Using the Supplier Relationship Management (SRM) Dell Punch-out Catalog

How to Use This Punch-out Training Guide As desktop help references, the full SRM Shoppers Training documents are housed on the Purchasing Division website at: http://www.uky.edu/Purchasing/. The documents contains a broad perspective of the procurement system including Personal Settings, Shopping Cart tracking and Related Documents, approvals, etc. In addition, Purchasing creates and publishes on its website smaller Quick Reference Guides customized for each punch-out catalog (i.e., this document). The punch-out guides are designed to reflect exact steps when ordering from each individual catalog. This Quick Reference Guide material assumes the Shopper has already set their Personal Settings. If assistance is needed with Personal Settings or other features beyond what is reflected here, you may find the larger Shopper training documents to be useful.

Who Uses the Dell Punch-Out Catalog The Dell punch-out catalog is used solely with the Supplier Relationship Management (SRM) system. Currently, all areas of campus use SRM as their procurement system with the exception of Hospital areas. Departments within these areas will continue to use the e-Buy site for Dell purchases. All other areas of campus should utilize the punch-out catalog through SRM for purchases of Dell products regardless of price. This includes items previously purchased through the e-Buy site utilizing procurement card. HR_PA_310 Personnel Admin Actions - LSO V1

Dell Lease Purchases Some departments choose to purchase Dell computers through a lease program rather than direct purchase. Dell lease purchases are not executed within the Dell SRM punch-out process. Shoppers will enter a Free Text Shopping Cart in SRM for Purchasing to manually process a purchase order for leasing to Dell. Create the cart as a one line reverse type and use 128613 as the vendor # on the Source of Supply tab. Please ensure all Dell quotes pertaining to the Lease Purchase are attached in the Notes and Attachments tab in the cart.  HR_PA_310 Personnel Admin Actions - LSO V1

Overview – Punch-out Catalog Order The Dell punch-out catalog offers the following options: Standard Punch-out Orders: SRM Shoppers can select items from the Systems Catalog, a selection of Standard Configurations, or Software & Peripherals. Once selected the Shopper can move forward with the purchase or save the order as an online E-quote retrieving it for later purchase. Punch-out Quote to Orders (PQTO): Are used for special projects or orders of larger volume. Usually PQTO orders are utilized by centralized IT sectors of the University rather than individual departments.

Begin Shopping Cart from POWL 4/12/2017 Begin Shopping Cart from POWL 1. Start from the Shopper tab within myUK 2. Select Shopping Cart from Site Navigation to display the POWL 3. Click Create Shopping Cart SRM_SHO_300 - LSO V1

Default Settings: Set Values Two default values – Account Assignment and Delivery Address – can be set at the beginning of the ordering process. This will copy the data to all line items as they are placed into the Shopping Cart, thus bypassing tedious line item entries later. 4. Click Set Values within Default Settings

Complete Delivery Address (Required) 5. Select the Delivery Address / Performance Location tab

Complete Delivery Address (Required) Delivery information flows in from Personal Settings and reflects your building address only. The Shopper must add the Contact Person, Floor, and Room Number, etc. This must be completed for each cart and will populate to all line items placed in the cart. Important: Be sure to enter the delivery information at the header level. Bypassing entry of the contact person, floor, and room number within Set Values will require the information to be entered for each line item in the bottom Details section. 6. Complete contact person, floor, room, etc.

Set Account Assignment (Optional) 7. Click Account Assignment

Set Account Assignment (Optional) Enter Cost Center or WBS Element information if the entire order will be charged to the same cost object structure. Alternatively, if you need to charge various line items to different cost objects, this can be entered later within the Line Item Details. 8. Default Account Assignment Category is Cost Center. You can also select WBS Element from the dropdown if needed. 9. Enter the Cost Center or WBS Element number as applicable TIP: WBS Elements relate to grants.

No entries are required on other tabs within Default Settings. Finish Header Values No entries are required on other tabs within Default Settings. 10. Click OK to finish Set Values

11. Click the possible entries icon on right side of PO Type selection Set PO Type 11. Click the possible entries icon on right side of PO Type selection 12. Select Type NBPO

Dell Punch-out Order – Create 13. Click Add Item menu and select Dell catalog. Shopper will transfer from SRM to Dell website.

Options for Standard Punch-out Order Systems Catalog The Systems Catalog gives the SRM Shopper access to the complete line of Dell branded products. The SRM Shopper may configure the available options for any product according to their needs. 2. Standard Configurations Shows configured equipment and systems which are pre-approved for University of Kentucky departments. 3. Software & Peripherals Software and peripheral products from 700 manufacturers are available within the Premier page. Enter criteria within the search box to narrow selection or click on the category picture to view a wide range of similar products within that particular category.

Options for Standard Punch-out Order 14b. Standard Configurations: To access Standard Configurations, click on the category named “Shop” and click “Standard Configurations” link within the secondary navigation below. 14a. Systems Catalog: To access Systems Catalog, click on the category named “Shop” and click “Systems” link within the secondary navigation below. 14c. Software & Peripherals: To access the Software & Peripherals catalog, click on the category named “Shop” and click on the “Software & Peripherals” link within the secondary navigation below.

Selecting Items for Standard Punch-out Order 15. As you shop for Systems, Standard Configurations, or Software & Peripheral items, click Add to Cart for each item you would like to purchase. If desired, Systems and Standard Configurations can also be customized prior to adding to the Dell cart.

Customizing Items for Standard Punch-out Order If customization is chosen, select desired options at next screen. Pricing updates automatically as options are selected. Select from right menu as desired to review or print order summary or add the customized purchase directly to the Dell cart.

Finalize Dell Cart Note: Shoppers have the option to save the order as an E-quote, An E-quote can be retrieved later for purchase. 16. When finished selecting/customizing items from the catalog, click Create Order Requisition.

Set Shipping and Trade Compliance Indicators 17. Select desired Shopping Option. Default 3-5 day delivery is no charge. 18. Check appropriate Trade Compliance selection 19. Click Continue

Order Review and Submission 20. Review your order details and edit if necessary 21. Click Submit Order Requisition to complete the process. If needed Order Summary or Details can be printed If you get this message after submitting, click Yes.

Punch-out Items Return to SRM Shopping Cart Note: All product info transfers to SRM Shopping Cart including description, quantity, price, UOM, and supplier name. Selected items from punch-out site transfer to the SRM Shopping Cart

Complete Header and Item Overview 22. Add Header Notes if desired (Optional). Approval Note is internal and does not print on purchase order. Note to Supplier will print on purchase order. 23. Shopper can overwrite Delivery Date if desired 24. Click Details to open bottom section.

Punch-out Catalog Order – Details Section The bottom section of the Shopping Cart is termed “Item Details”. It contains additional information relating to the purchase such as Account Assignment, Notes and Attachments, etc. and is edited on a line item basis, i.e., each line item can be assigned different notes, etc. if desired.

Punch-out Catalog Order – Account Assignment Account Assignment entries can be formed at the line item level within the bottom Item Details section. Remember: If you already set the Account Assignment Information within Default Values: Set Values at the header level, you can bypass this section. 25. Select the Account Assignment Category (either cost center or WBS element). 26. Enter the cost center or WBS element number

Punch-out Catalog Order – GL Account 27. A suggested GL will populate automatically on many carts or can be entered/overwritten as needed. The Shopper should check the GL to ensure it is correct based on the nature of the particular purchase. TIP: The General Ledger (GL) Account is an accounting component that relates to the description of the goods or services purchased. If needed, you can click on the right side of the GL box to access a Possible Entries icon and search function.

Punch-out Catalog Order – Line Item Notes 28. If desired, you can enter Notes and Attachments for individual line items. Internal Note does not print on the purchase order. All other notes will print on the purchase order to supplier. TIP: Quotes are not required for punch-out orders. Thus, quote attachments here are not applicable.

Punch-out Catalog Order – Line Item Delivery Address Remember: If you already set the Delivery Address Information within Default Values: Set Values at the header level, you can bypass this section. If you omitted that step, the contact person, floor and room number will need entered manually for each line. Provided you entered the Delivery Address information within the Default Values: Set Values section at the header level, nothing needs entered here.

Punch-out Catalog Shopping Cart – Check & Order 4/12/2017 Punch-out Catalog Shopping Cart – Check & Order Note: Only click the SAVE button if the order is to be placed on HOLD and finished later. A Saved Shopping Cart resides in the Shopper’s POWL and does not move forward to the Approver. 29. Click Check to confirm whether errors exist 30. Click Order to finish SRM_SHO_300 - LSO V1

Punch-out Catalog Shopping Cart – Complete Order 4/12/2017 Punch-out Catalog Shopping Cart – Complete Order 31. Click Close button to close window SRM_SHO_300 - LSO V1

Punch-out Catalog Shopping Cart-Status from POWL 4/12/2017 Punch-out Catalog Shopping Cart-Status from POWL Click Refresh to see current Shopping Cart Status Shopping Cart will be listed in the POWL and can be accessed by clicking on the cart number. SRM_SHO_300 - LSO V1

What Happens Next 1 An Order Acknowledgement e-mail notifying Shopper that the order has been received by Dell. 2 A subsequent Order Confirmation e-mail that includes Dell order number and projected ship date. 3 A Ship Notification e-mail with detailed shipping information that informs Shopper the order has shipped.

Special Notes on Dell Punch-out Catalog Shopping Carts Special features are added to SRM for Dell punch-out catalog orders: Orders totaling $2000 or less from the Dell punch-out catalog do not require approval. SRM automatically transmits a purchase order once a cart is created and ordered. For orders over $2000, SRM automatically transmits the purchase order after the appropriate approvals have taken place. Goods Confirmations are required for all Dell punch-out catalog orders. Dell generates an electronic invoice and submits to Accounts Payable for payment. The Shopper receives an email message confirming when the invoice posts. To maintain a system of checks and balances, the Shopper’s supervisor is copied on the email notification.

Creating and Receiving E-quotes HR_PA_310 Personnel Admin Actions - LSO V1

1. From Shopping Cart on the punch-out catalog, click Save as E-quote Generate E-quote After a Dell cart has been created on the punch-out site, the Shopper may opt to save as an E-quote to be purchased at a later date. 1. From Shopping Cart on the punch-out catalog, click Save as E-quote Note: Don’t click Create Order Requisition since you are opting to save as E-quote only.

Note: Email address is required to retrieve an E-quote through SRM. Complete Contact Information for E-quote 2. Complete contact information 3. Click Continue Note: Email address is required to retrieve an E-quote through SRM.

Finalize E-quote and Email Confirmation Confirmation E-quote has been saved Shopper will also receive an email confirmation 4. Click Continue Shopping to exit page

Retrieve E-quote To Place Order Shoppers may access the E-quote at a later date to move forward with the purchase. After creating an SRM Shopping Cart and selecting Dell Catalog from the Add Item menu, the Shopper will land on the Dell Premier page. 1. Click E-quotes from the Dell Premier landing page

3. Click Retrieve E-quote 2. Enter email address 3. Click Retrieve E-quote

4. Locate the correct E-quote and click Create Order Requisition Retrieve E-quote 4. Locate the correct E-quote and click Create Order Requisition

Finalize Retrieved E-quote and Create Order 5. Review order details. Shopper may also choose to adjust system details, update quantity, or remove item(s) before ordering. 6. Click Create Order Requisition

Set Shipping and Trade Compliance Indicators 7. Select desired Shopping Option. Default 3-5 day delivery is no charge. 8. Check appropriate Trade Compliance selection 9. Click Continue

Finalize Retrieved E-quote and Order 10. Review Order Requisition details and edit if necessary 11. Click Submit Order Requisition to complete the Order Requisition process. If needed Order Summary or Details can be printed If you get this message after submitting, click Yes.

Retrieved E-quote Items Return to SRM Shopping Cart Items from the saved E-quote return to the SRM Shopping Cart. Shopper should complete remaining entries as needed (Account Assignment, Notes, etc.), Check, and Order.

Creating Punch-out Quote To Order (PQTO) HR_PA_310 Personnel Admin Actions - LSO V1

Punch-out Quote To Order (PQTO) Punch-out Quote To Order (PQTO) is a feature that allows an SRM Shopper to retrieve a “Customized Sales-Generated Quote” and process it through the SRM Shopping Cart. PQTO can be utilized for the following: One-off orders direct with the Dell sales team Special projects not published in catalog PQTO is usually used by central IT sectors for highly customized systems or purchases of larger volumes.

PQTO – First Step Punch-out Quote To Order (PQTO) starts with a custom quote from the Dell sales representative. Email Michelle Thomas at: Michelle_M_Thomas@Dell.com to begin the PQTO process. Once completed the sales representative will forward the PQTO attachment to the department via email. Once the purchase decision has been finalized, the department must request the sales representative to load the PQTO onto the punch-out catalog for ordering. Note: Please advise the sales representative at the quote stage if you require shipping options other than standard delivery.

Place Order for PQTO from Punch-out Catalog Create an SRM Shopping Cart as normal. Select the Dell Catalog from the Add item Menu to arrive at the Dell punch-out catalog. 1. Select My Premier from the top menu. 2. Click Custom Links 3. Click Non-Standard Quotes

Move PQTO to Purchase Status 4. Locate your PQTO number from the list and click Add to Cart

Create PQTO Order Requisition Within Dell Catalog 5. Review order. Click Create Order Requisition to proceed. Note: Bill-To and Ship-To addresses on the PQTO will not be passed back to the SRM Shopping Cart. Dell will bill and ship items as instructed from within SRM.

Shipping and Trade Compliance Indicator Shipping option automatically defaults for PQTO orders 6. Check appropriate Trade Compliance selection 7. Click Continue

Finalize PQTO and Order 8. Review order details and edit if necessary 9. Click Submit Order Requisition to complete the process. If needed Order Summary or Details can be printed If you get this message after submitting, click Yes.

Complete PQTO Within SRM Items from the PQTO return to the SRM Shopping Cart. Shopper should complete remaining entries as needed (Account Assignment, Notes, etc.), Check, and Order.

Purchase Customized Software via Punch-Out Customized software quotes are handled in the same manner as Punch-out Quotes to Order. Email Gina Skonieczny at: Gina_Skonieczny@Dell.com to begin the software quote process. Once completed the sales representative will forward the attachment to the department via email. Once the purchase decision has been finalized, the department must request the sales representative to load the software quote onto the punch-out catalog for ordering. Shopper should process the order within the punch-out environment and can locate the software quote within the site by the same process as a PQTO quote. HR_PA_310 Personnel Admin Actions - LSO V1

TIPS At their choosing, Dell Buyers and Dell Shoppers can still create quotes on the e-Buy Premier site. The actual purchase should be conducted within the SRM Shopping Cart system. E-quotes created through the e-Buy portal will automatically be loaded onto the Dell punch-out catalog for ordering. HR_PA_310 Personnel Admin Actions - LSO V1

SRM Help Web Sites SRM Resource Page on Purchasing web site: http://www.uky.edu/Purchasing/srm.htm myHelp – MM & Purchasing Help web site: http://myHelp.uky.edu/rwd/HTML/MM.html Both sites contain Quick Reference Cards, updated and printable course manuals, Reference Manual, etc. SRM Assistance Email: SRMHelp@uky.edu HR_PA_310 Personnel Admin Actions - LSO V1