Using the SRM Grainger e-Catalog

Introduction These reference materials show specifically how to use the Grainger e-catalog to purchase Commercial and Industrial supplies within the Supplier Relationship Management (SRM) system. Departmental staff placing orders must first hold the SRM Shopper role and have the related tab within myUK. If needed, additional SRM information is available on the Purchasing website at: How-To Guide for Establishing Roles, including information on booking and taking the online curriculum to receive the Shopper tab in myUK. Full SRM Shopper Training Guides This Quick Reference Guide 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. 2

Who Uses the Grainger e-Catalog The Grainger e-catalog is used solely with the Supplier Relationship Management (SRM) system. All areas of campus use SRM as their procurement system with the exception of Hospital areas. All areas of the academic campus are to utilize the e-catalog through SRM for purchases of Grainger items regardless of order amount. This includes items previously purchased utilizing procurement card. 3

What Does The Grainger e-Catalog Contain? Abrasives Adhesives, Sealants and Tape Electrical and Electronics Fasteners Fleet and Vehicle Maintenance HVAC and Refrigeration Hand Tools Hardware Hydraulics Lighting Lubrication Machining Material Handling Motors Outdoor Equipment Paint, Equipment and Supplies Plumbing Pneumatics Power Tools Power Transmission Pumps Raw Materials Safety Security Test Instruments Welding 4 Grainger is the primary provider of commercial and industrial supplies to the University. Products are available in the below categories; more than 400,000 products are available.

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 5

Set Header Values 4. Click Set Values within Default Settings 6 Two Header 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.

Set Account Assignment (Header Level) 5. Default Account Assignment Category is Cost Center. You can also select WBS Element from the dropdown if needed Enter the Cost Center or WBS Element number as applicable 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 Line Item Details. TIP: A WBS Element relates to grants.

Set Delivery Room/Floor 7. Select the Delivery Address / Performance Location tab 8

Set Delivery Room/Floor 8. Complete contact person, floor, room, etc. 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 into the cart. 9 Important: Be sure to enter this 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.

Setting an Alternate Delivery Building At the Shopper’s choosing, you can enter an alternate building for delivery on a cart-by-cart basis. See Appendix at the end of this reference guide for step-by-step instructions. 10 If needed, follow instructions within Appendix section of this reference guide. Important: Do not freeform building delivery information into the fields. 9. Click OK when done with Delivery Address

Select Grainger from Add Item Menu e-Catalog items are ordered through the Add Item dropdown menu Click Add Item and select Grainger e-catalog. Shopper will be transferred from SRM to the Grainger e-catalog site.

Grainger e-Catalog Landing Page Welcome 12 TIP: If you decide not to order products, you can click the Back button to return to SRM at any time. Note: e-Catalog orders will time out after several minutes of inactivity. It is a good idea to move through the shopping process expeditiously and in one sitting. Welcome message confirms entry onto landing page

Grainger e-Catalog Landing Page 13 Upon arrival at the e-catalog site, utilize the Product Category or Search features to locate equipment or supplies you need to order. Searches - Find products using text or part numbers with the Search feature, or… …Shoppers can also browse the product category structure to locate needed items.

Search Options Enter keyword(s) or product number to find matches against product information, etc. As you type, the search feature will auto-suggest possible items.

Search Results and Options 15 Shopper may refine results further through the filter menu… …or drill into more specific categories for items.

Detailed information shows catalog number, full description, price, and UOM Selecting Items For Grainger Shopping cart 16 Availability and estimated delivery date

12. As you locate needed items, enter the order quantity for each. 13. Click Add to Cart for each item Selecting Items For Grainger Shopping cart 17

Access Grainger Shopping Cart from Landing Page 18 The Shopper can access their Grainger cart at any time while on the e-catalog.

View/Manage Grainger Shopping Cart 19 From the Grainger Shopping cart, you can see availability of items, estimated shipping date, order total, etc. If you want to add more items to the cart, continue locating products through the product categories or search feature.

If needed you can remove items from cart or update quantities Grainger Shopping Cart Update or Checkout 20 You can update quantities, delete items, or proceed to checkout. 14. When finished Shopping, click Submit Cart

15. Click Yes to complete checkout process Order Review and Complete Checkout 21

e-Catalog Items Return to SRM Shopping Cart 16. Click to open Details (bottom) section of Shopping Cart 22 The e-catalog order populates back to the SRM Shopping Cart Optional: Shopper can add an Approval note (internal only; does not print on purchase order) or Note to Supplier (prints on purchase order).

Review/Complete Account Assignment 23 If you need to assign cost object information to different line items, complete Account Assignment tasks here. If you completed this at the header level, you do not need to make changes to the cost object structure. 17. Select Cost Center or WBS Element from the dropdown menu 18. Enter the cost center or WBS Element number Note: If you apply account assignment information at the line item level, it will need entered manually, or copied and pasted, for each line.

Complete Account Assignment – GL Account GL Account will load by default. You can overwrite with a different GL Account if desired. Reminder: If ordering a single item that is over $5000, a capital GL Account must be used. Capital GLs are format 55XXXX.

e-Catalog Order – Details Section TIP: Delivery Address information was already set at header level under Default Settings/Set Values. Thus, nothing needs entered or modified in Details section. 20. Optional: Notes and file attachments can be added at the line item level. (Note: There is no quote attachment involved for a Grainger e-catalog order.) 25

Check and Complete Order 22. Click Order to finish. Close cart window after order shows complete. 21. Click Check to confirm whether errors exist 26 Remember: Only click the SAVE button if the order is to be placed on HOLD. A Saved Shopping Cart is incomplete; it resides in the Shopper’s POWL and does not move forward.

What Happens Next at GraingerWhat Happens Next at Grainger Once the purchase order is received by Grainger, an acknowledgement is sent to the Shopper. The order is shipped to the Delivery Address indicated on the Shopping Cart. Once received, remember to create a Goods Confirmation in SRM to confirm receipt of the items and release payment. Some departments empower Shoppers to also hold the Confirmation role; others perform confirming within a centralized area. 27

Notes on Grainger e-Catalog Shopping CartsNotes on Grainger e-Catalog Shopping Carts Special features are added for Grainger e-catalog orders: Orders totaling $5000 or less from the Grainger e-catalog do not require approval. SRM automatically transmits a purchase order once a cart is created and ordered. For orders over $5000, SRM automatically transmits the purchase order after the appropriate approvals have taken place. Goods Confirmations are required for all Grainger e-catalog orders. Grainger generates an electronic invoice and transmits to Accounts Payable for payment. The Shopper receives an message confirming when the invoice posts. To maintain a system of checks and balances, the Shopper’s supervisor is copied on the notification. 28

Using the Bulk Order Pad tool, type the catalog number(s) and quantities for needed items. Advanced Feature: Order by Catalog Number 29 If you know the catalog number(s) for needed items, the Bulk Order Pad feature on the landing page is a way to quickly add items to your cart. Click to add all items into the cart

Advanced Feature: Build and Manage Shopping Lists 30 Frequently used or hard-to-find items may be saved in “Shopping Lists”. These lists allow the Shopper to quickly load items to a future Grainger cart. Shoppers can add items to a list directly from product search results

Alternatively, items already in a Grainger cart can be added to list. Advanced Feature: Build and Manage Shopping Lists 31 When adding items to a list, the Shopper can add to an existing list or create and name a new list.

When ready to order using a Shopping List, click Lists on the landing page. Advanced Feature: Build and Manage Shopping Lists 32

33 You can add the entire list (or specific items) into a Grainger cart and order

Grainger Product Support Questions regarding Grainger products, supporting documents, order inquiries, customized quotes, etc. should be directed to: Adam Hunt Grainger Government Account Manager Phone:

Post-Order Changes and Purchasing SupportPost-Order Changes and Purchasing Support If changes are needed after a purchase order is placed, contact Purchasing with questions or for guidance. The Contracting Officer for the Grainger agreement and purchase of commercial and industrial supplies for the University is: Jim Sutton Phone: Alternatively, you can at any time for system or ordering 35

SRM Help Resources SRM Resource Page on Purchasing web site: myHelp – MM & Purchasing Help web site: Both sites contain Quick Reference Cards, updated and printable course manuals, Reference Manual, etc. Assistance for any SRM-related inquiry: 36

Appendix: Setting an Alternate Delivery Building At the Shopper’s choosing, you can enter an alternate building for delivery on a cart-by-cart basis. 37 If an alternate delivery building is needed, click on the Possible Entries icon on the right side of Name box. Important: Be sure to select an alternate building through the steps described. Do not enter building information or speed sort code via free hand.

Appendix: Setting an Alternate Delivery Building The most common method to find an alternate delivery building is a search using either Building Code (Speed Sort) or Building Name wildcard(*) search. 38 Example 1: Building Code – Select Building Code from the Search term 1 dropdown menu

Appendix: Setting an Alternate Delivery Building 39 Enter the building/speed sort number and click Search. Click on the building from the results list to choose it for your Shopping Cart.

Appendix: Setting an Alternate Delivery Building 40 Example 2: Building Name – Select Building Name from the Search term 1 dropdown menu

Appendix: Setting an Alternate Delivery Building 41 Enter building name key term with (*) on each end and click Search. Click on the building from the results list to choose it for your Shopping Cart.

Appendix: Setting an Alternate Delivery Building Regardless how you select an alternate building, once it populates into the Shopping Cart, complete with C/O name, floor, and room number as normal. 42 Complete delivery C/O name, floor and room numbers