1. SRM Supplementary Information SRM_SHO_304 SRM Supplementary Information

2. Supplementary Information This module includes learning material for a number of additional features and supplementary information which apply to all types of carts and SRM Shopping in general. Examples of supplementary information include: Editing Carts How to Use Quick Criteria Maintenance within POWL Using Tabs Instead of Windows Working with “Reverse Carts” Performing Split Account Assignment Adding Notes and Attachments Approvers Related Documents Tab Determine Cart Status After Ordering Determine Purchasing Buyer for a Shopping Cart Troubleshoot Process Problems Troubleshoot Browser Requirements How to Use the Inbox Handling Rejected Carts Substitute Shoppers Attributes SRM Supplementary Information 2

3. Training Requirements for SRM Departmental RolesTraining Requirements for SRM Departmental Roles RoleTraining Requirements ShopperShoppers are required to take and pass four course modules in successive order via myUK Training: SRM_SHO_301 SRM Shoppers Introduction SRM_SHO_302 SRM Punch-out Catalogs SRM_SHO_303 SRM Free Text Carts SRM_SHO_304 SRM Supplementary Information (This course) Approver Approvers are required to take and pass the MM_APP_300 Combined Approvers course via myUK Training. Goods Confirmer Goods Confirmers are required to take and pass the SRM_CON_300 SRM Goods Confirmations course via myUK Training. SRM Shoppers Introduction 3

4. Edit Shopping Cart Overview Shopping Carts can be edited up to the point of approval. Shopping Carts cannot be edited after they are approved. Shopping Carts can be edited by the original Shopper or an Approver. The POWL facilitates editing of a Shopping Cart. Shoppers or Approvers can change, add, or delete line items; change cost assignment information; add attachments, etc. Contact Purchasing if you are uncertain as to how changes may affect the Shopping Cart or its correlated purchase order. SRM Supplementary Information 4

5. Begin Shopping Cart Edit 1. Select the Shopping Carts (All) query from the POWL Click the Shopping Cart to be edited SRM Supplementary Information 5 2. Click Refresh to see an updated view of your Shopping Carts and their status.

6. Begin Shopping Cart Edit 3b. If you receive a Show my Tasks prompt, click the button. 3a. If you receive an Edit button, click to begin immediate editing of the cart. SRM Supplementary Information Depending on Workflow status of the Shopping Cart, you may be able to immediately edit the cart or you may receive a Show My Tasks prompt. Select Revise Shopping Cart, and click Process Now. 6

7. Edit Shopping Cart 4. Make changes as needed SRM Supplementary Information Most components of a Shopping Cart can be edited. This includes notes, quantity changes, addition or deletion of items, descriptions, etc. 7

8. Edit Shopping Cart 5. Make other changes as needed to specific sections SRM Supplementary Information Shopper can also change items in bottom Details section if needed, including Account Assignment information, Notes, Delivery Address, and Source of Supply. 8

9. Complete Shopping Cart Edit and Re-Order 6. Click Check for errors 7. Click Order to complete SRM Supplementary Information Edited cart re-orders successfully 9

10. Quick Criteria Maintenance within POWL Quick Criteria Maintenance houses documents you create. When opened it displays additional criteria allowing the Shopper to perform customized document searches. It can be hidden when not in use. Highlight the query you would like to search for documents. Shopping Carts (All) is the query most commonly used. After the query loads, click to open Show Quick Criteria Maintenance. SRM Supplementary Information 10

11. POWL – Quick Criteria Maintenance SRM Supplementary Information Check “Including Completed Shopping Carts” to return an entire listing of all carts you have created. Not checking this selection will return only your carts that are in process. Only check Team Carts if you serve in a substitute relationship with other Shopper(s). Click Apply after entering search criteria Shopper can enter one or more criteria to search for specific document(s) 11

12. Quick Criteria Maintenance – Search Examples Search Example 1 – Enter specific cart by number and click Apply. Shopping Cart displays in lower section. Click into number to display contents. SRM Supplementary Information 12

13. Quick Criteria Maintenance – Search Examples TIP: If a query returns erroneous results, open Quick Criteria Maintenance and confirm whether invalid criteria may be entered. Search Example 2 – Enter status of Awaiting Approval and click Apply. Only Shopping Cart(s) awaiting approval will display in lower section. SRM Supplementary Information 13

14. Using Tabs Instead of Open Windows From your Internet Options, select Tabs SRM tasks open in new browser windows by default. If desired you can configure your browser to instead open new tabs within a single browser window. Check boxes as indicated and click OK Note: Graphics shown are from IE 10 – Your browser menu may offer different options. SRM Supplementary Information 14

15. Working with “Reverse” Shopping Carts Some types of Free Text orders perform better in “reverse” format. Reverse orders are entered as one line item with a lump sum dollar amount for the entire order, regardless whether the quote has multiple lines. Reverse format is usually used for complex orders such as furniture, printing, etc. It may also be used for orders that span a length of time and require monthly payments, e.g., Personal Service Contracts or equipment rental. Reverse Shopping Carts are entered as one line for the entire order. Enter the total dollar amount in the quantity column, LOT as the unit of measure, and 1.00 in the Price box. SRM Supplementary Information 15

16. 16 Examples of Orders Using Reverse Format Larger complex orders with multiple lines of components or extended descriptions Personal Service or other lump sum contracts that may be partially confirmed over a period of time Employee reimbursements completed in lump sum amounts Contact the responsible buyer in Purchasing if you are unsure whether a specific Shopping Cart you plan to enter may work best in a reverse format. SRM Supplementary Information

17. Obtaining Copy of Shopping Cart Highlight cart and click Print Preview If needed for records or auditing, a.pdf copy of the Shopping Cart can be obtained via the Print Preview button within the POWL. SRM Supplementary Information Save or print.pdf copy as desired (document includes cost assignment info). 17

18. Split Account Assignment 1. From the Account Assignment tab, select whether the split will be by percentage or quantity. Account Assignment for any line item can be distributed across multiple Cost Centers and/or WBS Elements. The cost can be split by percentage or quantity. This can be done at the header level or customized for each line item. SRM Supplementary Information 18 Note: Do not use the “By Value” selection

19. Split Account Assignment 2. Click the Add Line button once for each split cost assignment planned SRM Supplementary Information 19

20. Split Account Assignment 5. Enter the cost object and GL numbers as applicable 3. Enter the percentage or quantity to be assigned to each cost object SRM Supplementary Information 4. Select the Account Assignment Categories for each 20

21. Naming Convention for Attachments When creating attachments, refrain from inserting special characters, such as @, #, $, *, \, ‘, +, etc. into the filename. Filenames should also not include spaces between words nor underscores. Files should be named with a purely alphanumeric format. Examples of suitable filenames: Medtechquote1001.pdf Furniturelayout.doc Examples of unsuitable filenames: API Printing Quote.pdf (filename includes spaces) Fisher+incubator $1000.doc (filename includes special characters) Only the following file formats are acceptable as Shopping Cart attachments: PDF, XLS, XLSX, DOC, DOCX, TXT, TIF, BMP, GIF, HTML SRM Supplementary Information 21

22. Approvers and Approval Status Information reflects full history including Approver(s) and dates/times of approval(s) After a Shopping Cart is created and refreshed, Approver information can be viewed on the Approval Process Overview tab in the bottom Details section.. Note: If cart has not been approved, the tab will reflect the Approvers’ mailboxes in which it resides. SRM Supplementary Information 22

23. Related Documents Tabs 23 Related Documents tab shows other documents that are part of the purchase transaction, some with drill-down functionality (PO, Goods Confirmation, etc.). Select Related Documents tab in bottom Details section. Depending on screen resolution, you may need to click the Navigation Menu icon to see all selections. Shows related documents including PO number. Clicking into the PO number will display the purchase order. SRM Supplementary Information

24. Determine Shopping Cart Status via POWL The status of each Shopping Cart can be found in the POWL (remember to click Refresh for latest information). Status options can include Awaiting Approval, Saved, Approved, Rejected, In Purchaser’s Worklist, etc. Click Refresh Button for latest information Column shows status of Shopping Carts SRM Supplementary Information 24

25. How Determine Assigned Purchasing Buyer The assigned buyer can be found in the Details section on the Item Data tab The Purchasing Buyer is automatically assigned to every Shopping Cart as soon as it is ordered. Free Text carts move to the responsible buyer after approval. SRM Supplementary Information 25

26. Troubleshooting Process Problems 2. Approval (Dept / Unit / College) 3. Purchase Order Sent to Supplier (Purchasing) 4. Goods Confirmation (Dept) 5. Invoice Posting / Check Payment (Accounts Payable) 1. Create Shopping Cart (Dept) As a Shopping Cart evolves through the order process, the Shopper’s POWL will reflect the status in which it currently resides (e.g., Approved, in Purchaser’s worklist, etc.). Problems can be frequently diagnosed based on the order status in the process. Example: Once the purchase order is established, completion of the Goods Confirmation and the Invoice Posting complete a “3-way match” allowing the check payment to release. Common process problems relate to one or both of these items being missing. SRM Supplementary Information 26

27. Troubleshooting Process Problems 1. To check whether Goods Confirmations and Invoices are posted, click Display Purchase Order from within Site Navigation. 2. The SAP Display Purchase Order screen will appear. Click on Purchase Order / Other Purchase Order to enter a PO number. SRM Supplementary Information 27

28. Troubleshooting Process Problems 4. Goods confirmations and invoice postings are posted and match, allowing check payment. If either is missing, or there is a mismatch, the check will not process. 3. After PO displays, select Purchase Order History tab within Details section SRM Supplementary Information 28

29. Troubleshooting Browser Requirements For information or if you have problems that may relate to browser requirements, visit http://www.uky.edu/ukit/eag/desktop-information for the most current requirements.http://www.uky.edu/ukit/eag/desktop-information You can also email SRMHelp@uky.edu at any time for technical or other assistance.SRMHelp@uky.edu SRM Supplementary Information 29

30. Reports Reports are available within the Related Links area below Site Navigation. SRM Supplementary Information Shopping Cart Report returns cart-based data on criteria such as Cost Center, WBS Element, created on date, GL Account, Shopping Cart number, etc. Business Analysis Report offers higher-level data relating to business areas, catalogs, purchase orders, suppliers, etc. Shopping Cart Approval Report shows Workflow information for carts. 30

31. Inbox Overview Access your Inbox through Site Navigation Messages can be managed using various display menus and filters SRM Supplementary Information All SRM users have Inboxes. Document-related messages and other communications move throughout Workflow to users’ Inboxes. Various types of communications can be found among various tabs 31

32. Handling Rejected Shopping Carts An Approver may reject a Shopping Cart for various reasons. A rejected cart returns to the Shopper’s Inbox for disposition. Rejected documents can be found in the Inbox Drilling into the Shopping Cart shows it was rejected SRM Supplementary Information 32

33. Handling Rejected Shopping Carts The Shopper must choose one of three options in managing the rejected cart. The Shopper must choose one of three options in managing the rejected cart. 1. Click Edit to make changes and re-order. Modified Shopping Cart returns to the Approver, or – 2. Click Accept to accept the rejection. Shopping Cart may be copied to another cart in the future, or – 3. Click Delete to remove Shopping Cart from workflow and terminate. If edit is selected, make needed changes and click Proceed to finish and return the cart to the Approver’s Inbox. SRM Supplementary Information 33

34. Designate Substitute Shoppers Optional: Substitute Shoppers are persons allowed to set-up, view, and respond on behalf of another Shopper. Only Shoppers may designate, in their Personal Settings tab, their own Substitute Shoppers. Substitute Shoppers must have the Shopper role before they can be designated. Unless a Substitute Shopper is designated, no one will be able to create or view the Shopper’s Shopping Carts. Substitute Shoppers constitute “Team Shopping”. SRM Supplementary Information 34

35. Designate Substitute Shoppers SRM Supplementary Information 35

36. Designate Substitute Shoppers SRM Supplementary Information 36

37. Designate Substitute Shoppers Note Note: For best results Substitute Shoppers should designate each other as a Substitute. Note Note: If you are designated as a Substitute by another Shopper, that information will appear in the bottom section. SRM Supplementary Information 37

38. Manage Substitute Shopping Designating your Substitute Shoppers within Personal Settings sets permissions for you to participate in “Team Shopping”. With Team Shopping, two or more shoppers can have access to each other’s carts. A Substitute Shopper can view, edit, or delete a Shopping Cart created by a team member. For more information a Quick Reference Card entitled “Substitute Shoppers and Manage Team Carts” is available from the Purchasing SRM website at: http://www.uky.edu/Purchasing/. http://www.uky.edu/Purchasing/ SRM Supplementary Information 38

39. Attributes Overview Attributes Attributes are default components which populate into every Shopping Cart to facilitate a more efficient Shopping experience. The following attributes can be set as defaults: Account Assignment Category Cost Center WBS Element The setting of attributes within Personal Settings is optional. Not setting attributes will require manual entry of components for every Shopping Cart. Attributes can also be overwritten on a cart-by-cart basis as needed. SRM Supplementary Information 39

40. Attribute – Account Assignment Category SRM Supplementary Information 40

41. Attribute – Account Assignment Category 3. Determine which type of Cost Assignment Category you most frequently use and click the Standard radio button. Cost Center will be the most common selection for most Shoppers. Note: This task only selects the “type” of account assignment to default into each Shopping Cart. The actual Cost Center or WBS Element numbers are entered on the following screens. Note: This task only selects the “type” of account assignment to default into each Shopping Cart. The actual Cost Center or WBS Element numbers are entered on the following screens. Important: Be sure not to check Deactivate for any selections. SRM Supplementary Information 41

42. Attribute – Cost Center 3. Click Add Line SRM Supplementary Information 42

43. Attribute – Cost Center If needed a search feature is available through the Possible Entries icon 5. Click the Standard radio button SRM Supplementary Information 43

44. Attribute – WBS Element If you frequently purchase goods or services charged to a WBS Element, you can also set a default WBS Element to flow into your Shopping Carts. SRM Supplementary Information 44

45. Attribute – WBS Element If needed a search feature is available through the Possible Entries icon 4. Enter the WBS Element number that you will use for most purchases 5. Click the Standard radio button Remember to click Save after changing or entering new attributes SRM Supplementary Information 45

46. Close Open Windows or Tabs Remember: Click Close button to exit an open window or tab Users should always click the Close button to exit an open window or tab. an open window or tab. Users should always click the Close button to exit an open window or tab. an open window or tab. SRM Supplementary Information 46

47. Log Off Important: Be sure to click the “Log Off” link when exiting SRM to close all applications. Click Log Off to end myUK session SRM Supplementary Information 47

48. SRM Help Web Sites SRM Supplementary Information 48 SRM Resource Page on Purchasing web site: http://www.uky.edu/Purchasing/ Site includes this PowerPoint file available for desktop reference as needed http://www.uky.edu/Purchasing/ myHelp – MM & Purchasing Help web site: http://myHelp.uky.edu/rwd/HTML/MM.html 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.eduSRMHelp@uky.edu