SAP Shopping & Budget Basics

Transcription

1 BUSINESS & PRODUCTIVITY TECHNOLOGY & INFORMATION SYSTEMS SERVICES DIVISION USER SUPPORT SERVICES: EMPLOYEE BUSINESS TRAINING SAP Shopping & Budget Basics Revised: November 2010

2 TABLE OF CONTENTS OVERVIEW... 4 SECURITY AND ACCEPTABLE USE POLICY... 4 Help & Support... 4 NAVIGATION... 5 CCSD PORTAL... 5 INTERNET EXPLORER... 5 Pop-Up Blocker Settings... 5 LOGGING ON TO THE CCSD PORTAL... 6 Enlarge Browser Window... 6 NAVIGATING IN THE PORTAL... 7 BUDGET... 8 BUDGET TERMINOLOGY... 8 BUDGET HIERARCHY... 9 Examples of Budget Inquiry Reports SHOPPING CART PURCHASE ORDERS DEFAULT SETTINGS FOR ITEMS Adjust Defaults CCSD CATALOG - GENERAL How to Shop BASIC SEARCH Wildcards ADVANCED SEARCH Change Rows Change Pages SORTING Catalog Detail Information ADD ITEMS TO SHOPPING CART ITEMS IN SHOPPING CART Quantity Actions Details ADDITIONAL SPECIFICATIONS Name Of Shopping Cart Notes for Approval Approval Preview SUBMITTING AN ORDER Order Hold Refresh Check For training information, please contact the Employee Business Training Department at Mission Statement: It is the mission of Technology and Information Systems Services to provide technology-related leadership and support to enhance the District s ability to meet its goals.

3 DESCRIBE REQUIREMENT CREATING FREE TEXT ORDERS Internal Note Unit of Measure Category Required On CHANGE DETAILED INFORMATION Documents and Attachments Copy Line Item VIEWING SHOPPING CARTS CHECK STATUS SEARCH CHANGE SHOPPING CARTS DISPLAY SHOPPING CART SEARCH Information to View SHOPPING CART INBOX ACCEPT CHANGES (REJECTED SHOPPING CARTS) For training information, please contact the Employee Business Training Department at Mission Statement: It is the mission of Technology and Information Systems Services to provide technology-related leadership and support to enhance the District s ability to meet its goals.

4 OVERVIEW SAP (Systems, Applications, and Products in data processing) is the business systems software used by the Clark County School District. The SAP software is arranged in many different sections (called modules) which cover different business areas. SECURITY AND ACCEPTABLE USE POLICY CCSD employees are required to abide by the Acceptable Use Policy as stated in the Employees Right to Know publication. It states in part: Computer passwords should not be shared with anyone nor should you allow someone else to use your computer when logged on under your own personal password Each employee will attend training specific to the modules that will be used. Once trained, users will be assigned a security role and given access to their particular part of the system by the Security team. Help & Support Support is provided by calling the Help Desk at , option 1 or (WAN). Additional support can be found at Revised 11/2/2010 4

5 NAVIGATION CCSD PORTAL For ease of use, schools and administrative departments access the SAP software via the Internet through a customized web interface known as the CCSD Portal. INTERNET EXPLORER The CCSD Portal has been successfully tested using the district standard Internet Explorer browser and desktop display properties. It is recommended that users utilize this browser for portal access and if you experience any issues with your viewing capabilities, please contact the Help Desk. To access the CCSD Portal, your computer should be equipped with Internet Explorer 6.0 or 7.0. NOTE: It is important to remember that the Internet browser has nothing to do with the CCSD Portal. At no time should the toolbars or tools from the Internet browser be used in conjunction with the CCSD Portal. Pop-Up Blocker Settings 1. Launch Internet Explorer and click Tools from the menu bar. 2. Click Internet Options from the drop down. 3. Choose the Privacy tab. 4. Click Settings. 5. Enter *.ccsd.net in the Address of website to allow field. 6. Click Add to display the address in the Allowed sites field. 7. Click Close. 8. Click OK. Revised 11/2/2010 5

6 LOGGING ON TO THE CCSD PORTAL The portal is CCSD s gateway to the SAP system which runs within a web browser. Its purpose is to bring information from multiple areas into a central location. To access the CCSD Portal: 1. Launch Internet Explorer. 2. Enter the following URL in the address field of the webpage: 3. Press e. 4. Click the SAP Portal Login link. 5. Enter your User ID and Password. 6. Click Log on. NOTE: Use of Internet Explorer add-ins, such as the Google and Yahoo toolbar must have pop-up blocker settings disabled before accessing the portal. Enlarge Browser Window The browser window can be enlarged to allow more workspace. Use the _ or View > Full Screen to toggle back and forth between full screen and original appearance. Revised 11/2/2010 6

7 NAVIGATING IN THE PORTAL After logging into SAP, the portal home page displays. Your name appears in the upper left corner of the screen in the Welcome header. Also located in the Welcome header are hyperlinks for Help and Log Off. These links appear in the upper right of the screen. Help will take you to the SAP Online Library and Glossary. Note that this is not specific to CCSD terminology. Log Off will initiate a message asking if the user wants to exit the CCSD Portal. This is the proper way of logging off of the CCSD Portal. IMPORTANT: DO NOT log off by using the close icon (red X) located in the top right corner of the browser window. Always use the Log Off link at the top of the portal screen. Throughout the CCSD portal, a back button may be displayed just below the Welcome header. This button should be avoided because of the possibility of losing existing information that could be stored in a shopping cart, budget, etc. Revised 11/2/2010 7

8 BUDGET The SAP system allows you to view budget allocations, expenditures, and balances. Two reports are available, Budget Inquiry and Budget Reconciliation. The Budget Inquiry report shows budget allocations, pending order totals, encumbrances, expenses and available balance. The Budget Reconciliation Report provides more budget detail regarding expenses such as purchase orders and payments. BUDGET TERMINOLOGY Below are a few terms that you must be familiar with to successfully navigate through the budget reports. Cost Center Group: Known as the budget unit or location, the Cost Center Group encompasses all of the Cost Centers for a school, department, or location. Cost Center: The Cost Centers are unique to each school or location. There will be several Cost Centers assigned to each Cost Center Group. Cost Centers are used to collect costs associated with a particular function or program within a Cost Center Group. A few common school Cost Center names are Regular Instruction, Library Services, and Medical Supplies. Internal Order: Internal Orders are unique to each school or location. These funds are generated by school generated funds, donations, and/or rebates from facility usage and utility rebates. G/L Account (General Ledger Account): This is used to describe the service or commodity obtained as the result of a specific expenditure. G/L Accounts are assigned within each Cost Center. The G/L Account numbers are the same for every location. Budget is appropriated to a G/L Account and expenditures are recorded against them, consuming the budget for that account. These accounts will not be visible to end users unless an activity is reported on the account. Fund: Categorizes the funding source for expenditures such as General Fund, Special Education Fund, etc. Functional Area: This is used to describe the functional activity for which a service or material object is acquired. Cost Centers and G/L Accounts are associated with functional areas to provide accurate financial reporting for these categories. Revised 11/2/2010 8

9 BUDGET HIERARCHY After gaining an understanding of budget terminology, you must focus on understanding how the different types of accounts are handled within the budget hierarchy. The hierarchy begins with the Cost Center Group. Funds are allocated within this group to cover expenses. This account assignment allows us to access the various Fund accounts in which budget allocations have been placed. The most common Funds are the General Fund ( ) and Special Education Fund ( ). Each of these Funds in the Cost Center Group is divided into Cost Centers such as Regular Instruction, Custodial, or Medical Supplies. Each of these costs centers is allocated certain budget Funds for expenditures. These Cost Centers are then further divided into General Ledger (G/L) accounts. The G/L account helps define what the budget allocation or expenditure was used for (such as General Supplies or Textbooks.) Fund Cost Center Group Cost Center G/L Account The report shown above indicates: The Fund ( ) for which this report was generated. The Cost Center Group (HS-0940). One of the Cost Centers ( Regular Instruction) assigned to this Fund and Cost Center Group. The various G/L Accounts assigned to the Regular Instructions Cost Center. Revised 11/2/2010 9

10 Examples of Budget Inquiry Reports Below is a sample of the SAP Budget Inquiry Report with no Fund specified. This report shows a subtotal at each Cost Center level (light yellow rows) and a grand total for the Cost Center Group (bright yellow row). Scrolling to the right provides the budget balances for each line. Double-clicking within the column for a Fund, Cost Center Group, Cost Center, or G/L Account, will drill down and get more detail for the requested budget area. The following is an example of the report with a Fund specified. Fund Cost Center Group Cost Center G/L Account Use the expand arrows to the left of the Cost Center Group to view the Cost Centers or next to the Cost Center to view the G/L Accounts. Revised 11/2/

11 SHOPPING CART The shopping cart is used to purchase items or services utilizing CCSD funds. Shopping is completed using the individual catalogs or by choosing Describe Requirement if the item is not located in any of the provided catalogs. In the shopping cart, you are able to search for items that you wish to purchase from different categories, with different cost assignments and produce multiple purchase orders on the same shopping cart. A workflow is started once the shopping cart is ordered. Through this process, the shopping cart is routed to the appropriate approvers where the items will either be approved or rejected. You can check the status of the order at any time. Information provided includes: where the shopping cart is routed, who approved or rejected the shopping cart, a purchase order number for tracking in the budget, etc. If rejected, the requester may copy the rejected shopping cart into a new shopping cart and change the information required by the approver (such as quantity or item) and resubmit. NOTE: There is a $10 minimum when purchasing items through the shopping cart. Orders of less than $10 will not be processed. The exception is an order of district forms and no other items. Some users will have access to additional catalogs based on their assigned role. These include Maintenance, Transportation, and Food Service. However, no matter which catalog a user can view and use on a daily basis, the process of shopping is the same in every catalog with the exception of the Textbook Catalog. PURCHASE ORDERS Purchase Orders (POs) are automatically created for items that have passed through all of the approval levels. Some POs are processed differently by the Purchasing & Warehousing Department. Many POs will go through the system immediately and the items will be delivered right away. Other POs have to be checked by the appropriate buyer or financial approver. IMPORTANT: Group dependent items in the same shopping cart. For example, a copier grouped with the automatic document feeder or software grouped with a computer order. Contact the appropriate buyer with any questions. Revised 11/2/

12 DEFAULT SETTINGS FOR ITEMS Certain aspects of a shopping cart can be changed so that information automatically defaults for each item. The following types of users will typically need to adjust this section: Shopping for multiple site locations. Shopping with grant or Title I funds. Shopping with special revenue money, such as energy management. You can change the default settings to ensure the entire shopping order is charged to a different Cost Center Group or Internal Order number, and/or shipped to a different location. If you want the entire shopping cart to default to a particular Cost Center, you must change each item individually. NOTE: The Ship-To Address/Performance Location is CCSD as a whole. This default will always remain location 000. If the shopping cart needs to be delivered to another location, it will be changed at the Storage Location field. Adjust Defaults To change the default for the shopping cart, complete the following steps: 1. Select the Work tab. 2. Select the Shop tab. 3. Select Shopping Cart (Requisition). 4. Click Extended Details in the Default Settings for Items section. If changing Cost Assignment, follow steps five (5) through seven (7). If changing Storage Location, follow steps eight (8) through ten (10). Revised 11/2/

13 5. Click Display Details to change the Cost Assignment. 6. Scroll down to the Cost Assignment section to change the coding of the shopping cart. 7. To change the Cost Assignment, use the following table as it applies to the situation: If charging to a Grant (must have grant information ) Special Revenue Different Cost Center Group Then change Cost Center dropdown to Order, enter the internal order number, click the magnifying glass, enter the Functional Area (see following screnshots). Cost Center dropdown to Order, enter the internal order number, click the magnifying glass, enter the Functional Area Use the dropdown to choose a different Cost Center. This Cost Center must be attributed to a different Cost Center Group. Revised 11/2/

14 To change the delivery location, continue from step four (4). 8. Change the Product Category from Revise Category to another value. 9. Use the dropdown to find the appropriate delivery location. The Storage Location field populates with your actual location. 10. Click Refresh to save the changes. Begin shopping normally by selecting the general catalog or describe requirement option. NOTE: If the shopping cart is held, you will need to change the default settings again before continuing to shop. CCSD CATALOG - GENERAL The CCSD Catalog contains many items for purchase with the exception of textbooks. All employees have the opportunity to browse the CCSD online catalog located at in the Purchasing and Warehousing Announcements area. There will be different categories in each catalog and each encompasses several different vendors or suppliers. How to Shop After logging into the system, open the Shopping Cart menu using the following steps: 1. Select the Work tab. 2. Select the Shop tab. 3. Select Shopping Cart (Requisition). Revised 11/2/

15 4. Choose CCSD Catalog - General. Inner scroll bar for catalog area Outer scroll bar for shopping cart window The SRM-MDM Product Catalog displays. Use the outer scroll bar to view the entire shopping cart window. Use the inner scrollbar in the catalog area to view catalog contents. Once a group of items is found, you can shop or compare to find the item to add to the shopping cart. BASIC SEARCH It will be necessary to search for items in a catalog to be able to locate and purchase them. When conducting a search, the entry placed in the Keyword will look in all of the fields for an item. You can search by the description of an item type (stapler, cleaner, etc.), manufacturer part number, or supplier part number. NOTE: When using a supplier or manufacturer part number, be sure to enter it exactly using any dashes, special characters or letters. Revised 11/2/

16 Input a description for the search in the Keyword field and press e or click Search. The Results section populates with possible matches. Wildcards A wildcard may be used to find an additional item if a search does not initially return enough items. It may also be used if you are unsure of the spelling of an item. The wildcard in SAP is the asterisk (*). For example, if the user is searching for a dispenser and does not know if the keyword for the search is dispenser or dispense or dispensor, a wildcard can be used. Type in Search Section disp* b*ll CCF* Result display, disposable, dispenser, dispensing, etc. bell, ball, bull, bill, etc. Pulls up all CCF documents Revised 11/2/

17 ADVANCED SEARCH You can perform an advanced search to narrow results. You can use type, item type, supplier name, manufacturer name, supplier part number, manufacturer part number. Field Examples Type of Data Type All, Null, or Standard Easily locates Standard items especially combined with another search. Supplier Name Office Depot, Brady Vendor that we receive the product from. Manufacturer Name Avery, Califone, Dell The company that makes the product. Supplier Part Number Catalog Number from Office The number assigned by the Depot vendor. Manufacturer Part The number assigned by the 5160 (Avery Labels) Number manufacturer. To perform an Advanced Search: 1. Enter the information in any of the fields. a. Use the (*) wildcard if necessary. 2. Choose an option from the dropdown. 3. Click Search. Revised 11/2/

18 Change Rows By default the system automatically shows ten (10) products (items) per page. It may be necessary to change the number of products viewed to be able to do such things as comparing items. The number of items per page can be changed by selecting the dropdown arrow next to the Number Of Items Per Page and choosing a different quantity. Change Pages Searches may result in multiple pages of items. Change the page being viewed by either clicking the Next Page icon, Previous Page icon, or typing the page number. SORTING When a search produces a large number of items, it may be necessary to sort those items alphabetically or numerically. A sorting symbol appears on any column that may be sorted. To sort a column, click once on the icon, i.e. Type, Short Description, etc. This symbol will change if sorted A Z or 0 infinity. The symbol will reverse when sorted in the opposite direction. Revised 11/2/

19 Catalog Detail Information After locating an item, you have options for viewing more details. Click the Description hyperlink to view this information. You may choose to view by Item View and/or Detail. Supplier Part Number Supplier Name Manufacturer Part Number Item View Area Short Description Price Picture Long Description Order UOM (unit of measure) Product Group Manufacturer Name Details Delivery Time in Days Contract ID Contract Line Item Number Price Information Revised 11/2/

20 To return to the previous screen, select Back to Search. ADD ITEMS TO SHOPPING CART You may select many items at the same time or change the quantities of items required before adding them to your shopping cart. 1. Select the line(s) by clicking in the box on the left of the item. 2. Change the Quantity if desired. 3. Click Add to Cart. The item(s) selected will be added to the shopping cart. Continue using the Search feature to add additional items to the shopping cart. 4. Choose Cart Preview to view the items in your cart. 5. Change quantities or delete items, if necessary. 6. Click Transfer Item(s) to begin the checkout process. Revised 11/2/

21 A separate window opens showing the catalog area and the items in the shopping cart. You can continue to shop from the catalog following the steps already outlined. When navigating between windows in the shopping cart area, a warning message may repeatedly appear. Click OK to proceed to the next screen. IMPORTANT: You must transfer items to the Items In Shopping Cart area at least every 15 minutes to avoid timing out and losing your selections. Once items are in this area, click the Refresh button to avoid timing out. ITEMS IN SHOPPING CART After all items are added to the shopping cart, review them for accuracy and completeness. Use the scroll bar to the right of the screen to view, change or delete items within the Items in Shopping Cart section. NOTE: The Required On field should not be changed. If item delivery must be delayed, the shopping cart should be placed on hold. Revised 11/2/

22 Quantity The quantity defaults to one (1) but can be changed as needed. The system will display the Order Unit (each, pack, dozen, etc.) used for ordering that item. To change the Quantity, use the following procedure: 1. Change the desired quantity. 2. Click Refresh. Actions You can perform certain actions after adding items to a shopping cart. Action Icon Detail in Catalog Detail Copy Delete an item Description Detailed information about the specific item in question such as Supplier, Part Number, etc. Displays default information on the item. (See Basic Data section of this manual) Copy items that exist in the shopping cart. Used most often during a free text order. Deletes an item in the shopping cart. Items can only be deleted before the shopping cart is approved by first level approver. IMPORTANT: Each item is separate and has separate information in the different sections. It is critical that if, for example, the delivery location needs to be changed for certain items, those items need to be changed individually. For grant purchases, see Default Settings for Items. Revised 11/2/

23 Details Default information is listed for each purchased item. Some of this information can be viewed and/or changed if necessary. This information is accessed using the Details icon. There are six different aspects of the detail that the user will be able to view. These are: View only Ship-To Address/Performance Location Sources of Supply/Service Agents Availability View and change Basic Data Cost Assignment Documents and Attachments To view/change this information, the item must already exist in the shopping cart and the steps below must be followed: 1. Click the Details icon (magnifying glass) next to the item to be viewed. Each of these item detail sections can be accessed by clicking the arrow to the left of the title. Basic Data is defaulted to open expanded. 2. Select the information to be viewed/changed. 3. If another item needs to be viewed/changed, scroll up to the Items in Shopping Cart section and click the Details icon (magnifying glass) next to the item to view/change. Remember each item has different detail information by default. Select the Details icon (magnifying glass) for the separate items to view the information for that item. Revised 11/2/

24 Basic Data The Basic Data section of an item has important information that may be viewed or changed. It contains the name of the buyer that would need to be called if there were questions regarding the item and the storage location that a user may need to change if the item is to be delivered to an alternate location. The only field that should be changed is the Storage Location. Most users will not need to change the storage location. This change would only be items purchased for other locations. To change where the item is being delivered, complete the following steps: 1. Select the item from the shopping cart list. 2. Click the Details icon (magnifying glass) to view detailed information. 3. Click the dropdown for the storage location in the Basic Data section. 4. Select the ellipsis from the dropdown to obtain a list of possible delivery locations. a. All district locations are in numerical order. 5. Use the scroll bar on the right to search for the desired location. Revised 11/2/

25 6. Select the location by clicking on the hyperlink in the SLoc column to the left of the location name. The search section disappears and the new location will be shown in the storage location. 7. Click Refresh. Cost Assignment All items in a shopping cart default to certain information such as Cost Assignment information. The Cost Assignment refers to the actual Cost Center and G/L Account that will be charged for a particular item (see Budget Inquiry for more detailed information). The Cost Center and G/L Account are derived by the particular item selected. In most cases, as products are ordered, they will automatically be assigned to the correct Cost Center. For example, an Art Easel is an instructional supply and will automatically be assigned to the Cost Center associated with instructional material. IMPORTANT: Do not change the Percentage field at any time; this functionality is not to be used! To view/change the Cost Center for an item, complete the following steps: 1. Select the item from the shopping cart list. 2. Click the Details icon (magnifying glass) to view item details. 3. Click the expand icon to the left of the title in the Cost Assignment section. 4. To change the Cost Center, select the dropdown for Cost Center choices. 5. Choose the new Cost Center. 6. Click Refresh. Revised 11/2/

26 Documents and Attachments This feature is only used for free text shopping carts. Any Internal Notes or Attachments will not be saved for regular catalog items. See Describe Requirement for more comprehensive information. ADDITIONAL SPECIFICATIONS Name Of Shopping Cart The name given to the shopping cart should be unique by identifying the items that were ordered and who the items were ordered for. A name is already defaulted in the system but can be changed as long as the shopping cart has not yet been approved. NOTE: The name of the shopping cart may appear on the packing slip; therefore, you should include as much information about the shopping cart as possible. Locations may wish to come up with their own naming conventions to assist the site approver(s) in knowing more about where/who the shopping carts belong to. Examples of possible naming conventions are listed below: Facilities, custodial supplies, 5/10/07, 215 Mr. Smith, RM 213, paper & supplies, , JonesCA, Office, misc. supplies Special shopping carts, such as those utilizing grants, may have required naming conventions. Please check with the appropriate department for specific information. 1. In the shopping cart section, scroll down to the Additional Specifications section. 2. Type in the new name for the shopping cart (40 character limit). Revised 11/2/

27 Notes for Approval This area allows the user to send a message to the approver along with the shopping cart. This may be used to explain why the items are being purchased, which department head approved the items, etc. Use the following steps to add notes to the next level of approval: 1. Scroll down to the Additional Specifications section. 2. Click in the Notes for Approval field and type the message. 3. Click the Refresh button to save the note to the shopping cart. Approval Preview The approval preview allows you to view the approval workflow of the shopping cart, indicating to whom the shopping cart will be forwarded. To review the approver(s) assigned to the shopping cart before the shopping cart is submitted, click Approval Preview in the Additional Specifications Section. The information will list as shown: IMPORTANT: DO NOT use the Add Reviewer or Add Approver buttons. Revised 11/2/

28 SUBMITTING AN ORDER Once shopping is complete, the shopping cart must be submitted for approval to begin the workflow process. However, if the shopping cart is incomplete, you may place it on hold and submit it at a later time. The user may also wish to check the shopping cart to verify there are no errors against the budget. The four options an end user has for a shopping cart are located at the bottom of the screen. Order The Order button is used when the shopping cart is complete and ready to be submitted for approval. In most cases, the site administrator is the next level of approval. If the site administrator that is responsible for approvals creates the shopping cart, the next level of approval is himself/herself. When the Order button is clicked, the shopping cart is automatically checked against the Cost Center Group to see if the funds are sufficient to complete the order. Hold The Hold button is used when the shopping cart is incomplete or needs to be saved and returned to at a later time. It can be used to hold a shopping cart until a budget appropriation occurs or perhaps to wait until the site is ready for delivery. However, it is important to remember that prices may change. Once the shopping cart is held, you must go back into the shopping cart (see Check Status) and when complete, click Order. IMPORTANT: Hold is an extremely important action. If you leave the screen or are inadvertently timed out of the system, the shopping cart will not be saved if the Hold button is not clicked! Refresh The Refresh button is used if any change is made in the shopping cart such as quantity, cost assignment, etc. Check The Check button will check the current shopping cart against the Cost Center Group to see if that Cost Center Group has enough funds to complete the order. This button is not necessary if you simply wishes to submit the order since an automatic check against the Cost Center Group budget occurs when the Order button is clicked. Revised 11/2/

29 DESCRIBE REQUIREMENT There are items not located in a catalog that may need to be ordered. With the SAP system, you have the ability to provide electronic attachments, such as scanned written proposals or scanned pages in a catalog. NOTE: Free text items should not be placed on the same order with shopping cart items that have been found in a catalog, unless the items are dependent on each other. Placing free text items with a catalog item order will delay the catalog items, because the free text items go through additional approval steps. CREATING FREE TEXT ORDERS After navigating to the Shopping Cart (Requisition) section, 1. Click Describe Requirement in the Add Items area. 2. Complete all fields so that the order will not be rejected and/or have errors. Revised 11/2/

30 Field Description Internal Note Price Category Quantity Unit of Measure Description of Field Description of the goods/services More detailed information of the goods/services (see Internal Note) Cost of individual item Identifies the buyer and the assigned G/L Account How many items are required Each, Dozen, Pack, Set, Case, Lot (see Unit of Measure) 3. Click Add to Shopping Cart. Internal Note Place comments here regarding the request for purchase. This information does not print on the purchase order that will be sent to the supplier. It provides the buyer additional information on the goods/services requested. The more information you can provide to the Purchasing & Warehousing Department, the easier it will be to process the purchase order. The following information should be placed in the Internal Note if it applies to the goods/services requested: Dollar amount not to exceed Timeframe/Duration (if for service) Example: Once per month for one year 07/01/ /30/2007 Required on date Supplier s name, address, phone number (if available, but not necessary) Quantity, if needed to further explain request Complete description of goods/services Dimensions, color, size, specifications, manufacturer name and number, etc. Direct information for the buyer eyes only Example: Do not order from XYZ Company, they were all defective last time G/L Account requesting if item is over $5, Unit of Measure This field identifies a measurement of the item such as Each, Dozen, Set, Case, etc. 1. Select the dropdown on the field 2. Select the ellipsis choice in the dropdown, if necessary. Revised 11/2/

31 All units of measurement are listed in alphabetical order. 3. Use the scroll bar to search for the desired unit of measurement. 4. Select the Unit of Measurement by clicking on the hyperlink in the Commercial column. The Unit of Measurement populates on the Describe Requirement form. Category This field helps identify the buyer and the G/L Account this item should be charged against. This field must be changed based on what is needed. For assets, the G/L Account should be requested in the internal note. 1. Select the dropdown on the field. 2. Select the ellipsis choice in the dropdown, if necessary. The screen changes to the Find Product Category screen. 3. Enter a keyword, use the wildcard (*), and/or click Start. All categories are listed in alphabetical order. 4. Use the scroll bar on the right to search for the desired category. 5. Select the category by clicking on the hyperlink. Select the closest possible choice if nothing completely matches. The Category field populates on the Describe Requirement form. Revised 11/2/

32 Required On This feature is not being used and should not be changed. If you need to specify a date, it must be included in the Internal Note. CHANGE DETAILED INFORMATION After adding free text items to a shopping cart, certain Actions can be just as a regular shopping cart. Each item may have different detail information. Select the Details button (magnifying glass) to view information for the separate items. Documents and Attachments This area is used to add notes or attachments to the free text item. An Internal Note is created to provide the buyer with additional information regarding the item. There are times when a quote for a particular item needs to be attached to the shopping cart. The document(s) that need to be attached must already be saved on your computer before it can be added to the shopping cart. Some ways to save the quote are: Scan the document and save to a file on the computer (however, original contracts must be school mailed to the Purchasing Department). Have the quote ed and save to a file on the computer. Print the quote to Adobe Acrobat PDF. NOTE: Please see the site computer technician for information regarding scanning and printing to Adobe Acrobat, if necessary. Revised 11/2/

33 To add or change an Internal Note to a shopping cart item, use the following steps: 1. Click Documents and Attachments in the Item Details of the shopping cart item. 2. Click Internal Note to change the field a. Type in the large text area to edit text 3. Click Refresh at the bottom of the shopping cart Once the quote or document is saved on the computer, use the following steps to add it to the current shopping cart: 1. Click Documents and Attachments in the Item Details of the shopping cart item. 2. Type a description in the Attachments section to describe the type of attachment such as Quote from Machabee s. To attach a file: 3. Click Browse to locate the document. 4. Click Add to add it to the item in the shopping cart. Once the document is added to the shopping cart, another window is added that allows you to change or delete the attachment. Copy Line Item There are times when you may wish to copy the information for the different line items because of the changes in the Action section. Please see the Copy section for more information on completing this function. Revised 11/2/

34 VIEWING SHOPPING CARTS You can view shopping carts in their entirety to find needed information. You are now able to find tracking information such as: Status Purchase Order Number Who still has the item in their inbox Vendor information Shopping Cart Number Who the approver is Cost Assignment Buyer information Having the ability to find this information empowers you to know more about your shopping carts. In addition to being able to view shopping carts, this is also the area where you would go to find held shopping carts. Once the held shopping cart is found, it can be deleted, changed and/or updated to reflect any new items or information. Any submitted shopping cart can be changed as long as it has not been approved. NOTE: Even though you have the ability to view a Textbook Shopping Cart with these options, changing this type of shopping cart is not allowed. A held Textbook Shopping Cart can only be adjusted in the Textbook catalog. CHECK STATUS SEARCH In Check Status, you are only able to view shopping carts which you have created. For example, if an office specialist created a shopping cart, the school office manager would not be able to find that order in the check status option. The shopping carts for the last seven (7) days will display if the shopping cart has not been completed. If the shopping cart needed is not in the list, use the following search methods. 1. Select Check Status from the Shop tab. 2. Click the Extended Search hyperlink. Revised 11/2/

35 3. Change fields as necessary. 4. Click the Including Completed Shopping Carts checkbox. 5. Click Start. Use the expand icon to reveal the items in the shopping cart once it has been located. Use the Action icons to view information for each item. Each item has separate detailed information. Click the Details button (magnifying glass) for the separate items to view/change the information for that item. CHANGE SHOPPING CARTS Held shopping carts and shopping carts Awaiting Approval can be changed/updated to reflect new information before being submitted for approval. To change an existing shopping cart (not yet approved): 1. Find the cart using the Check Status function. 2. Select the Details icon (magnifying glass) for the entire shopping cart (not for an individual item). Revised 11/2/

36 The shopping cart displays. 3. Scroll down if necessary to the Additional Specifications section of the shopping cart. 4. Click Change to modify the shopping cart. 5. Adjust any item or add items to the shopping cart by selecting the appropriate catalog. Revised 11/2/

37 6. Click Refresh after any change to the shopping cart. 7. Save the shopping cart using one of the following steps: a. Select Order or Hold for Held shopping carts. b. Select Save for submitted shopping carts. DISPLAY SHOPPING CART SEARCH Unlike Check Status which only shows you shopping carts that have been self-created, Display Shopping Cart shows all shopping carts by employees throughout CCSD. However, security will only allow you to change or adjust your own shopping carts. To view shopping carts created, complete the following steps: 1. Select Display Shopping Cart from the Shop tab to open the search screen. 2. Use the General Data search to find the necessary shopping cart. a. Use the wildcard asterisk (*) for searching assistance. 3. Use the Item Data search. a. Use the wildcard asterisk (*) for searching assistance. Revised 11/2/

38 b. In the Type of Follow-on Document field, choose Purch. Ord. and type the PO number in the following field to find corresponding shopping carts. 4. Click Start. 5. Use the Action icons to view information for each item or shopping cart. Information to View After finding the shopping cart using either Check Status or Display Shopping Cart, you can find out information such as who approved the shopping cart, which approver has the shopping cart sitting in their inbox and information regarding the follow-on document(s) for the shopping cart. To find the information regarding approval steps and follow-on document(s), complete the following steps: 1. Find the shopping cart using either Check Status or Display Shopping Cart (see Check Status or Display Shopping Cart sections for more information). 2. Once found, select the Details icon (magnifying glass) for the entire shopping cart. Revised 11/2/

39 The shopping cart information displays. Approval Overview Approval Overview provides a graphic display of the workflow process. To find the information regarding approval steps, complete the following: 1. Find the shopping cart using either Check Status or Display Shopping Cart. 2. Select the Details icon (magnifying glass) for the entire shopping cart. The shopping cart information displays. 3. Select Approval Overview at the bottom of the shopping cart to review the approval workflow. Below are several examples of the approval results that may be shown regarding the shopping cart: Rejected Pending Approval Approved Revised 11/2/

40 Follow-On Documents A follow-on document is generated after approvals have been granted (e.g., a purchase order or a stock transfer order). To find the information regarding follow-on document(s), complete the following steps: 1. Find the shopping cart using either Check Status or Display Shopping Cart. 2. Select the Details icon (magnifying glass) for the entire shopping cart. The shopping cart information displays. 3. Select the Details icon (magnifying glass) next to an item in the shopping cart to review the Follow-On Document(s). Each item may have a separate Follow-On Document. Select the Details icon for each item to view the information for that item. The item details display with the Basic Data section and Follow-On document section expanded. 4. Review the expanded Follow-on Document information. Revised 11/2/

41 SHOPPING CART INBOX The Shopping Cart Inbox (Inbox) is utilized by shoppers to receive messages or action requests regarding previously submitted shopping carts. Access the Inbox by following this menu path: Work > Shop > Shopping Cart Inbox. A list of returned shopping carts is displayed in the description window. The message includes the shopping cart name and the message: were rejected. Please check. The window also displays the received on date and the action options. ACCEPT CHANGES (REJECTED SHOPPING CARTS) When a shopping cart has been ordered, it will show in the Shop Cart column of the Budget Inquiry Report and remains there after it has been rejected. The rejected order is returned to the originator (the shopper), via the Inbox. The shopper must then display the rejected order and accept the changes to complete the rejected order process. The Inbox allows you to display a rejected shopping cart by clicking the Details icon or selecting the Description name hyperlink. This action option will display the contents of the shopping cart by line item. Viewing the details of a rejected shopping cart will allow you to note the shopping cart number for ease in creating a new shopping cart with the desired items. To complete the Accept Changes process, scroll to the lower portion of the screen to access the Additional Specifications section and click the Accept Changes button. Revised 11/2/