Signing on to Smartstream

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2 Signing on to Smartstream To access Smartstream: Open the Internet Explorer homepage. Click on Staff Applications Under Staff Applications, scroll to the "Smartstream" option. Click on that option. 1

3 Signing on to Smartstream Enter your Smartstream Login ID and Password (same as your computer signon). Click "Logon" The Citrix screen will appear. Click on "SS703w" icon. The "Browser" screen will appear with your user ID highlighted. You are ready to create your Activity List. 2

4 Creating a New Activity List * You will need to create an Activity List the first time you access Smartstream. When you are ready to exit Smartstream, click "Yes" to: "Smartstream is being closed. Do you want to save the current layout of the Smartstream desktop," message. That will save your Activity List for the next time you log-on. To create an Activity List: Click "File" from the Menu bar. Click "New". Choose "Activity List" in the "Select Object Type" box. 3

5 Creating a New Activity List Name your Activity List (My Activity List is named "ALL ACTIVITIES"). Click "OK". Click on the first activity displayed under "All Activities" to Highlight. (The first activity showing on your screen may different than the one in the example.) 4

6 Creating a New Activity List Hold the "Shift" key on your keyboard down while scrolling to the end of the list of activities. Release "Shift" key. Click the "Copy" button in the middle of the screen. Use to scroll Click "OK". 5

7 Creating a New Activity List Your Activity List will appear next to the "Browser" screen. 6

8 Click anywhere in the "Activity List" box. Scroll to the "Requisition" activity. Entering a Requisition Click in this area Or Type an "R" anywhere in the "Activity List - All Activities" screen (This will take you to the first activity that begins with the letter "R". In the screen below, it is the activity "Receipt"). Type R 7

9 Entering a Requisition Scroll to "Requisition". Double click on the "Requisition" activity. Make sure "VCS" is in the "Site" box. If "VCS" is not in the "Site" box: Use the drop down box to display sites and choose "VCS". Hit the "Tab" key On your keyboard. 8

10 Entering a Requisition Hit the "F3" key on your keyboard to get the next available requisition number. The number will then automatically appear in the "Requisition" window. The system will default in the "Requester", "Ship To", and "Delivery To" fields based upon your sign-on. These fields may be over ridden by highlighting the field and typing in the information. If you do not want the purchase order to be automatically mailed to the vendor and if you want a copy of the purchase order: Type "NO MAIL" in the "Deliver to" window. 9

11 Entering a Requisition (Remember: If you change the "Deliver to" code to "No Mail", the purchase order will come to you. Once you receive the purchase order, you will have to send the purchase order to the vendor yourself.) With your cursor in the "Date Needed" window, type in the date needed using slashes to separate month, day, and year. Or Click the down arrow next to the "Date Needed" window and choose the date needed. 10

12 Entering a Requisition The system will check to make sure the date you typed is an official workday for the District. If it is not, the system will give you the message "THE DATE NEEDED IS NOT A VALID WORKDAY FOR SITE VCS. CHECK THE SITE CALENDAR AND ENTER A VALID WORKDAY." Click "OK". Re-enter a valid date needed. 11

13 Entering a Requisition (Optional): Hit the "Tab" key three times to move to the "Project Entity" field. Type the person's name, room number, or any information that will help you determine where or to whom the received items will be distributed. This field may be left blank if you choose. Tab to the "Description" field. Type in the description of the item. 12

14 Entering a Requisition Tab to the "Quantity" field. Type in the quantity needed. Tab to "Unit of Measure" (UOM) field. Type in "UOM" abbreviation. 13

15 Entering a Requisition Or: If you are not sure of the valid UOM abbreviation: Click the "Quick List" icon (Flashlight). Using the scroll bar, scroll to the UOM abbreviation you would like to use on your requisition. Highlight the UOM you want. Click "OK" 14

16 Entering a Requisition The "UOM" abbreviation will now appear in the "UOM" field. Tab to the "Unit Price" field. Type in the Unit Cost of the item. The system will default in the date needed information from the Requisition Header. 15

17 Entering a Requisition Tab to the "Vendor" field. Click the "Browse" Icon (flashlight on the toolbar) to search the vendor ID/Location of a specific vendor. 16

18 Entering a Requisition Click "Vendor Identifier" in the "Search for" box Click "Starts With" in the "That" box Tab to the "Value" field and type the first 4 characters of the vendor name. Click "Search" button. Double click at the top of the "Organization Operating Name" column to organize the vendors alphabetically. 17

19 Entering a Requisition Highlight the vendor you need. (If there is more than one entry for the same vendor, highlight the first entry for the vendor you need.) Click "OK" button. The vendor ID and Vendor Location will default on the requisition. 18

20 Entering a Requisition If the vendor is not in the Browse for Vendor List: Request a new vendor be added by ing Jeannie Beck or Iris Abreu in Purchasing. Your request must include vendor name; complete mailing address (Order From address); street address; city, state, zip code; area code and phone number. Once your request is entered into the system, you will receive an from Cheryl with the vendor ID/Location information. Verify the address of the vendor is the correct address you wish to use by highlighting the "Vendor Location" number on the requisition screen. Click the "Zoom" icon (Magnifying glass on the toolbar). 19

21 Entering a Requisition Click the "View" icon (Binoculars on the toolbar). Highlight and click "Order-From Address". 20

22 Entering a Requisition If this is not the location you want to use for the vendor: Delete the "Vendor Location" number on the Vendor Location screen. 21

23 Entering a Requisition Click the Green Flag (lower right corner of the "Vendor Location" screen). Click the blue arrows (lower right corner of Vendor Location window). Continue until you find the address you want to use. 22

24 Once you find the address you want: Remember the location number. Entering a Requisition Close the "Vendor Location" screen. 23

25 Entering a Requisition Type the Vendor Location number for the correct vendor address in the requisition's "Location" field. Tab to "Vendor Item" field. 24

26 Entering a Requisition Type in Vendor Catalog number if one is available. If a number is not available, leave this field blank. Hit the Tab key. If the Vendor Item Number is not in the database: The system will ask you: "VENDOR ITEM DOES NOT EXIST IN THE DATABASE FOR VENDOR AT SITE VCS. DO YOU WANT TO USE THIS UNCATALOGED VENDOR ITEM?" Click "Yes". 25

27 Entering a Requisition To add another line to the requisition: Hit the "Enter" key on your keyboard. A new line should appear. Tab to the "Description" field. Type the description of the item. Follow directions beginning on pages to enter information for line 2. 26

28 Entering a Requisition Tab to the "Vendor" field. Enter same Vendor ID and Location Code as in line 1 of the requisition. Tab to Vendor Item Window Type in Vendor Catalog number if one is available. If a number is not available, leave this field blank. 27

29 Entering a Requisition Continue this process until all lines needed have been added to the requisition. To delete a line on a requisition: Highlight the line by clicking on the line and holding down the "Shift" key on your keyboard. 28

30 Click "Edit" on the menu bar. Highlight and click "Delete Selected". Entering a Requisition Adding Account Strings to Requisition: Enter account string to requisition. Click on first line of requisition. 29

31 Entering a Requisition Click the "Views" icon (binoculars on the toolbar). Highlight and click "Accounting Distribution". 30

32 Entering a Requisition The system will default the entity number and the organization number. Type the remaining account string coding. 31

33 Entering a Requisition OR To see available account strings for your organization: Click the Action icon (Movie Marker on toolbar). Highlight and click "Accounting Key Browse". 32

34 The system will show all valid accounts. Entering a Requisition NOTE: The search is based on the criteria entered. Since the system defaults to your organization and entity, the search criteria is for your organization and entity. Double click the Account String you want on the requisition. 33

35 Entering a Requisition Check the account string information for accuracy (i.e. object code chosen is correct for the item you are purchasing). Continue this process for all line items on the requisition. Once all account strings have been entered, click the "Return to Main View" icon (Red Arrow facing up on the toolbar). 34

36 Entering a Requisition When you have finished entering all information in the requisition, click the "Save" icon. The status of the requisition should be "New:incmpl" Click the "Forward" icon (Red Arrow facing right on menu bar). (If you need to enter additional information at a later time, just SAVE, but do not forward. Remember to write the requisition number on the Requisition Request form so you can refer to the requisition number when you are ready to enter the additional information.) 35

37 Entering a Requisition The status of the requisition should be "New Frwd" Click "Save" icon (diskette on the toolbar) a second time. The status of the requisition should be "New:PApprv". 36

38 Entering a Requisition (Optional): Enter a "Header Comment" to your requisition- after the requisition has been saved. Header Comments can be added if you want to give the vendor additional information that apply to the entire requisition. (example: "Shipping may be added to invoice.")these comments will print on the purchase order. Click the "Views" icon (binoculars on the toolbar). Highlight and click "Header Detail" 37

39 Entering a Requisition Click the "Requisition Comments" bubble. Type header comment in the bubble. Click "Close" 38

40 Entering a Requisition Click "Yes" to "OK to save the changes you made to this Comment?" message. Click the "Return to Main View" icon (red arrow facing left). 39

41 Entering a Requisition (Optional): Enter a "Line Comment" to your requisition. Line Comments can be added if you need additional space for description. (example: "LETTER SIZE.")These comments will print on the purchase order. Click the "Views" icon (binoculars on the toolbar). Highlight and click "Line Detail" 40

42 Entering a Requisition Check to see if correct line number is showing in "Line" field. Use up and down arrows to get to correct line number if necessary. Click the "Line Comments" bubble. 41

43 Type extended item description. Click "Close". Entering a Requisition Click "Yes" to "OK to save the changes you made to this Comment?" message. 42

44 Entering a Requisition Click the "Return to Main View" icon (red arrow facing left). Click the "Clear Window" icon (the blank page icon) to clear the requisition screen. 43

45 Entering a Requisition Close out of the requisition by clicking the "X" in the right corner of the requisition window Or Hit the "F3" key on your keyboard to get next requisition number. 44

46 Finding A Purchase Order Number From A Requisition Number Click anywhere in the "Activity List" box. Scroll to the "Requisition" activity. Or Type an "R" anywhere in the "Activity List" screen (This will take you to the first activity that begins with the letter "R". In the screen below, it is the activity "Receipt"). Scroll to "Requisition". Click in this area Or Type R Double click on the "Requisition" activity.

47 Finding A Purchase Order Number From A Requisition Number Type in the Requisition Number in the "Requisition" box. Hit the Tab key on your keyboard. The system will default in the Requisition Header information.

48 Finding A Purchase Order Number From A Requisition Number Click the Action icon (Movie Marker on your toolbar). Highlight and click View Attached Purchase Order.

49 Finding A Purchase Order Number From A Requisition Number The system will give you the Purchase Order Number for your requisition. Document the purchase order number. Hit "Cancel", or Zoom to view the Purchase Order. OR Click the "X" in the upper right corner of the Requisition window to close screen.

50 Receiving A Purchase Order in Smartstream You should not receive a purchase order in Smartstream until you have physically received and checked in (looked for shortages or damaged items) the items at your school/department. To Receipt Complete shipment of a line item received: Hit "F11" on your keyboard to return to your Activity List. Scroll to "Receipt" activity on your Activity List. Double click "Receipt".

51 Receiving A Purchase Order in Smartstream Make sure "VCS" is on the "Site" box. If it is not, use the drop down box to display available sites and choose "VCS". Hit the Tab key on your keyboard. Tab to the "Order:" field. Highlight "ALL".

52 Receiving A Purchase Order in Smartstream Type in your purchase order number beginning with "P0000". Click the "Search" (flashlight) icon. 5

53 Receiving A Purchase Order in Smartstream If all items for a line were received: Tab to the "Verified" box. Click the empty box. Continue process for any lines that all the items were received. 5

54 Receiving A Purchase Order in Smartstream When you have receipted all items received, click the "Save" icon (diskette on the toolbar). "Printing Options" screen will appear. Click "OK" to print receipt. 5

55 Receiving A Purchase Order in Smartstream When you have finished entering all receipts, click the "X" in the upper right corner of the Receipt window. To Receipt Partial Shipment of a line item received: If only a partial amount of a purchase order line item was received: Follow directions on pages Tab to the "Receipt Qty" box. Click in "Receipt Qty" window to highlight quantity. 5

56 Receiving A Purchase Order in Smartstream Type in Quantity Received in the "Receipt Qty" window. Continue entering the received quantity for all items received on this purchase order. Note: If no items were received for a specific line (line 6 in the sample below), tab to the next line that has been received (line 7 in the sample below) and change the quantity for that line.

57 Receiving A Purchase Order in Smartstream Click the "Save" icon (diskette on toolbar) once you have receipted all items received. "Printing Options" screen will appear. Click "OK" to print receipt.

58 Receiving A Purchase Order in Smartstream A "Delivery Ticket will print showing date received in Smartstream, quantity received, quantity due, description of item received, and person who received in Smartstream. Qnty Rcvd. Qnty Due. Description When you have finished entering all receipts, click "X" in the upper right corner of the Receipt window.

59 Invoice View Click anywhere in the "Activity List" box Scroll to the "Purchase Order" activity Or Type a "P" anywhere in the "Activity List" screen (This will take you to the first activity that begins with the letter "P". In the screen below, it is the activity "Payment Detail"). Click in this area or Type P Scroll to "Purchase Order". Double click on "Purchase Order".

60 Invoice View With your cursor in the "Purchase Order" field, type in your purchase order number. Hit the Tab key on your keyboard. Highlight the purchase order line (if more than 1 line) that you wish to view the invoice.

61 Click the "Action" icon (Movie Marker). Invoice View Move your cursor down to "Review" and over to "Matched Invoices". Click on "Matched Invoices". Review Matched Invoice 6

62 Invoice View Highlight the invoice you wish to view (if more than 1 invoice). Click "Zoom to Invoice" button. This will bring up the first screen of invoice information. It has vendor remit to address, invoice number, invoice date, account string information, and total of invoice (including freight charges or miscellaneous charges if any). 6

63 Click the "Views" icon (binoculars). Invoice View Highlight and click "Payment Information". 6

64 Invoice View This will bring up the check information. The vendor's remit to information, check number, check date, payment status, and check amount. When through viewing invoice information, click the "X" in the upper right hand corner to close the screen. 6

65 Entering a Warehouse Shopping Cart Using the Warehouse Shopping Cart Request, the shopper is able to complete and submit a warehouse order on line. Go to the District Website. Scroll to "Quick Links" at Bottom of Home Page Click "Staff Applications" Scroll to "Warehouse Shopping Cart" and Click. 4

66 Entering a Warehouse Shopping Cart Click "Warehouse Shopping Cart". If you have an item number, type it in the "Search Catalog For" box and click the "Search" icon next to the box. 5

67 Entering a Warehouse Shopping Cart If you do not have an item number, you can search by viewing the catalogs. The catalogs are listed by category. Scroll to and highlight the category which you want to order from in the "Select Category" box. 6

68 Entering a Warehouse Shopping Cart Scroll to the item(s) you want to add to your shopping cart. When your item is found, click "Add this item to my cart". Choose the quantity needed and click "Add to Cart". 7

69 Entering a Warehouse Shopping Cart Click either "Continue Shopping", or if all items have been entered, click "Go to Checkout". OR Choose a Requester from the dropdown box. 8

70 Entering a Warehouse Shopping Cart Click "Submit Shopping Cart to Requester. The following screen will appear. If you are a Requester, you will receive an showing that a shopping cart was submitted for your approval. 9

71 Entering a Warehouse Shopping Cart Click on the link and you will be brought to the Application Portal to approve the Shopping Cart. Click on "Warehouse Shopping Cart". 0

72 Entering a Warehouse Shopping Cart Click on "Approve Carts" tab. Click on "View". If you would like this order to go to a site other than the default, you can change the "Ship To" address to whichever site you would like the items to go to. 1

73 Entering a Warehouse Shopping Cart If the order is correct, click "Save and Continue". Choose the correct account string line from the drop down box, or type in the account string. Hit "Save Accounts" Then click "Approve". 2

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