Catalogue Search & Browse

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1 Catalogue Search & Browse Choose "Search Catalogue" from the web menu: Searching and browsing can be done from an individual catalogue or from multiple catalogues: Catalogue Selection To browse from an individual catalogue, choose a catalogue from the drop- down box. The screen will automatically refresh with the contents of the selected catalogue. Page 1 of 44

2 The initial Browse results will be sorted by title or product name, depending on the catalogue type: Page 2 of 44

3 Page 3 of 44

4 Catalogue Browsing Item Details: Click on the title or product name to see the item details. Page 4 of 44

5 Close the item Detail window to continue browsing. Searching Searches can be performed on individual fields in order to find a specific item. Fields will change depending on the catalogue type. Page 5 of 44

6 Choose which field to search on and enter the text to find matches. Click on the binoculars to initiate the search. Or use the refresh icon to clear the text search. A search on "All Fields" will perform the search through all fields in the catalogue. Page 6 of 44

7 A search on a select field, such as "Title", will narrow the search/match to just that field. The search will also look for a "Best Match" and change the sort order of the displayed results: Page 7 of 44

8 Page 8 of 44

9 Keep in mind that spelling and text accuracy will impact the results. A broader search may be better to start with and, as the results are displayed, the search can be narrowed again. Page 9 of 44

10 Multi Catalogue Search When searching multiple catalogues, choose a field by which to search and enter text to narrow down the search. Click on the binoculars to initiate the search throughout all uploaded catalogues. The advanced search can also be used in a multi catalogue search. Simply click on the link and populate any of the fields. Keep in mind that spelling will impact the results. A broader search may be better to start with and as the results are displayed the search can be narrowed again. Page 10 of 44

11 Page 11 of 44

12 Catalogue Upload The Catalogue Upload option is used to create a searchable catalogue using files that have been provided by vendors or compiled in- house. This eliminates the need to manually add items or make mass changes. There are two types of catalogues that can be uploaded: Standard or Learning Resource (LRS). A profile option controls whether LRS catalogues can be uploaded. The Catalogue Upload menu option should only be given to system administrators and the purchasing department. To begin, choose "Catalogue Upload" from the Requisition Web menu: *Before uploading the file, review the format to ensure that the correct information is in place and that it has been saved to a.csv format. Only comma delimited files are supported at this time. Step 1 - File Selection: Click "Select" and browse to the.csv catalogue file for uploading. Click "Next" to proceed. Step 2 - Catalogue Selection: Page 12 of 44

13 The catalogue selection screen provides a choice of creating a new catalogue from the file or modifying an existing catalogue. For new catalogues, a name must be entered and a vendor must be associated. If prompted for a Catalogue type, identify whether it is a standard catalogue or LRS. For changes to existing catalogues, click on the radio button for Existing Catalogue. Select the catalogue from the drop- down list then choose one of three options: Add New & Modify Existing Items (Requires a full mapping) Add New Items Only (Requires a full mapping) Modify Existing Items Only (Requires minimal mapping stock ID and at least one other column.) Click Next to move to the next screen or Previous to return to the file selections screen. Step 3 - Catalogue File Mapping: Page 13 of 44

14 Field mapping links the file s data fields with the Requisition Web system s fields. Field mapping must be done for each catalogue upload. Depending on the type of file and what is being changed, either full or partial mapping will be required. Mapping can be saved with each new catalogue. When modifying existing catalogues, the saved mapping will be defaulted and will pre- populate and display in the mapping preview. When mapping fields from the file, select the data column that corresponds to the catalogue field name in RQW. Once the association has been made, click the green arrow to map the two together. The Mapped Fields box will display the newly mapped data. Use the sampling displayed in the data view to make the connections. Page 14 of 44

15 If the new mapping created will be used again, click Save Mapping. Saved mappings can be used against other catalogue uploads. *If the file contains a header row, add a (1) to the Rows to skip box. This will tell the system to ignore the first row. Once all fields have been mapped accordingly, you can click Next to proceed to the final step. To remove a mapped field, select it and click on the red X. To clear all mapped fields, click on the recycle can icon. A confirmation popup will appear. Page 15 of 44

16 Step 4 - Preliminary Results: This screen displays the first 10 rows of the catalogue as a preview of the column mapping. Ensure that the data in each column displays the expected results. If the mapping is correct, click Preliminary to run a preliminary upload of your data. This process will check the upload file for errors and display the error information below the preview. If no errors are listed, click Finalize to upload the data into the catalogue. If errors are listed, examine the quantity and click "View Errors". Page 16 of 44

17 When viewing the errors, the report will display the Catalogue name, Catalogue Type, and Upload File name. It will display the line upon which the error is occurring, as well as a message explaining the details of the error. To fix the errors, click on Previous to return to the mapping screen. If the errors exist because of the data in the file, the file will need to be reviewed and the upload process will start again from the beginning. Page 17 of 44

18 Catalogue Maintenance Choose "Catalogue Maintenance" from the web menu: Select a catalogue from the drop- down list: Catalogue Maintenance General Options: Page 18 of 44

19 Active: Check the box to activate the catalogue and allow the catalogue to display on the Requisition Web (RQW) portal module. If the box is un- checked, the catalogue will not be viewable to end users in the RQW module. Name: Catalogue name displayed to the end user. Default GL: If populated, all requisitions will be created with the default GL. If no default GL is entered, a GL will have to be entered upon creation of the requisition before it is accepted. Routing Code: If populated, all requisitions for the respective catalogue will be routed with the assigned routing code. If blank, routing will occur based on the user s security and system routing configuration. Delete Catalogue: This button will delete the catalogue and all its contents from the system. Catalogue Maintenance Item Display: The page will display the total number of pages as well as the number of items per page. The user may move through pages using the arrows, either page by page, or moving to the first or last page of the catalogue items list. Using the "Page Size" drop- down, the number of items that appear on each page may also be changed. Catalogue Maintenance Search Filters: Page 19 of 44

20 To help sort/identify the catalogue items requiring maintenance, utilize the filter functions. Characters can be entered in for filtering that includes contains, equal to, greater than, and less than. Catalogue Item Editing: Click on the pencil icon of a catalogue item to pop open the edit screen for that individual item. On the edit screen, changes may be made to fields associated with the catalogue item. An image may be changed or added to be shown with the item catalogue display. Once all the changes are made, click Update to save all changes. If you wish to exit the screen and not save changes, click "Cancel". Checkboxes: Page 20 of 44

21 Is Orderable: If checked, the item will display as part of the catalogue and may be added to a cart or wish list. If unchecked, the item displays in the catalogue but cannot be added to a cart or wish list. Is Displayable: If unchecked, the item will not appear as part of the catalogue to end users. Audit 1 : As part of the edit screen, an audit of all actions to the catalogue item is shown. This audit includes when the price was last updated, when the item was originally entered into the system, the original creation date of the item, the date the item was last updated and the user that last updated the item. 1 History of an item Page 21 of 44

22 Catalogue Vendor Maintenance Choose "Catalogue Vendor Maintenance" from the web menu: In order to upload a catalogue into RQW, the associated BAS Vendor information must first be entered into Catalogue Vendor Maintenance. Vendor Maintenance Page 22 of 44

23 Enter the Vendor name and number as found in the Finance Vendor File and add the vendor s website URL to redirect users, if appropriate. Be sure to include in front of the website, i.e.; Page 23 of 44

24 Shopping Carts and Wish Lists In Requisition Web, both shopping carts and wish lists can be created; the difference being that shopping carts contain the items that will be carried through into the checkout process whereas wish lists are a collection of items for future shopping consideration. Wish List 1 can be saved and the items within can be copied into shopping carts. Throughout the browse and search experience, users will have access to a standard tool bar with the following six options. Catalogues selection prompts for a new catalogue selection Catalogue Browse resumes the browsing experience, if the user has been reviewing the current shopping cart. 1 Potential order Page 24 of 44

25 Current cart will either show as empty, if no items have been selected, or a number will represent the selected items Checkout allows the user to proceed in converting the shopping cart into a requisition Saved carts will appear in the drop- down list Saved Wish Lists will appear in the drop- down list Note: When an option is underlined, it is available for selection. Adding to Shopping Carts while browsing Shopping carts are created when items from a catalogue are added. Enter the required quantity and select Add to Shopping Cart 1. Shopping carts are associated with catalogues; there can only ever be one cart per catalogue. Once items have been added, the quantity of items selected appears below: The quantity can be adjusted by entering a new number and selecting Add to Shopping Cart 2. The new quantity will become the selected amount. To remove the selection, while browsing, enter zero (0) as the quantity and select Add to Shopping Cart 3 or delete the item when reviewing the cart contents. 1 Ready to order 2 Ready to order 3 Ready to order Page 25 of 44

26 If there is at least one item in a shopping cart, it will automatically be saved by the system, becoming active and can be accessed and added to, in the future. Viewing and modifying the contents of Shopping Carts To view a saved shopping cart, at any point in the in browse process, select a saved cart from the drop- down list and it will become the current active shopping cart. Until a shopping cart has been processed through Checkout or all items have been removed, it will be available in the drop- down list. To start a new shopping cart, simply start browsing a catalogue and selecting items. Until items are added, the cart will display as empty. When browsing a catalogue, to view the contents of its shopping cart, click on the shopping cart icon at the top of the screen. The number of items selected (not their quantity) will appear beside it. This can be done at any time while browsing a catalogue. Page 26 of 44

27 The item quantity can be modified, in this screen, by changing the quantity and choosing Update at either the top or bottom of the screen. To delete an individual item, (A) select the checkbox beside the item and choose Delete at the bottom of the screen. To select all items on a page for deletion, (B) select the delete checkbox at the top and all items on that page become selected for deletion, then choose Delete at the bottom of the screen. Page 27 of 44

28 (A) (B) A confirmation box will appear for the deletion. Shopping Carts can have multiple pages; use the cart header and footer scroll buttons to review the cart s contents. Page size can be adjusted to display 5, 10, 20, or 50 items per page. Page 28 of 44

29 From the shopping cart screen, users can Continue Shopping or Checkout by selecting the option from the bottom of the screen. Page 29 of 44

30 To return to browsing, from a shopping cart, users can also click on the Catalogue Selection link or the Catalogue Browse link in the header of the page. Adding to Wish Lists while browsing When browsing catalogues, items can be added to wish lists instead of shopping carts. Enter the quantity and click Add to Wish List 1. Every time an item is added to a wish list, a confirmation box will appear asking if the item(s) should be added to a new wish list or to an existing wish list. When adding to a new wish list, a name must be entered in order to identify it in the future. Once a wish list has been created, it becomes available in the existing wish list dropdown box. 1 Potential order Page 30 of 44

31 Viewing and modifying the contents of Wish Lists Select a wish list from the drop- down menu containing any saved wish lists. The saved wish list can then be edited in a similar fashion as the shopping cart; quantities can be updated and items can be deleted individually or by full page selection. Additionally, items can be copied to a cart or moved to a cart. Page 31 of 44

32 Copying items to a cart can be done individually (by item) by selecting the Copy to Cart button associated with the item(s) or by selecting the Copy ALL to Cart button at the bottom of the page, all items will be copied to the shopping cart for that catalogue. Copying items keeps them on the wish list. Moving items to a cart is done the same way as copying but the items no longer remain on the wish list. Page 32 of 44

33 Wish lists must contain at least 1 item in order to remain active. Click Continue Shopping to browse the current catalogue. Page 33 of 44

34 Create a Requisition First, access the items that you wish to requisition by clicking Search Catalogue. Create category specific shopping carts and wish lists through the catalogue browse and search functions. From a shopping cart, previously saved or current, click on the Checkout link. (Note: if the cart is empty, the Checkout link will be disabled.) Page 34 of 44

35 Step 1 - Requisition Specifications If any required items cannot be located in the catalogue, use the Add non- catalogue item button located at the bottom of the shopping cart. Enter any item details that will assist the purchasing department in locating the item. Notes: Use the Notes option to add a note to each catalogue or non-catalogue item. These notes can be reviewed by the approver and the purchasing department. Page 35 of 44

36 A (1) will appear beside the word Notes when a note has been added as Notes(1) Order Comment Use the Add Order Comment option to add a comment that will apply to the whole order. Click on "Update" to save the item to the cart. The total will update to reflect the quantity and price and ensure all notes and comments are saved. Click the "Next" button at the bottom of the shopping cart to proceed. Page 36 of 44

37 Step 2 Shipping Information 3 Confirmation This is the final confirmation before submitting the requisition for approval. Click on the Submit Order button or choose Previous to go back to the previous screen to edit the order. Page 37 of 44

38 4 Done The requisition has now been created and routed to the designated authorizer. They will receive an , a task, or both. Page 38 of 44

39 If some or all of the requisitioned items are refused, an will be sent to the requisitioner to notify them. Page 39 of 44

40 Requisition Approvals Once a requisition has been created through the web portal, it is routed through an approval process. This process is based on defined rules but ultimately tries to follow the management levels that exist in the district. Refer to the RQW setup guide for customizing routes. Approvals can be processed via four access points. 1. When a requisition is submitted, an is routed to an approver. The contains a link to the approval screen. Approval Screen: Page 40 of 44

41 2. Task Manager The Task Manager displays all system generated tasks that are waiting for approval. Click on the hyperlinked number in the top right hand corner to access the Task Manager or use the Task Manager option, if it has been defined as an available menu. The number indicates how many outstanding tasks exist for this employee/authorizer. Page 41 of 44

42 To access, review and approve requisition tasks, click on the hyperlink with the corresponding task ID. The Task Manager will also display the requisition number, type, status, routing authorization code, employee and summary information. Clicking on the Task ID will open the approvals screen Page 42 of 44

43 3. Requisition Tools Use the Requisition Tools option, if it has been defined as an available menu option, to open a requisition history screen. Requisitions can be searched for by number, date ranges, location (linked to HR location) and status. Search results will display the requisition number, employee or username used to create it, date of creation and date required by. The authorizer name will display if it has been previously authorized. The screen will also display the total value and a print acknowledgement. Click on the requisition number hyperlink to open the approval screen. If the requisition has already been approved, the Authorize/Refuse button will be greyed out. Page 43 of 44

44 To delete an unauthorized requisition, click on the red X and confirm the deletion. The requisition can only be deleted if it has not yet been approved. 4. Purchasing System Refer to the POM Manual for approvals via the Purchasing System. Page 44 of 44

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