  work orders for Physical Facilities.
• Click Simplif.Deatils to close

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Tips and Tricks Add Items

• Old Purchase Orders and Templates
• Previous shopping cart that you created and you
  may copy to save time for future orders. Check
  new pricing.
• Extended search (check the box to include
  completed shopping carts)
• Make sure to verify the ship-to, cost assignment,
  price, and vendor information as all of those
  fields are copied.

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Tips and Tricks Add Items

• Internal Goods/Services
• Method to order from University Stores, may enter
  the stores product number or search by
  description. Use , as a wildcard, both before
  an after a brief description. For example, if
  looking for Purple Paper, type in paper and
  find the purple paper.
• Once you find your item, click on the Product ID.
  Enter quantity. Click add to shopping cart.
• To additional items follow above steps.

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Tips and Tricks Add Items

• Internal Goods/Services cont
• Sources of Supply will say no vendor assigned
• Availability will allow you to know if item is
  available.
• A reservation is created rather than a PO.
• Withdrawn status means University stores is
  filling your order.

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Demo Stores Order

• Order paper
• Do not know the product id

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Tips and Tricks Add Items (e-plus catalog )

• Punch-out catalogs perform an extra step to
  punch-out to the vendors website. You need to
  select the catalog, type vendor name in box,
  click buy from supplier button (CDW, Cannon IV,
  Concerto, Dell, Kirby Risk, Newark Electronics,
  Sigma-Aldrich, VWR)
• CIF catalogs you do not go to the vendors
  website, these are partial product lines from
  this vendor. We may have contracts in place with
  other vendors for other products they carry.

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Demo Guy Brown Order

• Paper Catalog
• File Pockets

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Tips and Tricks Add Items

• Purdue Printing Services
• Do not use the special instructions box in the
  Printing Services order form.
• If you need additional space on any line items or
  need to add special instructions, click add to
  cart first, then go to documents and attachments,
  and click on vendor text.
• Add remaining information on the line or go to
  the bottom of the vendor text box to add the
  special instructions.
• Also add cost assignment (i.e. Fund/Cost
  center/GL account)

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Purdue Printing Services Cont

• You may use the describe Requirement for Printing
  Services. Use the Form 3 and attach to cart.
  The Form 3 can be found on the Printing Services
  site _at_ http//www.purdue.edu/printingservices/supp
  ort/forms.htm
• Use the Purdue Printing Services Product Category
• The vendor is assigned when you use that product
  category.

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Demo printing Services

• Business Card order

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Tips and Tricks Add Items (Describe
Requirement)

• Product Type use Goods (If a user clicks on
  Services the button will switch back to Goods. A
  box will pop up with the following message
  "Services not allowed. Product type has been
  updated to Goods.")
• Verify unit of measure and pricing, essential the
  PO matches how we will be invoiced, if not it
  will be a blocked invoice. Attach quote or add
  note of contact person in vendor text under
  documents and attachments.

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Tips and Tricks Add Items (Describe
Requirement)

• Essential to pick appropriate product category,
  the vendor list is derived from the product
  category. Vendor List spreadsheet on Purchasing
  website to aid in finding the product category
  and vendor list.
• Required on date will default out 7 days if no
  change is made, after you click submit.

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Tips and Tricks Add Items (Describe
Requirement) Cont

• NO 0 line items
• NO fractions
• NO free items in separate line items Add to
  line item text of another line item.

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Tips and Tricks Add Items (Describe
Requirement) Cont

• Restricted commodities (furniture, animals,
  firearms, hazardous materials, etc) would be
  ordered in a describe requirement shopping cart.
  The vendor would be a preferred vendor.
• Link to webpage of restricted commodities
• http//www.purdue.edu/purchasing/SRM/restrictedCo
  mmodities.html

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Tips and Tricks Add Items (Describe
Requirement) Cont

• Multiple different items or Items that are Assets
  should be placed on separate line items
• Examples 3 scanners for 150 all on one line.
  (Same Item) 3 Widgets over 2,500 each (Assets)
  must be on 3 separate lines. 1 digital camera, 1
  scanner, and 1 monitor 3 separate lines.
  (Different items)

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Tips Tricks - Items in Shopping Cart

• Cost Assignment may change the default G/L
  account, if needed.
• Documents Attachments do not use any special
  characters (i.e. , , /, -) when naming the
  attachments. No one will be able to open the
  attachment. Check the Inter. (internal) box for
  new vendor forms.
• Vendor text - include any information you want
  the vendor to see (i.e. mfg part , extended
  description of material or services needed,
  pricing information (written, phone, or email
  quote date and vendor contact) Also may list
  separate shipping address if needed.

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Tips Tricks - Items in Shopping Cart

• Internal notes any information for approvers or
  Purchasing staff.
• When adding notes please date and list your name
  in the note.
• Additional Specifications notes for approval,
  Purchasing staff do not see these notes.

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Tips Tricks Items in Shopping Cart (cont)

• Sources of Supply A vendor MUST be assigned to
  each line item (or attach a new vendor request
  form to the first line item).
• The vendor overview box is the vendor list, these
  are approved vendors by Purchasing driven by the
  selection of the correct product category. Click
  the radio button next to the vendor you would
  like to use. Click assign vendor.

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Tips Tricks Items in Shopping Cart (cont)

• Sources of Supply (cont)
• If you do not see your vendor check if there are
  additional pages. If you would like to suggest a
  vendor be added to a vendor list, please call or
  email the Purchasing Helpdesk. The form is on the
  Purchasing website to complete and fax to
  Purchasing.

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Tips Tricks Items in Shopping Cart (cont)

• Sources of Supply (cont) Some product
  categories will not have vendor lists. You would
  then be required to suggest a preferred vendor.
  Preferred vendors will always require Purchasing
  intervention.
• To search for the vendor click on the binoculars,
  you may search any of the fields listed. Name,
  (use s before and after the name and use
  partial names) address, city. Use name 2 for
  (doing business as) dbas.

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Tips Tricks Items in Shopping Cart (cont)

• SRM will allow more than one vendor per shopping
  cart (please follow your business offices
  direction if this is allowed in your department).
  The shopping will split into different POs for
  different vendors.
• If you do not find the vendor you are looking for
  try using our non-entry/cross reference list
  located on the Purchasing website
  http//www.purdue.edu/purchasing/ SRM tab.
• Type in the vendor name to see if they responded
  with a different name or had a name change.

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Demo Describe Requirement

• Printing Services
• Vendor List Vendor
• Preferred Vendor

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Email and Copy of PO

• You will receive an email with a .pdf attachment
  of the PO.
• If a PO needs to be resent to a vendor please
  call or email the Purchasing Services Helpdesk at
  4-7279 or pshlepdesk_at_purdue.edu. Sending the PO
  through the system tracks the number of times a
  PO is sent. If you send the copy it may result
  in a duplicate order being shipped at the expense
  of the department.

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Requisitioner Inbox

• General Rules If an Approver makes a change to a
  Shopping Cart that will cause the total value to
  change, the Requisitioner will have to approve
  this change. This includes a change in quantity,
  price, or rejecting, adding/copying/deleting a
  line item.
• The Requisitioner must approve a price or
  quantity change before the order will route back
  to the First Approver.
• When a Requisitioner accepts changes to a
  Shopping Cart, the status on the Approval
  Overview may still show that the cart is
  Awaiting Approval even though it has properly
  progressed back to the first approvers inbox.

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Requisitioner Inbox (cont)

• To do this Go to Purchasing ServicesWorkbench
  Inbox.
• Select the magnifying glass to open the details
  of the order.
• Select Display Changes to see the changes made
  to your order.

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Requisitioner Inbox (cont)

• Accept Changes will accept the changes the
  Approver made to your order.
• If your line item was rejected, selecting Accept
  Changes means you are accepting the rejection.
  If a cart is only partially rejected, the line
  items that were rejected will disappear from the
  Shopping Cart and may only be viewed by clicking
  the Display Changes link.
• The Change button allows you to make further
  changes to your order.

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QRCs

• QRC for shopping carts
• QRC for vendor lists

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Checking order status

• Own orders
• Purchasing Services-Go shopping-Order status
• Verify timeframe
• Click extended search, check the including
  completed shopping carts checkbox
• Click start
• To view the line items, click on the black arrow
  next to shopping cart number

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Monitor Shopping carts

• See others shopping carts
• Purchasing Services-SRM Administration-Monitor
  Shopping Carts
• You may search using a shopping cart number
• Under General DataNumber of Shopping Cart
• or a PO number
• Under Item Data Select Type of follow-on Document
  (EC Purchase Order) and enter the PO number in
  the Number of Follow-on Document field

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Back Button

• Brower Back button
• Do not use the browser back button when in the
  portal
• Back button in SRM
• If you use this back button you will lose all
  information for the current shopping cart.

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Resources

• Purchasing Service Website http//www.purdue.edu/p
  urchasing/
• business_at_purdue website https//www2.itap.purdue.e
  du/bs/BPP/index.cfm

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eproc_at_lists.purdue.edu

• Purchasing mail list
• All SRM related information is sent through this
  list. (i.e. if a catalog goes down) All
  requisitioners, approvers, and receivers should
  be on this list.
• Check junk mail folder, add email to safe list
  Tools, options, junk e-mail, safe recipients tab,
  click add and type in the email address
  eproc_at_lists.purdue.edu

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Buiness_at_Purdue News

• Newsletter is delivered Tuesday and Thursday each
  week
• Purchasing information is listed under Buying
  header.
• Occasionally information will listed under
  training also.
• How to sign up, if not in Business Services?
  Send an email to Janice Thornton,
  janis_at_purdue.edu

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Purchasing Helpdesk

• Phone 4-7279
• Fax 4-6609
• pshelpdesk_at_purdue.edu

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Questions?

• Additional Demos
• Hands-On Time