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Page 1 1 ©2009 SciQuest, Inc. Confidential Login & Update Profile -Login & update profile -Set default (assignee, Ship-to / Bill-to, Account Codes) Shopper.

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Presentation on theme: "Page 1 1 ©2009 SciQuest, Inc. Confidential Login & Update Profile -Login & update profile -Set default (assignee, Ship-to / Bill-to, Account Codes) Shopper."— Presentation transcript:

1 Page 1 1 ©2009 SciQuest, Inc. Confidential Login & Update Profile -Login & update profile -Set default (assignee, Ship-to / Bill-to, Account Codes) Shopper / Requestor Exercises -Search -Shop from Punchout -Shop from Non-Catalog -Using Forms -Assign cart -History search -Create Quantity Receipt Approver Exercises -Assign, review, and take action (approve, return, reject, reject line) End User Training

2 Page 2 2 ©2009 SciQuest, Inc. Confidential Hands-on Exercises Overview, Navigation & User Profile

3 Page 3 3 ©2009 SciQuest, Inc. Confidential UserIDs : Local Log-in (for training only) IDs (case sensitive) are as follows: (the password = training) shopper1 shopper2 shopper3 shopper4 shopper5 etc. Logging In & General Navigation

4 Page 4 4 ©2009 SciQuest, Inc. Confidential Exercise 2: General Navigation https://usertest.sciquest.com/org/MUSC Enter your ID and password, click “Go”, land on “home/shop” Note different parts of your screen Click “profile” (two places to do this) Logging In & General Navigation

5 Page 5 5 ©2009 SciQuest, Inc. Confidential Exercise 3: Profile options and Cart Assignment Setup The goal is to review user profile options and set up a default cart assignee for the shopper. 1.Click the Cart Assignees tab. This tab is used to set up a shopper’s default “assignee” that is responsible for reviewing and approving his/her carts. 2.Click the Delete button to the right of any cart assignees that have been set up previously. 3.Click the Add Assignees button. The User Search box displays. 4.Enter (requestor1, requestor2, … ) in the User Name field. (You can also search by First/Last name.) Do not select a Department. Reviewing and Updating your Profile

6 Page 6 6 ©2009 SciQuest, Inc. Confidential Exercise 3 Continued: Profile options and Cart Assignment Setup 5.Click Search. The search results display in the window. 6.Locate the User Name that matches your shopper or approver number. For example – shoptrain1 would select requestortrain1. Click the Select radio button to the left of the appropriate requisitioner, and click the Choose Selected User button. 7.The new cart assignee displays in your profile. Click the Preferred button to indicate this requisitioner is the default approver for your carts. Reviewing and Updating your Profile

7 Page 7 7 ©2009 SciQuest, Inc. Confidential Exercise 4: Setting Up Your Profile Addresses The goal is set up Ship-To and Bill-To addresses in your user profile 1.Start with you User Profile. (click profile from home/shop) 2.Click the Purchasing tab. Then, under this, click Addresses. 3.There are two tabs: Ship To and Bill To. Make sure that Ship To is clicked. 4.Click Select Addresses for Profile, pick an address from the drop-down menu. Add your Rm/Bldg. Decide whether or not to mark this address as your default. 5.Click Save. 6.Repeat the above for Bill To. Reviewing and Updating your Profile

8 Page 8 8 ©2009 SciQuest, Inc. Confidential Exercise 5: Changing Default Custom Field (Accounting Code) Values The goal is to setup and review Custom Field Values in your user profile 1.Start with you User Profile. (click profile from home/shop) 2. Click the Purchasing tab. Then, under this, click Custom Fields. 3.There are two tabs: Header and Accounting Codes. Click Accounting Codes. 4.One the Speedchart Key line, click Edit. Select (by clicking) the value that you would like to make your default. 5.Click the Default box, then click Save. Reviewing and Updating your Profile

9 Page 9 9 ©2009 SciQuest, Inc. Confidential Exercise 5 (continued): Profile options and Cart Assignment Setup More topics: Determining Preferences - mention how to “mouse over” to see what things mean History – what has been done in your profile Congratulations! You are finished with User Profile setup. Reviewing and Updating your Profile

10 Page ©2009 SciQuest, Inc. Confidential Hands-on Exercises Shopping Exercises: Time to Buy!

11 Page ©2009 SciQuest, Inc. Confidential Shopper – Requestor Comparison ShopperRequestor Can add items to a shopping cartXX Must populate shopping cart required fieldsX May submit shopping cart into workflowX May assign cart to a RequestorXX Is considered the PR "Prepared By" personX Is considered the PR "Prepared For" personX Is considered the owner of the PR/POX Can see the PR in "My" order historyX Can see the PR using the "My Submitted Orders" filter in order history X Can see the PO in "My" order historyX

12 Page ©2009 SciQuest, Inc. Confidential Shopping Exercises Exercise 1: Perform a Simple Search 1.Cart – create cart 2.Navigate to home/shop tab. 3.Select simple search… (“toggle to see advance search”). 4.From Shop at the Top, select the Lab Supplies vertical and enter gauze in keyword text box. 5.Click Go or press Enter. The search results display. Notice the number of items available.

13 Page ©2009 SciQuest, Inc. Confidential Shopping Exercises Exercise 2: Perform an Advanced Search 1.From Shop at the Top, click the advanced search link. 2.Change the Advanced Search vertical to Furniture, then back to Lab Supplies. Notice how the criteria fields change depending on the vertical selected. 3.Enter additional criteria and click Search (this is assuming “gauze” is in the All of the Words field). 4.Note each of the fields on this page and how they are used, including the hide advanced search on search results option. 5.Go back to the Advanced Search box and choose the Office/Computer vertical, enter recycled red folders in All of These Words, and click Search.

14 Page ©2009 SciQuest, Inc. Confidential Shopping Exercises Exercise 3: Review Search results, add to cart – this is is a continuation of the previous exercise. 1.Key parts of the Search Results: 1. Order by weighting 2. Item Name, Description, Supplier, and Image 3. Icons: Supplier Classes (preference icons), Category, and Product Flags 4. Catalog number (from supplier) and manufacturer Info 5. Add to Cart, Favorites indicator 6. Add to favorites and comparison 7. More information: blue text and underline when “moused over” 2.Click on the Product Name for the first item displaying (END TAB RED FOLDER 100 CT LTR from Staples). Add the item to the cart from the pop-up window with a quantity of 2. 3.Notice the updates to the cart in the upper right-hand corner. 4.View your cart, name your cart

15 Page ©2009 SciQuest, Inc. Confidential Shopping Exercises Exercise 4: Refine your Search and Add an Item to your Cart 1.Using simple search, choose the Lab Supplies vertical and enter latex gloves, then click Go. 2.Refine by Supplier: a. From the Refine and Filter Search box on the left side of the screen, locate the By Supplier section. b. Select Fisher Scientific. Notice the number of products (213). 3.Refine by Category: a. From the Refine and Filter Search box on the left side of the screen, locate the By Category section. b. Select Gloves. Notice that the number of results is narrowed to 143.

16 Page ©2009 SciQuest, Inc. Confidential Shopping Exercises Exercise 4 Cont... Refine your Search and Add an Item to your Cart 4.Refine by Keyword a. From the Refine and Filter Search box on the left side of the screen, enter the following keywords: powder free large b. Click Go. 5.Notice how the Search Results path is updated accordingly. 6.Sort the Items by Price: Low to High. 7.Select the Diamond Grip gloves 100/pk (second on the list), Add them to your cart.

17 Page ©2009 SciQuest, Inc. Confidential Shopping Exercises Exercise 5: Comparison Shopping 1.From simple search, choose the Everything product vertical and enter yellow highlighter in the keyword. 2.Click Go or press Enter. 3.Change the Items per page to 50 so that you can see more items. 4.From the search results, select three items for comparison. Once the item has been located, click the compare link for each of the first three items on the list. 1. First item displaying: Staples Highlighter Yellow 6 2. Second item displaying: Highlighter Yellow PK Third item displaying: Highlighter Retract Yellow PK 12 5.Notice how the Compare Selected box at the top of the search results is now active and indicates the number of comparison options. 6.Click the Compare Selected box to begin your side-by-side comparison.

18 Page ©2009 SciQuest, Inc. Confidential Shopping Exercises Exercise 5 Continued... Comparison Shopping 7.From the comparison screen, remove the Retract Highlighters: Click Select checkbox, then choose Remove from drop-down, then click Go. 8.Choose the Staples Highlighter Yellow 6. Add a quantity of 10. Click the Add to Cart icon, then click Back to Search Results.

19 Page ©2009 SciQuest, Inc. Confidential Shopping Exercises Exercise 6: Browse by Supplier 1.Click the home/shop navigation tab to get a “clean” search screen. 2.Below the simple search, click Supplier in the Browse section. 3.Perform a Supplier Search: Click the +Click to expand Search for Supplier Filter link. 4.Search for Agilent Technologies: Enter agile in the Supplier Name starts with field and hit Enter. Discuss the other supplier search options such as supplier type and supplier information.

20 Page ©2009 SciQuest, Inc. Confidential Shopping Exercises Exercise 6 (continued): Browse by Supplier Click on the Supplier Name (Agilent Technologies). The supplier information displays, including relevant categories and items. 2.Click the + button to the left of the Lab Supplies Category, then select the Ampules, Cuvettes,Tubes, and Vials sub-category. 3.Select View, which allows you to see the items for the category. 4.From the Refine and Filter Search box, click show all... Under By Category. Notice the number of search results.

21 Page ©2009 SciQuest, Inc. Confidential Shopping Continued… Exercise 7: Browse by Category: 5.Below the simple search, click Categories in the Browse section. 6.Click the + button to the left of the Office/Computer Category, then select the Office Equipment and Accessories and Supplies sub- category. 7.Go two more levels to Office supplies, then Ink and lead refills, then click the View link. 8.Notice the return to browse... Link on the left to return the user to category search if needed.

22 Page ©2009 SciQuest, Inc. Confidential Shopping Continued… Exercise 8: Using Advanced Search and adding item to Favorites 1.Begin a new search by clicking the home/shop - shop sub-tab. 2.Click advanced search … to enable Advanced Search. 3.Make sure the Everything vertical is selected. 4.Enter blue labeling tape in the All of These Words field. In the Supplier field, enter Fisher Scientific (your preferred supplier), then click Search. 5.Notice that there are 15 results. You are looking for 2 inch tape. To refine your search further: a. Add 2 in in the All of These Words(before or after the other words), then press Enter. 6.Locate the appropriate item. What is the catalog number?

23 Page ©2009 SciQuest, Inc. Confidential Shopping Continued… Exercise 8 Cont... Using Advanced Search and adding item to Favorites 7.From the Product Search results, click the Add Favorite button for the item. 8.From the Add to Favorites pop-up, enter the item nickname. Use something easy to remember such as Standard Blue Labeling Tape, and the appropriate Quantity. 9.Create a Destination Folder. Click New, enter a name for the folder, and click save. 10.Now, select the folder for the favorite to reside: Select My Favorites under the Personal folders. 11.Click Submit. Click Close.

24 Page ©2009 SciQuest, Inc. Confidential Shopping Continued… Exercise 9: Shop from a Punch-out Supplier Each Punch-out site has a different “look and feel.” In this exercise, we will go to the punch- out site, select an item, then add it to your SelectSite cart, and repeat the process with a different supplier. 1.Go to Product Search  Product Search tab. 2.Select the Staples icon from the Punchout section. You will be connected to the punchout site. 3.Validate the Ship To Code. Use the default, and click Continue. 4.Enter Flip chart markers in the Keyword Search (on the left). 5.You need a marker set that has yellow, purple, and red (at a minimum). You need one for each person in class. The markers should also be on contract. Locate the right item, enter the quantity, and click Add to cart. How is contract identified on this site? 6.Click Checkout. You will be taken back to SelectSite. 7.Locate the markers in your cart. How are punch-out items identified in the cart?

25 Page ©2009 SciQuest, Inc. Confidential Shopping Continued… Exercise 10: Create a New cart and Shop from a Punch-out Supplier 1.Create a new cart: a.Go to the Carts navigation tab b.Select the draft carts sub-tab. Notice the cart that you created previously listed in Draft Carts. The cart will remain there until you submit it. c.Click the Create Cart button. This will create a new and empty cart and this cart will be active. d.Enter a Cart Name to identify the cart, such as Ed’s New Computer, then click the Save button. 2.Go to Product Search  Product Search tab. 3.Select the Dell icon from the Punch-out section. You will be connected to the punch-out site. (A validation/warning message may display. If so, click Yes). 4.This site has been customized to “promote” standard configurations and direct shopping. You simply want the “standard” laptop (notebook). Click Add to Cart to the right of the Latitude computer.

26 Page ©2009 SciQuest, Inc. Confidential Shopping Continued… Exercise 10 (continued): Create a New cart and Shop from a Punch- out Supplier 5.Click the green button that says Create Order Requisition. 6.Verify the information (it should be OK), and click the green Submit Order Requisition button at the bottom of the screen. You will be taken back to SelectSite.

27 Page ©2009 SciQuest, Inc. Confidential Shopping Continued… Exercise 11: Create Non-Catalog Items You need to order some materials for your department. You don’t really care what supplier they come from, so you’ll let the “experts” decide. You need standard 8.5 X11 paper and legal (8.5 X14) paper. 1.Locate the cart that you were working with previously (from carts  draft carts) and select it. 2.The active cart displays. Access the non-catalog overlay window: 1. OPTION 1: Click the Add Products button from the top of the screen. Click Non-Catalog Item from the left column of the Product Search tab. 2. OPTION 2: click the Add Non-Catalog Item link from the cart screen. 3.From the overlay window, click choose supplier… 4.From the Supplier selection criteria, select Supplier not known/don’t care and click OK. Discuss why/when you make this selection versus choosing the supplier.

28 Page ©2009 SciQuest, Inc. Confidential Shopping Continued… Exercise 11 (continued): Create Non-Catalog Items 5.In the Product Description field, enter Standard 8.5 x 11 Paper for Printing. 6.Enter ?? In the Catalog No. field. 7.Enter 2 in the Quantity. 8.Enter 1 CS (Case) for Packaging. 9.Click Save and Add Another. 10.Enter information for the second item (legal paper), then click Save and Close. 11.Go to the cart and notice how non-catalog items are indicated with the non-catalog icon.

29 Page ©2009 SciQuest, Inc. Confidential Shopping Continued… Exercise 12 Using Forms The goals are to select a form, fill it out, and submit it to workflow. 1.From the home/shop page, select Favorites Tab and then Forms folder under Shared favorites. Select Direct Pay > 250 Form 2.Fill out the form per the instructions. Fields in bold are required. 3.Click “add attachment…” Browse for your attachment and click Save. 4.Under Available Actions, select Add and go to Cart. Click Go. 5.Proceed to Checkout

30 Page ©2009 SciQuest, Inc. Confidential Shopping Continued… Exercise 13: Working with your Cart 1.View Your current cart. 2.Discuss how the information is presented in the cart. 3.Enter a Cart Name that you will remember and click Save. 4.Click Show line details to view more info for the items. 5.From your main cart, Remove one item. a. Select the item (enable the checkbox on the right of the line item). b. Choose Remove Selected Items from the drop-down box, and click Go. 6.Change the quantity of one item. a. Select the item (enable the checkbox on the right of the line item). b. Enter the updated Quantity in the Quantity field, and click Save.

31 Page ©2009 SciQuest, Inc. Confidential Shopping Continued… Exercise 14: Assign Cart to a Requestor After adding items to your cart, shoppers will assign the cart to a requestor to populate accounting information and validate shipping data. This exercise is a continuation of the previous exercise. 1.From the carts page, click the Assign Cart button. 2.Notice default Assignee(s). 3.Enter a note to Assignee. 4.Click Assign. The Shopping Cart Information screen displays. 5.Write down the Requisition number (or copy). 6.Click carts  draft carts. Your submitted cart should be listed in the My Drafts Assigned to Others table. Discuss the Unassign function.

32 Page ©2009 SciQuest, Inc. Confidential Submitting a Requisition… Exercise 15: Creating Requisition – REQUESTOR role After populating cart, or if cart assigned by someone else, a Requestor can Proceed to Checkout in order to create a Requisition. Primary difference between Shopper and Requestor is ability to create a Requistion. 1.Select an existing cart or populate a cart with items. 2.Click Proceed to Checkout. 3.Enter any additional required information (ship to address, requested delivery date, shipping account information, accounting information). 4.Follow breadcrumbs across top to complete all steps 5.Complete final review. 6.Click on Place Order

33 Page ©2009 SciQuest, Inc. Confidential Creating A Receipt Exercise 16: Create a Quantity Receipt (for Goods) Your order has arrived (or your service has been delivered) and you need to enter a receipt for your department. 1.Find your PO Number. History > PO History > by Requisition. 2.Click on the PO number to review it. Under Available Actions, select Create Quantity Receipt and Go. 3.Select the lines for which you are doing the receipts. Enter the quantities or accept the defaults. Click Save. 4.At the Header, name your receipt and click complete..


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