Purchasing Shopping Handbook

Transcription

1 South Dakota Board of Regents Student Information System/Financial Aid Human Resources/Finance Information System Purchasing Shopping Handbook Version Number 17.2 Updated 8/23/2018

2 Table of Contents Page Welcome 5 Overview 5 Intended Audience 5 Documentation and Disclaimer 5 Lesson 1: Locating Items for Purchase 6 Product Search Methods 6 Hosted and Punchout Catalogs 6 What s on the Screen? Understanding Product Search 6 Simple Product Search 6 Product Categories 7 Advanced Product Search 9 Search Criteria Options 9 Hide/Show Advanced Search 10 Product Search Recommendations 10 Search Do s 10 Search Don ts 11 What s Next?...I didn t get the results I needed 11 Using Simple Search (Shop at the Top) 12 Product Quick Search 12 Using Advanced Product Search 13 Using Quick Order 14 Browse Products by Supplier 16 Browse Products by Category 18 Hosted Catalog Shopping 19 Collapsible Product Showcases 19 Hosted Catalog Search 20 Punchout Catalog Shopping 20 Punchout Training Guides 21 Punchout Catalog Search 22 Lesson 2: Viewing and Managing Item Search Results 24 Understanding Product Search Results 24 Search Results Details and How to s 25 The Order of Product Search Results 27 Detailed Look at Order of Search Results 28 Product Search Results Exercises 29 Review Additional Supplier/Product Information from Product Search Results 29 Refining Product Search Results 31 Refining Product Search Results by Manufacturer Part Number 32 Sorting Product Search Results 32 Using the Comparison Function in Product Search Results 34 Finding Previous Orders of an Item 35 Page 2

3 Managing Empty Search Results 35 Providing Feedback on Empty Search Results 36 Lesson 3: Non-Catalog Item Entry 38 Non-Catalog Item Entry 38 Non-Catalog Item Exercise 38 About Trade-In Transactions 43 Adding Trade-In Items to Your Cart 43 Purchasing Forms & Training 47 Lesson 4: Managing and Using Product Favorites 50 About Item Favorites 50 Adding Items to Favorites 50 Add Items from Search Results to Favorites 50 Creating Favorites Folders and Sub-folders 53 Moving, Copying or Deleting Shopping Favorites 55 Editing Item Favorite Folders 56 Deleting a Folder from Favorites 57 Lesson 5: Shopping Cart Functionality 59 Shopping Cart Functionality 59 Shopping Cart Functionality Exercises 59 Adding Items to the Cart 59 Add non-catalog items 61 Creating New/Draft Carts 62 Deleting Shopping Carts 62 Removing Items from the Advanced and Simple Carts 63 Using More Actions & Perform an Action Drop-Down 64 Cart Errors & Warnings 65 Ability to Apply Discounts when Shopping 65 Updating Items in the Cart 71 Updating Punchout Carts 72 Changing the Supplier for Multiple Lines 73 Reviewing Cart History 75 Shared Cart Functionality 77 Lesson 6: Checking Out 82 Assign Cart Functionality 82 Submitting a Requisition: The Checkout Process 82 Advanced Checkout vs. Express Checkout 82 Switching Between Express and Advanced Checkout 83 The Checkout Process 84 Checking Out Exercises 84 Assigning a Cart to a Requestor 84 Assigning a Substitute Assignee 87 Populating Requisition Header Details 88 Editing Contents of the General Section of the PR 89 Editing Contents of the Shipping Section of the PR 89 Page 3

4 Delivery Date 92 FOB (Delivery Terms) 94 Editing Contents of the Billing Section of the PR 96 Accounting Codes 96 Editing Accounting Codes 96 Account Codes Invalid value error 98 Purchasing Commodity Code to Account Code Crosswalk 98 Split Accounting 100 Internal Notes and Attachments 104 Editing Buyer Information 104 Adding an Internal Note to the Buyer 106 Saving Files to Attach Them in SDezBuy 106 Instructions for Saving an to a File 108 Manual PO (Confirming Order) 110 External Notes and Attachments to the Supplier 110 Quote/Contract number field 112 Adding a Commodity Code 113 Reviewing a Cart Assigned to Me 117 Reviewing the Cart Approval Process 118 Submitting the Shopping Cart/Requisition 121 Express Checkout 122 Lesson 7: Miscellaneous Tasks 126 Additional Shopping Tasks 126 Receiving and Adding Comments to a Pending Requisition 126 Viewing All Document Comments on a Single Tab 128 Removing Comments from Purchasing Documents 129 Viewing All History from a Single Tab 129 Copying Previous Requisitions to a New Cart 130 Placing Orders on Behalf of Other Users 131 Ordering on Behalf of a Different User 131 Ordering on Behalf of a Different Department 132 Correcting and Resubmitting an Auto-Returned Pending Requisition 134 Correcting and Resubmitting a Returned Requisition from Approver 137 Correcting PR Rejections 141 Requesting Change Orders 143 Suppliers 143 Saving Supplier Searches 147 Supplier Lesson 8: PO Distribution to Supplier 149 Printing the Supplier Copy of the PO 150 Quick Reference Guide 151 Definition of Terms 153 Frequently Asked Questions (FAQ s) and Tips 159 Exhibit 1 Punchout Suppliers Change Order Preferences 162 Page 4

5 Welcome Overview The purpose of this handbook is to help users: Understand how to locate and select items for purchase. Understand the checkout process. Understand how orders are approved. Intended Audience This manual will be used by those persons set up with the following roles: Requestor, Assigner and Assignee in SDezBuy and have also been set up in the Banner Finance application. Some requestors perform these operations for multiple departments within the institution. Certain requestors may be set up as Assigners who shop and assign their cart to an Assignee to complete the cart and submit the cart to the Banner application. Documentation and Disclaimer None Page 5

6 Lesson 1: Locating Items for Purchase Product Search Methods There are several product search options available when shopping in SDezBuy. Together, these search methods provide flexible, easy-to-use ways to find products to add to the Shopping Cart for purchase. Hosted and Punchout Catalogs A catalog is a supplier s product offering. There are two types of catalogs: hosted and punchout. These are described below. Hosted Catalog a hosted catalog is the SDezBuy version of a supplier s product offering as it relates to SDBOR. Hosted catalogs contain part numbers, product descriptions, unit of measure and pricing information for each item. When a product search is performed in the Shop field when Everything is selected in SDezBuy, the products of all the hosted catalogs are searched so the user can select from multiple supplier offerings for the search criteria used. SDBOR utilizes the hosted catalogs for state contract catalogs that apply to SDBOR. Punchout Catalogs Punchout catalogs are integrated external links to a supplier s web-based catalog, but are customized for SDBOR. The user exits (or punches out) of SDezBuy to search and select products from a supplier s web catalog, then returns the items to the SDezBuy shopping cart. The selected items are then submitted through the standard requisition/order process. What s on the Screen? Understanding Product Search In order to return the highest quality search results, it is important to understand the different options available through Simple and Advanced Product Search. Each of the parts of the search screens are described on the following pages. #1 - Simple Product Search There are two primary ways that a user can search for a product in SDezBuy. A simple, or basic search provides a Google-like experience which is shown in the graphic above as item #1. Simple Search displays upon login. When using simple search, it is recommended to select a product category from the drop-down list. By default, the category Everything is selected and the search will occur across all product categories. All of the words entered in the keyword textbox must be found in the items displaying in the product search results. After entering the keywords, click the Go button or press the Enter button on your keyboard. When a simple search is performed, to find the most relevant search results, the system searched many different things including: Page 6

7 Keywords: Keywords are entered by system administrators for punchout catalogs to help guide users to the correct contract, form (service), supplier, and favorite items. Item Information: Item information is typically provided by the supplier, including: o Product Description o Product Category / Sub-Category o Supplier o Manufacture Name and Manufacturer Part Number o Unit of Measure / Product Size o System Packaging and Size o Alternate Name and Alternate Part Number(s) o Client Catalog # o Color o Common Name o Model Number o Molecular Formula o Radionuclide o UPC # 2 Product Categories You can order many different types of items through SDezBuy ranging from chemicals for the lab, furniture for the office and services from vendors. To help users find the item or service requested, category-specific searches are available. To the right of the word Shop in simple search and Advanced Search in advanced search, a drop-down box displays. This list includes all of the product verticals available at your organization. Below are a few key details about verticals: Searching by category helps reduce the number of products from appearing in Search Results by filtering out those not in the selected category. When shopping by category or product type the data being searched is limited. The list of categories available will be dependent upon which suppliers items are available in the hosted catalogs. For example, if only laboratory product suppliers are used, only the lab supplies category appears. As other types of products (and suppliers) are added, more categories are displayed on the screen. The active category is the one that is selected from the drop-down. It is recommended that you perform category-specific searches as a first step, then move to Using the Everything option if the item is not found. The search works quite differently within each category; therefore the results are typically much better when a category is specified. Below is a table with a description of most used product categories available in SDezBuy. Page 7

8 Product Category Description and Examples Lab Supplies reagents (used in synthesis/analysis, cell/molecular biology etc.) glassware analytical equipment, meters, and supplies safety and cleaning supplies Medical/Clinical gauze, needles This category includes dental equipment medical, surgical, clinical and hospital equipment dental products: Office/Computer Office supplies and consumables such as: files and folders desk supplies packing and shipping supplies paper and printing supplies writing instruments blank media Computer-related equipment including: computer hardware/software MRO/Facilities Maintenance repair and operations (i.e. facility management). computer accessories electrical, lighting, and air conditioning supplies plumbing supplies tools hardware lubrication janitorial/ground maintenance supplies Furniture Desks and tables Workstations Cabinets Chairs Shelving Office Furnishings such as lamps, etc. Services Lab services Office and project management services Legal services Training services Catering services Manufacturing services Manufacturing This category typically includes major equipment purchases such: Construction equipment HVAC equipment Water treatment equipment Pharmaceutical equipment Books This category includes hard copy documentation: This category includes hard copy documentation: Books Manuals Reference Publications Magazines Page 8

9 Electronics computer hardware/software computer accessories printers/copiers/scanners communication equipment/accessories AV equipment/accessories networking equipment/accessories Specialty Sporting equipment and supplies Clothing materials Hobby and entertainment related items Teaching and classroom aids Musical instruments Toys and games Food/Food Equipment Commercial food preparation, storage, and serving equipment Food consumables and supplies Food items (meats, vegetables, juices, beverages, snacks, etc.) kitchen equipment and utensils # 3 - Advanced Product Search Advanced search allows users to enter additional criteria to generate more specific search results than with simple search. The search criteria available depends on the product category selected and our custom catalog attributes such as state contract suppliers. By default, once advanced search is opened after login, it will remain open with subsequent searches. To access advanced search, click the Advanced Search link under simple search. # 4 - Search Criteria Options (in Advanced Search) Proper usage of the search criteria fields makes a huge difference in terms of the quality of search results. Users should take the time to understand how each of these fields work. Page 9

10 Fields Available in Advanced Search: The search criteria fields available on the screen are all the same for all the categories except for Lab Supplies, which also has CAS Number, Product Class and Product Size. To get descriptions and examples of the search criteria fields, click on the help icon in the upper righthand corner of the screen and type Advanced Search in the search field. #5 Hide/Show Advanced Search Enable the Hide Advanced Search on search results checkbox if you would like the advanced search box to collapse and show the simple search after displaying search results. Product Search Recommendations The purpose of this section is to provide general recommendations for searching and background information on how the search engine works. Recommendations include: Search Do s: Below is a list of recommendations in terms of good things to do when searching: Start with Simple Search and use specific keywords. Select a product category (Lab Supplies, Office/Computer, etc) if you are receiving irrelevant search results. By default, all product categories are searched (Everything). The search works quite differently within each category, therefore the results are typically much better when a category is specified. Use phrases such as red pen or hand soap for more focused search results. Plural Usage. The search engine is designed to handle plurals and non-plurals, and will display the same search results in either case. For example, the search engine does not care if you type in, battery or batteries. Punctuation and Spacing. For the most part, the search engine is able to ignore punctuation such as hyphens, dashes, and other miscellaneous characters. For example, you should get the same, or very similar results if ABC-123, ABC123, and ABC / 123 are entered. Your supplier data is a key factor in determining search results. The search results ultimately depend on the number of items and suppliers in the system. Here is an example of how varying supplier data affects search results: 123 is entered in the Catalog # field. In the search results, an item with a Catalog # of may display on one site but not another perhaps because there are more items that more closely match the criteria based on the number of items available. The more information, the better. The more information you enter, higher quality results are produced. If you know the supplier or manufacturer, enter those details. If you know the size of the product, enter that. The more information you enter, higher quality results are produced. Misspellings. The search engine is designed to accommodate misspellings. For example, misspelled dispensirs will return dispensers or dispensing (et al) in the results. Product Size Searches The Unit of Measure is provided by the supplier. If the UOM entered by the requestor/shopper is slightly different, the system will accommodate these variations. For example, if 100 ml or 100 milliliters or 100ml is entered, very similar results display. Page 10

11 Try other search techniques. If you cannot find your item through traditional product search (simple or advanced search), consider looking for the item using various other search techniques including Browse by Supplier, Browse by Category, Quick Search, and more. Use Advanced Search if you are specifically searching for items with distinct attributes such as a part number, supplier, manufacturer name, custom attribute, etc. When using Advanced Search, understand the search criteria options. It is imperative that you understand how each of the search fields work on the screen so that you can select the appropriate fields to use for your search. Refer to the What s on the Screen? Understanding Search Results on page 24 for more information. Use search to find not only hosted products, but recommended suppliers, relevant services, and non-catalog items. (NOTE: Requires keyword setup by administrators). Search Don ts: Below is a list of things that do not work well when searching: Avoid entering common terms such as tube, bottle, water, paper, etc. unless they are part of a phrase being entered. Avoid entering Abbreviations. Abbreviations are only recognized if provided by the supplier. Avoid entering Acronyms. Acronyms are only recognized if provided by the supplier. Check your spelling. Although the system accommodates misspelled words, it is always better to enter accurate spellings for words. Wildcards such as asterisks (*) do not work and are not needed. Weighting is not affected by recurring word usage. For example, if a supplier puts the word Glove three times in the product description and once in the Product Name, it will not increase its chances of displaying at the top of the list. What Next?... I didn t get the results I needed After the initial search results, refine your search by: Adding more keywords (to the top of the screen or on the left-hand side.) Filter by one or more attributes (by supplier, category, UOM, etc). Filter options are found on the left side of the screen. Use Advanced Search if you are specifically searching for items with distinct attributes such as a particular part number, supplier, manufacturer name, custom attribute, etc. Sort the data a different way by part number, price, description, etc Options in drop-down above search results. Search for a part number across all suppliers by clicking on a Manufacturer Part Number in the search results (Manufacturer Info). Think of other ways to say the same thing. For example, instead of searching for Kleenex, search for tissues, instead of searching for lunch, shop for catering, etc... Send a message to your campus administrator. See the section below, Managing Empty Search Results, for more information. Page 11

12 Using Simple Search (Shop at the Top) There are two main types of searches for shopping: simple search and advanced search. When a user first logs in, the simple search displays. Simple searches can be performed across all product categories (the default setting), or the user can select a product category such as Lab Supplies, Office Supplies, etc. 1. Click on the Homepage icon in the Main Menu, if not already on the Homepage. Simple search is the default and displays upon login. 2. To the right of the word Shop, select the product category from the drop-down list or keep the Everything category selected, which searches across all categories. The use of the category will refine the search and yield fewer results. 3. Enter the keyword or keywords you are searching in the box. Keep in mind, the more information you enter, the more specific your search will be. 4. Click the Go button to view search results. All words in the search must be found somewhere in the item description, catalog number or supplier/manufacturer information in order for an item to display in search results. 5. If the search results do not yield the information you need, perform an advanced search or refine your search using the Filter Results options in the left-hand column. More information on filtering later in this handbook. Product Quick Search Simple searches can also be performed via the Product Quick Search feature. 1. Click on the Shop menu icon in the Main Menu. 2. Click on the drop-down list and select from the options: By Keyword, By Catalog Number or By Cas Number (use Cas Number for Lab Supplies only). 3. Enter the search term in the blank field to the right (either keyword or number). 4. Click the search icon to execute the search. If the search results do not provide the information you need, perform an advanced search or refine your search. Page 12

13 What to do Next? Options to Help your Search If you follow the instructions above and cannot locate your items, try any of these options: Select Everything from the category drop down list this will open up the search across all product categories. Use Advanced Search: Instead of using the All of These Words field, use the Any of These Words field OR use any combination of criteria fields to find the results you need. Think of other ways to say the same thing. For example, instead of searching for Kleenex, search for tissues, instead of searching for lunch, shop for catering, etc. Using Advanced Product Search The purpose of this task is to demonstrate how the search criteria fields are used and how they impact product search results. The various search fields filter Search Results to include only the desired products. Keyword searching can be performed within any product category where hosted catalogs are available. The fields available vary depending on the type of item being searched. For example, you can only search by CAS #, which is an identifier specific to chemicals, in the Lab Supplies category. Help on using each of the search fields is accessed by clicking on the search field name. 1. Click on the Homepage icon in the Main Menu, if not already on the Homepage. Simple search is the default and displays upon login. 2. Click advanced search. link under the Simple search field. The fields that display in advanced search depend on the product category selected and any attributes in our catalogs. 3. Select the product category from the drop-down list. The system will remember the category if a previous search was performed and you have not moved away from the shopping screens. 4. In the Find Results that Have: section, the following options (some can be left blank) are available: a. All of These Words - Only products including all the words are returned in search results. Page 13

14 b. Supplier - Enter the supplier name or information in the Supplier Name field. As you begin typing, the AutoComplete/Type-Ahead functionality will display. The supplier search allows for a contains name search. For example, if a supplier search is performed on Grainger, WW Grainger, Inc. will be returned in the results. The search considers supplier name, supplier defined alias, supplier number, SciQuest ID (exact match), third-party reference (exact match) and commodity code (exact match). c. Part Number (SKU) - Enter the catalog number or the entire SKU (Stock Keeping Unit). The part number search allows for a begins with match. To search for multiple catalog numbers, enter them separated by spaces. For best results, enter the entire SKU. A partial match on part number returns closest matching or similar results. d. Manufacturer Name - To find products produced by a specific manufacturer. Search result will include products from all suppliers who have identified the manufacturer in the product information provided to SciQuest. Multiple manufacturer names can be entered. e. CAS Number - Laboratory Supplies only. Enter multiple CAS numbers to find all chemicals with matching CAS numbers. Note: The entered CAS No. is checksum validated to reduce errors. f. Product Class Users can select from sub-categories for lab supplies. g. Product Size Lab Supplies only. Product size and select the dimension of the units from the pull-down menu. 5. In the Other Options: section, the following options are available: a. Exact Phrase - Products containing the exact words (including spaces and punctuation) in the order entered are returned. b. Exclude Words - Products including any of the words entered in this field are excluded from Search Results. Another search field must be used when using the exclude function. c. Any of the words - Products containing any of the words are returned. Products containing more than one word appear higher in search results than products with only one. NOTE: Do not use this option in combination with All of these Words. 6. In the Custom Attributes: section, the following options are available: a. State Contract Item checkbox. 7. After defining your criteria, click the Search button. The Search Results display at the bottom of the screen. Using Quick Order Quick Order is used when the exact product catalog number (SKU) is known. Both the supplier and manufacturer part numbers are searched when using Quick Order. If the catalog number entered is an exact match to a product in the hosted catalogs, and there is only one match, the product is automatically added to the shopping cart. If an exact match is not found or more than one product is found, Search Results are presented to allow for the selection of the appropriate product. Quick Order allows you to order one or more products simultaneously. After selecting the product category and entering a catalog number, the item will automatically be added to the cart if an exact match exists. Also, multiple catalog numbers can be entered at once. Page 14

15 1. Click on the Homepage icon in the Main Menu, if not already on the Homepage. 2. Below the simple/advanced search box, click on Go to: quick order. 3. You may also navigate directly from the Shop menu by selecting Quick Order under Go To options. 4. Optional: Select the appropriate category to search from the category drop-down list. 5. Enter the catalog number(s) in one or more of the Catalog # /SKU fields and click the Add to Active Cart button. Page 15

16 One of the following occurs: 6. If the catalog number entered is an exact match to a product in the hosted catalogs and there is only one match, then the product is automatically added to the shopping cart. NOTE: It is important to enter the SKU exactly as the supplier has it listed. You should include periods, dashes, parenthesis, units of measure, etc whenever this type of information is included in the supplier s identification. 7. If an exact match is not found or more than one product is found, Search Results are presented to allow for the selection of the appropriate product. 8. If no search results are found, a link to the Non-Catalog Item is presented, assuming you are allowed to place non-catalog orders with this supplier. Browse Products by Supplier The Browse by Supplier functionality is much like using a table of contents from a paper catalog. Once the desired category is found, a single click takes the user to all the products provided by that supplier in that selected category. 1. Click on the Homepage icon in the Main Menu, if not already on the Homepage. 2. Click the Browse: suppliers link found below the simple/advanced search box. By default, all suppliers display. Suppliers are listed in alphabetical order with State Contract suppliers listed first. 3. To search for a specific supplier: a. Click the + to the left of Click to expand Search for Supplier Filter. b. To search by supplier name or supplier information, enter the appropriate information in the Supplier field. The supplier search allows for a contains name search. For example, if a supplier search is performed on Grainger, WW Grainger, Inc. will be returned in the results. c. Click the Search button to view all suppliers. d. To search by supplier type, select to view Hosted Catalog suppliers from the drop-down list. e. Click the Search button. The search results display. Page 16

17 4. Select the supplier from the Supplier Search results by selecting the Supplier Name. The supplier information and categories display. 5. From the supplier category page, select the desired product category by clicking on the name or the + next to the name. Continue drilling down into the categories (expanding/collapsing) until you locate the sub-category that you would like to view. 6. Final sub-categories (with items) are indicated with the word view. Click the view button to view the items for the supplier in that particular category. You will be taken to the search results page. Page 17

18 Browse Products by Category The Browse by Category functionality is similar to the Browse by Supplier functionality. The main difference is instead of viewing one supplier s table of contents; all supplier tables of contents are shown. Using this functionality is equivalent to opening numerous paper catalogs from many suppliers to the same section beakers for example. Browse by Category provides a quick way to locate all items across all suppliers in a certain category. As with the Browse by Supplier functionality, once the desired chapter is found (category of products in this case), a single click takes the user to all the products provided by all suppliers in that selected category. 1. Click on the Homepage icon in the Main Menu, if not already on the Homepage. 2. Click the Browse: categories link found below the simple/advanced search box. A full list of available categories, across all hosted catalogs is presented. This is your full table of contents. Drill-down to the category of your choice using the + and functions, which allow you to expand and collapse categories. 3. Final sub-categories (with items) are indicated with the word view next to it. Click the view button to view the items in that particular category. You will be taken to the Search Results page. 4. The Search Results page displays all of the items in the category selected for all suppliers. You may want to use the product comparison functionality for further product/supplier comparison. Search tips: Click Browse Categories after search results display to return to the prior list of categories and select a different product category for viewing. Page 18

19 Hosted Catalog Shopping A hosted catalog is the SDezBuy version of a supplier s product offering as it relates to SDBOR. Hosted catalogs contain part numbers, product descriptions, unit of measure and pricing information for each item. When a product search is performed in the Shop field when Everything is selected in SDezBuy, the products of all the hosted catalogs are searched so the user can select from multiple supplier offerings for the search criteria used. SDBOR utilizes the hosted catalogs for state contract catalogs that apply to SDBOR. Hosted catalogs appear in an area of the Homepage where SDBOR has chosen, for the most part, to showcase state contract product offerings. Suppliers listed in this area may or may not have the organizations icon on their button. Captions below the supplier name may include the contract number. Collapsible Product Showcases Users are able to collapse individual showcases on the Homepage to hide their contents from view. After the user logs out and logs back in, the system will remember any showcases that have been collapsed and will keep them collapsed. 1. Click on the down arrow in front of the showcase title to collapse a showcase. 2. Click on the in front of the showcase title to restore the showcase. Page 19

20 Hosted Catalog Search For SDBOR, hosted catalog suppliers are suppliers who provide discounted pricing through a state bid process. Shopping using a specific hosted catalog will yield results from that one supplier. 1. Click on the Homepage icon in the Main Menu, if not already on the Homepage. 2. To shop a specific hosted catalog: a. Click on the Supplier icon or button in the Hosted Catalog area. A pop-up displays that indicates HOW you can shop from the supplier. In the example below, the options include hosted catalog Search, search by Categories or using a Non-Catalog Item. b. To do a hosted catalog search for that specific supplier, type a short description of the item in the keyword field, and then click on the Search button. The search results display just as they do with simple searches. Change the quantity and click on the Add to Cart button next to the item desired. c. To do a Category search for the showcased supplier, click on the word Categories to view the list of categories, then click on the sub-categories until the view is displayed. d. Click on view for the item desired. e. Change the quantity, if other than 1, and click on the Add to Cart button. Punchout Catalog Shopping Punchout catalogs are integrated external links to a supplier s web-based catalog, but are customized for SDBOR. The user exits (or punches out) of SDezBuy to search and select products from a supplier s web catalog, then returns the items to the SDezBuy shopping cart. The selected items are then submitted through the standard requisition/order process. SDezBuy punchout catalogs offer discounted pricing, many of them State Contract, NASPO Agreements, NIPA, NJPA, E&I Cooperative or USCommunities pricing. The search for products can begin within the Simple Search Shop at the Top if you want to get an idea of which suppliers might offer the product within their punchout catalog, much the same as hosted catalog, multi-supplier searches. Page 20

21 Punchout catalogs are the preferred method for finding and configuring specialized products such as computers and furniture and for uploading quotes from suppliers to auto-populate your shopping cart. Product configurations like HP, Dell, and Life Technologies are examples of when a punchout is preferred/required versus using hosted catalogs or using Non-Catalog Item. The Punchout Catalogs shown on the Homepage in SDezBuy are organized by category showcases as shown in the screen below. Punchout catalogs are indicated by the punchout icon. A punch-out marked with a yellow triangle in a circle is currently running slowly. A punch-out marked with a red in a circle is not currently available. Punchout icon Punchout Training Guides IMPORTANT: The interface and usability of punchout shopping varies amongst suppliers. SDBOR has created punchout training guides to assist users with the step-by-step instructions of how to shop each supplier s punchout. To locate these guides, go to the Purchasing Forms & Training showcase at the bottom of the Homepage. Click on the button labeled, Link Purchasing Training Resources. Form icon Page 21

22 Punchout Catalog Search To perform a keyword search that will direct you to a punchout catalog: 1. Click on the Homepage icon in the Main Menu, if not already on the Homepage. 2. To the right of the word Shop, select the product category from the drop-down list or keep the Everything category selected, which searches all categories. 3. Enter the keyword or keywords you are searching in the box. 4. Click the Go button to view search results. In this example, there were results obtained for the keyword, binder. You can use the filter on the left to narrow the number of results. 5. Click on the Order from Supplier button in the Search Results to access the supplier punchout site. Once the punchout is selected, the browser is redirected to the supplier s website. Once within the punchout site, use the appropriate search tools to find the desired products. Note: Some of our punchout catalogs will take you directly to the product that is in this screenshot below after clicking on the Order from Supplier link, some may not. To narrow your search results, use the Filter Results section of the results screen. You may know that the product you want was carried by a particular supplier (By Supplier) last time you purchased it or you may know that you want a specific category (By Category) of products. Page 22

23 To shop a specific punchout catalog: 1. Click on the Homepage icon in the Main Menu, if not already on the Homepage. 2. Click on the icon or button of the desired Punchout Supplier. You will see the message, Connecting to Punchout. Please wait. Then you will see the message, Redirecting to Supplier. Please wait. 3. Once you are within supplier s punchout you will be able to browse for items from the supplier s online catalog. Follow directions on the site or in the appropriate Punchout Training Guide to search and add items to your shopping cart. 4. When finished shopping choose the button that will return you to SDezBuy, which is generally the Checkout button. 5. You may cancel your punchout at any time and return to SDezBuy without item by selecting the button. 6. Items brought back from a punchout will have a punchout symbol after the description in the shopping cart. Additional products can be added to the Shopping Cart by using the MODIFY ITEMS procedure or adding non-catalog items (if the punchout supplier supports this). Note: if the punchout supplier does not support adding non-catalog items to a punchout order and you still add items, it will cause two PO s to be generated from one order because the punchout order is sent to the supplier through a cxml interface (electronically) and the non-catalog item order either faxed or ed. 7. Next step on this order would be to Proceed to Checkout or Assign Cart to your designated assignee if you are done adding items to the cart. Page 23

24 Lesson 2: Viewing and Managing Item Search Results Understanding Product Search Results Search results display when performing searches in SDezBuy. The actual contents of the search are determined by what is being searched and what type of search is performed (simple search, advanced search, search by supplier, etc). The purpose of this section of the handbook is to provide general information about usage and formatting of the search results. Search results display different types of shopping results, including hosted and punchout items, and links to punchout suppliers. Most SDezBuy punchout suppliers have implemented (Level 2) search functionality, so searching by keyword in the Shop at the Top will yield results from those punchout suppliers as well as non-punchout hosted suppliers. What is being searched? When most searches are performed, the search engine considers the following: Keyword information from favorites, suppliers profile data and forms. This information is set up by system administrators and is designed to direct end-users to the right items or services for purchase. Item Data provided by suppliers such as product description, unit of measure, manufacturer, and more. For a full list of item data being searched, refer to the explanation of #1: Using Simple Search (Shop at the Top) on page 12. The screenprint below provides a sample of search results that displays after search criteria is entered. Page 24

25 Search Results Details and How to s Search Results display below the simple and advanced search. Below are detailed explanations for the Search Results user interface: Search Listing. By default, items and recommended services, suppliers, etc are presented in the Best Match order (more info in Detailed Look at Order of Search Results on page 27). Hosted products are displayed with an image (if available), along with product description and product detail information. Form recommendations, contract recommendations, and punch-out items can also be accessed from the search listing. Sort By: After the search is performed, a user can choose to re-sort the data by part number, product description, price, and more. For more information, refer to Sorting Search Results on page 32. Refining the Search through Keywords. SDezBuy allows you to filter the search results by adding additional keywords into the Add Keywords field, found on the left side of the screen. For more information, refer to Refining Product Search Results on page 32. Refining the Search through Filters. SDezBuy allows you to filter the search results by selecting specific suppliers, product categories, supplier classes, manufacturers, units of measure, result types (product, punchout item, etc.), product flags (green, energy star, etc.), or custom catalog attributes. These filter options are found on the left side of the screen on a search is performed. NOTE: Not all filter options are available for every searches. For more information, refer to Refining Product Search Results on page 32. Icon Definitions. Both supplier classes and product attributes are identified with icons below the product description. Page 25

26 Free Shipping Notation. Some suppliers may offer free shipping based on a specific order amount. If this is the case, the results will clearly note an item in the search results as belonging to a supplier who offers this option and the order amount required. [search results] This is also identified within the shopping cart in the space below the supplier address (Order From Address). In the example below, Fisher Scientific provides free shipping because of our contract. [shopping cart] Suppliers who provide free shipping will also be identified within the requisition under Supplier / Line Item Details. [Requisition] Adding Items to Your Cart. To add an item listed in Search Results to the shopping cart, click the Add to Cart button. By default, the quantity is one, but it can be updated to order more. Page 26

27 Adding Items to your Favorites. You can also add items from your search results to your favorites. For more information, refer to Lesson 5: Managing Product Favorites. Comparing Items in Search Results. From the search results, product details can be compared to determine which one should be ordered. For more information, refer to Using the Comparison Function on page 33. Access Additional Pages and Changing Items per Page. To change the number of items displaying per page, select the appropriate option from the Results per page drop-down at the top and bottom of the search results. To view items on a different page, use the arrow buttons or enter a specific page number. To page through search results, use the arrow buttons or page entry field to go to a specific page of search results. This information is displayed above and below the search results. The Order of Product Search Results A common question from users is: What determines the order in which products and services are returned in search results? There are numerous factors that dictate the order in which products are returned within Search Results. The search engine determines the initial sort based on keyword relevance. Preferences such as state contract suppliers and favorite items determine the final listing. The search engine finds all the products that should be considered for search results. Products with the greatest number of matching words are ranked higher than those with fewer. For example, if four words were entered as keywords in Simple Search, the products containing all four are ranked higher than those containing three. What is Keyword Relevance? The relevance weighting calculated by the search engine is the primary factor for determining the product order in search results. Products with the highest relevance are presented first. Products with the second highest relevance are returned second, and so forth. Products with the same relevance are sorted alphabetically by supplier name. Products with the same relevance and supplier have no predefined sort order. How do Categories affect Keyword Relevance? The relevance calculation is most accurate and effective when a category is selected when using Simple and Advanced Search. By default, the general category (Everything) is selected, but it is highly recommended to select an appropriate category (Lab Supplies, Office Supplies, etc) to reduce the number of irrelevant results. How do Organization-Specific Preferences affect Search Results? After the search engine identifies the initial order of items and services to be presented, which is based on Keyword Relevance (described above), organization-specific preferences are considered. Preferences include various functionality in SDezBuy, all of which is optional and may or may not be used by your organization. Preferences that affect search results include: Page 27

28 Custom Catalog Attributes, which are also called CCA, allow organizations to tag items with organization-specific attributes to direct the user to these items. For example, an organization may mark certain items from suppliers as Hot List or Great Buy. Custom Catalog Attributes are identified by an icon shown with the item description. Additionally, search results can be filtered by Custom Catalog Attribute ( Show me all Hot List Items ). Supplier-Category Preference - System administrators can assign a preference from 1-10 to a specific supplier for specific category of items. For example, ABC Supplier is your primary vendor for desks, therefore they would be tagged for this specific item category. Supplier-Category Preferences are identified with a 1-10 icon, which displays in product details. Supplier Class Preference System administrators can assign preferences to a specific supplier by using supplier classes. Most, but not all, suppliers with a preference assigned (from 1-10), are also assigned an icon to visible indicate the preference. Some examples of supplier classes are Local Supplier, Minority Owned Business, #1 Supplier, etc Supplier classes are assigned at the overall supplier level not for specific items or item categories. Sample icons: Shared Favorites This includes items and forms designated as a favorite for the entire organization or those designated for certain groups, such as departmental favorites. Shared favorites are identified by this icon to the left of the Add to Cart button: Personal Favorites - This includes items and forms designated as a favorite at the user level. These favorites can only be viewed and accessed by the user. Personal favorites are identified by this icon to the left of the Add to Cart button: Detailed Look at Order of Search Results For the average user, understanding that the search results are derived from the keywords entered, then preferences, is sufficient. Below is a detailed explanation of the search results order: 1. Keyword Relevance determines what group of items displays first, then second, etc This is the most important criteria in determining search results order. Relevance is grouped by weighting (as described above). Within each grouping, the items are organized based on the preferences described in #2 below. The ranking for keyword relevance is listed below: a. Exact match on Part Number. Many of the searches performed are on part number, which is also called Catalog # or SKU search. An exact match on this will send an item to the top of the list. b. Exact match on Product Description. If all of the keywords entered are found in the Product Description for a hosted item, it displays second. c. Exact match for Supplier, Manufacturer, Category, Packaging, and Keywords displays next. With the exception of keywords, this information is all derived from catalog (item) data provided by the supplier. Keywords are searched against information set up by administrators including: Contract keywords (to recommend contracts to use) Contract Items (to recommend specific items on contract) Form keywords (to identify recommended services or forms to populate) Page 28

29 Supplier Keywords (entered in supplier profile to direct users to shop with supplier for certain goods/services) NOTE: For exact matches, the search engine allows for hyphens, spaces, and special characters. For example, it will consider ABC 123 an exact match for ABC-123. d. Partial match on Part Number. If the user enters a component or part of the Part Number these items are returned next in search results. For example, a user may enter EA12 and the search results may include Part Numbers of EA123, EA124, EA12556, etc. e. Flexible match on Product Description. Flexible match is different than a partial match in that it doesn t have to be exactly like the description. For example, misspellings are accommodated, part of words, etc. f. Flexible match on Supplier, Manufacturer, Category, Packaging, and Keywords. All items with a flexible match to the fields listed above (both from item data and administrator setup), display next. 2. Preferences determine the order of items within relevance grouping. The ranking for preferences is listed below: a. Custom Catalog Attributes b. Supplier-Category Preference c. Supplier Class Preference d. Shared Favorites e. Personal Favorites Product Search Results Exercises Review Additional Supplier/Product Information from Product Search Results After searching for an item, the Search Results are displayed as previously discussed. If more information about the item or the supplier for the item is required, select either the product description or the supplier name in Search Results. Supplier information contains contact information for the supplier, link to the supplier s website, and contract information (if applicable). Product information can contain additional product attributes, as well as links to product specific information like MSDS. 1. Search for products using any of the search tools mentioned in this handbook. Search Results display below the keyword search. 2. Click on the supplier name from the Search Results window to view detailed supplier information for an item. Hosted Catalog item Click on the supplier name Page 29

30 Punchout item Click on the supplier name or more info 3. A popup window displays with details about the supplier, including address and contact information. 4. Click on the close button to close the popup. 5. Back to the Hosted catalog - click on the Product Description to view additional product details. The Product Details secondary window displays. An example is provided below: 6. Click on the Close button to close the window OR enter the quantity to be purchased in the Quantity field, and then click the Add to Active Cart button. Page 30

31 Refining Product Search Results If the Search Results do not provide exactly what you need, you may want to refine your search. The left side of the product search results screen provides a number of ways to filter the search results, including adding additional keywords or by filtering by supplier, category, manufacturer, and more. Additional Keywords can be added in the Add Keywords field to the left of search results or through Simple Search. The filter options that display to the left of search results are dependent on the relevance of particular product flags (green, energy star, etc), suppliers, supplier classes, and categories that are specific to SDBOR application. To refine Search Results after the initial search is completed: 1. Search for products using any of the search tools mentioned in this handbook. Search results display below simple/advanced search. The screenshot below is an example of a product search. 2. Enter a keyword such as furnace filter in the Shop at the Top field. 410 results are obtained. 3. Click on the appropriate Manufacturer name in the Filter Results to the left of the search results. The quantity is depicted in parentheses (11). 4. The results screen updates to only display the item or items that the selected manufacturer offers. 5. Click the show all link to return to your original search results, if desired. 6. To modify, add, or delete keywords, enter additional information in the simple or advanced search OR through the Add Keywords box on the left side of the screen. Page 31

32 Refining Product Search Results by Manufacturer Part Number In specific cases, a user may want to only see items for a specific manufacturer part number. For example, you might find the right item, but would then like to see all of the same items across all suppliers to compare pricing. This task can only be performed after an initial search is performed and hosted data displays. Your organization must be configured to allow manufacturer part number searches. The goal of this exercise is to view additional items from other suppliers with the same manufacturer part number. 1. Search for products using any of the search tools. Search results display below simple/advanced search. 2. Locate the item that you are interested in. For example, I found a food scale I would like to order, but I would like to see if any other suppliers offer a better deal. 3. Click the Manufacturer Part Number, which is a link that displays to the right of the Manufacturer Info label. 4. The results screen updates to only display the item or items with the manufacturer part number requested. An example is shown below: 5. Click the <<Back to Previous Results button to return to your original search results. 6. Click on the Order from Supplier link in each line to find the item in the supplier catalog and locate the price. In this case, VWR s price for the scale is $ and Fisher s price is $ Sorting Product Search Results By default, search results are listed in the best match order which considers keyword relevance, along with preferences such as supplier classes and favorites. Users can choose to sort the result set a number of additional ways after the initial search is performed. Page 32

33 IMPORTANT: Sorting data should be the last step. Make sure to add any additional keywords and filter any data before sorting. Otherwise, the sort will be lost when the new search is performed. 1. Search for products using any of the search tools mentioned in this handbook. Search results display below simple/advanced search. An example of the results screen is shown below: 2. Above the search results, select the Sort by: drop-down box. Select from the following options to resort the data. NOTE: All data is re-sorted, not just the items listed on the active page. a. Part Number Search Results are listed in alphanumerical order by Part Number as provided by the supplier. b. Description Search Results are listed in alphanumerical order by Product Description, which is large and bold on the screen. c. Size - Search Results are listed by Product Size, as provided by the supplier. d. Packaging UOM - Search Results are listed by the unit of measure provided by the supplier. Additionally, you can refine by unit of measure by selecting the link on the left hand side. e. Supplier - Search Results are listed in alphanumerical order by supplier/vendor. Additionally, you can refine the results to a single supplier by selecting the supplier name on the left hand side of the results. f. Price Search Results can be sorted by price (low to high or high to low). This feature is only available if there are 200 or fewer search results. To return Best Match, select that option from the drop-down box. Page 33

34 Using the Comparison Function in Product Search Results Side-by-side comparisons are a good way to determine which product is best suited for a particular need. The Compare function allows the selection of two or more products to do a direct side-by-side comparison of the product features of each. 1. Click the compare button for two or more items from the search results to include in the comparison. The Compare Selected button will activate once one or more items are selected. 2. Click the Compare Selected button at the top of the search results. 3. The Product Comparison page lists, vertically, all of the products selected for comparison. Product attributes are shown on the left side of the page. Scroll down to review the information for each item/attribute. a. To remove a product from the compare page, click the check box at the top of the product and select the Remove action from the action menu drop-down list, then click Go. The product is removed from the list of items. b. Click on any of the links, indicated in bold text, for more information. These links typically open a new browser directed to the specific products webpage on the supplier s website. c. To determine pricing breakdown, use the Price per Product Size Unit field, then select the unit for evaluation. This selection will auto-calculate the price per UOM and Product Size. This feature allows the user to easily change the UOM for evaluation. For example, you can evaluate the products in L vs ML (Liter versus Milliliter). d. Click the more info link at the bottom of the search results to view a detailed product description, and if available, a graphic of the item (indicated by the camera ). e. To add an item to the cart, enter the quantity in the Quantity field, then click the Add to Cart icon. f. Click the Back to Search Results button to go back to the original search results and cancel the product comparison. From here, additional products can be selected for comparison. Page 34

35 Finding Previous Orders of an Item In some cases, you may search by Part Number (SKU) for an item that you or someone in your organization have purchased previously and get no search results. SDezBuy allows you to search for documents (Requisitions, Purchase Orders) that contain the part number. Note that you will only have access to those documents that you would normally be able to access through document search. 1. Click on the View Previous Orders button to go to the document(s) that contains the item. 2. The documents that contain the part number (SKU) are shown. In this example, the requisition number and the PO number are shown for the same order. Click on the document number to view further information, if necessary. In this example, the user can view the supplier name and the cost of the previously purchased item. Managing Empty Search Results Sometimes you may receive no results when searching for items in the product search. The reason for empty search results can vary but is typically related to the supplier or item selections available to the shopper. Often you can remedy these issues by changing keywords or adding hosted catalogs. If you continue to get no search results, there are a few options for managing and reporting issues with search results. Page 35

36 When there are no search results, you will receive an error message indicating that no items were found. If you scroll your mouse over matching some of your terms it will turn into a link and clicking on that link will cause a pop-up window to appear with some helpful tips. When performing an advanced search using specific search criteria If no results are available, the search will automatically be expanded. The system will remove additional criteria entered and only search on keywords and/or part numbers in an effort to locate the item. In this example of an advanced search, the user is searching for tires with a supplier name of meineke. Having found 0 exact matches, the term meineke has been removed in an effort to locate items that match the first word, tires. Providing Feedback on Empty Search Results The catalogs within SDezBuy are based on state contracts, NASPO contracts and various other cooperative agreements. There will be times when the user will not be able to find the item they need through SDezBuy catalogs. The feedback tool offers users the ability to communicate their need or otherwise provide feedback to their campus administrator from within SDezBuy. This feedback tool will help administrators determine what suppliers, items, or forms should be added to the system to better improve the shopping experience for end-users. 1. Perform a Simple or Advanced Search. The No items found for message will appear below the advanced search fields. 2. Click on the Submit Search Feedback to My Administrator link below the No items found message in the search results. This will open a feedback text pop-up window for the user to submit appropriate feedback. Page 36

37 3. Type the message, then click on the Submit button. The administrator will be able to view your message and a reply to your address. Please allow hours for a researched response. Page 37

38 Lesson 3: Non-Catalog Item Entry Non-Catalog Item Entry SDezBuy is to be used for all purchase requisitions for SDBOR. If the product or service needed is not available through one of the Hosted or Punchout catalogs, then the order is processed through SDezBuy using Non-catalog Item entry. It is very important to check state contracts and NASPO contracts to determine if the item needed is on contract with a particular supplier before proceeding with the order. You can perform a Shop-at-the-top search for each item, which will search all catalogs at one time with the exception of B & H Photo Video, which does not have this feature. SDezBuy allows you to quickly and easily add non-catalog items to your cart. Entering non-catalog items is also required when items are very new to the market and/or have not been added to available catalogs. The non-catalog item entry screen is a popup window that can be accessed either the Homepage or from the Shop menu. The screen is easy-to-use and allows for quick entry of non-catalog items. Note: Users should use the Hosted and Punchout catalogs whenever possible. Non-Catalog Item Exercise 1. Click on the Homepage or the Shop menu icon in the Main Menu. 2. If you are at the Homepage, click on the Go to: non-catalog item link found below the simple/advanced search box. 3. If you used the Shop menu icon, click on Non-Catalog Item under the Go To: in the slide-out menu. Page 38

39 4. Both methods of accessing non-catalog item will open an overlay window looks similar to the one below. 5. Click on Product Details to open the Manufacturer Name and Manufacturer Part No. fields, if you know the manufacturer name or part number. These are not required fields as sometimes this information is not known by the user. 6. Click on Product Details to return to the previous overlay window. 7. Enter the supplier name or information in the Enter Supplier field. As you begin typing the AutoComplete/Type-Ahead functionality will display. Suppliers are ordered by best match. The first seven matches are listed with a link to view more supplier results. Page 39

40 8. Click on the supplier name to select it for the requisition. If the supplier is further down on the list, you may need to click on Click here to view more supplier results from the drop-down. The preferred fulfillment center is defaulted, but it can be changed by clicking the select different fulfillment center link. 9. Click on the Select link to the right of the Order From address that is appropriate for the purchase. This will populate the supplier name and address fields in the Supplier Info section of the requisition. Note: If the supplier is still not found, the supplier may not be set up in the system. You may use New Vendor as the supplier if this happens, but remember to enter an internal note in the Internal Note and Attachments section of the requisition that you have obtained or are obtaining the W9 from the supplier and list the supplier name and address in the note. If you do not have a recommended supplier for your order or you wish for the item(s) to be bid, use Vendor Unknown. Purchasing will identify a supplier, possibly through the bid process, before issuing the purchase order. **Suppliers with Alternate Names some suppliers choose to use a name other than their legal name. Centennial Sales legal name is Paul Dinapoli. If you search for Centennial Sales, you will get the message: PLEASE USE VENDOR Dinapoli, Paul, US. Therefore, selecting Centennial Sales is prohibited when they are doing business as Paul Dinapoli. You would then search for Dinapoli to find the supplier for the order you wish to process. Page 40

41 10. Click on select different supplier to change supplier name and perform steps 3 through 5 again. 11. Enter the Product Description for the first item of your purchase requisition. It is a free-form text box and can be a combination of letters and text. Please note that the maximum product description length is 254 characters. It will count backwards to the number of characters remaining, so you always know the length of the description. If a product description is longer than 255 characters, enter the additional description in the external note for that line (discussed later). 12. Click on expand to view a long description and click on clear to remove the type and begin entering a new description. 13. Tab to the Catalog No. field and enter the catalog number of your first item. If you don t have a catalog number or supplier part number, please enter na or N/A. 14. Tab to the Quantity field and enter the quantity desired. 15. Tab to the Price Estimate field and enter the unit price of your first item. 16. Tab to the Packaging field and enter the packaging for the first item. Example: if there are 12 per box, enter 12. Enter 1 in the packaging field, if your unit of measure is EA - Each. 17. Select the Unit of Measure (UOM) from the drop-down box. The default UOM is EA for each. 18. Select one of the three options at the bottom of the Non-Catalog Item overlay window; Save and Close, Save and Add Another or Close. Option 1 Save and Close use if you only want to order one item from the supplier. Scenario 1 - If you start your cart from the Homepage and click on Go to: non-catalog item, clicking on the Save and Close button will take you back to the Homepage. Then you will click on the active cart summary in the Cart Preview at the top right of the screen to get to your cart. Page 41

42 Scenario 2 - If you start your requisition using a Punchout catalog, when you complete the punchout, it takes you to the Shopping Cart screen. At this point it may be possible to add a non-catalog item to the requisition/shopping cart, but only if the punchout supplier supports this function. Note: See Exhibit 1 on the last page for details. Option 2 Save and Add Another use this option if you want to order multiple items from the supplier. If you start your cart from the Homepage or the Shop Menu, clicking on the Save and Add Another button after entering your first item, the first item of your cart will be visible from the Non-Catalog Item window while you enter your second and consecutive items. Once you have entered all the items to your shopping cart, click on Save and Close. Then you will click on the active cart name in the Cart Preview at the top right of the screen or on the Carts navigation tab to get to your cart. Option 3 - Close Clicking on the Close button in Non-Catalog Item will allow you to exit the Non-Catalog popup overlay. 19. The item(s) that were added can be viewed from the Cart Preview. To edit the non-catalog item once added to the cart, simply click on its Product Description and the popup will display. Page 42

43 About Trade-In Transactions A Trade-In item must always be linked to another item in the cart from the same supplier. This allows budget checks to be run correctly, by indicating that the trade-in item is reducing the net cost of the purchased item. The linked item can be one from product search results, a punch-out item, a noncatalog item, or a form item. The user may add the new item to the cart first, or may start with adding the trade-in item. Adding Trade-In Items to Your Cart 1. Select the Trade-In link from the Shopping page, under the Shop at the top or from the Shop navigation menu. OR 2. The Add Trade-in pop-up window displays. 3. Fill in all the fields that are appropriate, but do not add a negative number in the price. The system will do that for you. 4. Click on the Save and Close button. Page 43

44 5. Access the shopping cart. 6. Click on Proceed to Checkout. 7. The trade-in item will display in the cart with an icon, and an error message indicating the item must be linked to another item from the supplier. 8. If the item to be linked is not in the current cart, add it to the cart from product search or as a noncatalog item. 9. Click in the checkbox to select the trade-in item in the cart, and choose Add Link to Item from the For selected line items dropdown, then click Go. Page 44

45 10. In the Add Link to Item pop-up window, the supplier's items in the cart display. Click the Select button for the appropriate item to be linked to the trade-in item. The pop-up window closes, and the cart refreshes indicating the two linked items. Proceed through the checkout process as normal. The trade-in item and linked item information are copied to all documents A trade-in item must be linked to a positive line item. Multiple trade-ins can be linked to one positive line item, but a positive line item can only be linked to one trade-in. Accounting codes must be the same on any linked trade-ins and positive line items. The total for each supplier must be positive. Page 45

46 Note: When items are linked, the accounting codes cannot be split by amount of price. Percentage splits by price or quantity are still supported. This is to ensure budget checks are run correctly. To support the new trade-in item information, Asset Tag Number and Serial Number are two new fields available (but not required) to be added to document configurations. The fields are available for the following documents: Requisition, Purchase Order. PR Import - the line will show as a new "Trade-In" product type. The item does not require a negative value, as designating the product type will associate the negative value for the item. PR Validation and Budget Check (Banner) - The amount encumbered for the budget check is the net amount of the linked line items. For example, if the item purchased is $5,000 and the trade-in item is -$1,000, the total amount encumbered will be $4,000. This is how the above scenario will look in Banner. Notice that the trade-in amount of $6250 is shown as a Discount on the positive line. (the commodity code will populate in PROD). Receiving will be done only on the positive line. Page 46

47 Purchasing Forms & Training Using Forms in Non-Catalog Item There are several forms located in the Purchasing Forms & Training showcase of the Homepage. Clicking on a form or training button will display a popup window which explains when the form should be used. Use of one form or another is determined by the type of purchase the user is making. Definitions of each type of form. Purchasing Commodity Code to Account Code Crosswalk This Excel sheet is used to locate the proper commodity code, account code, and shared buyer information to be used for your purchases in SDezBuy. Request/Justification for Brand Name Specification Form The Brand Name Specification Form is to be used on any order that requires competitive bids over $25,000, where only one brand name is acceptable but more than one supplier can provide the item being requested. Capital Asset Purchase Form If you have a capital asset purchase of $250,000 or more this form must be completed. The information you provide on this form will be reviewed and submitted by the purchasing specialist to the Board of Regents for approval. Emergency Purchase Request/Justification Form This form is used for emergency procurement of orders over $25,000 without advertising if rentals are not practicable and there exists a threat to public health, welfare, or safety or for other urgent and compelling reasons. This will be used as an exception to the normal bidding process; three quotes will still be needed. Note: it may be better to use the Sole Source Form and state that the purchase is in the best interest of the state and explain why. (An example of an Emergency Purchase: HVAC unit in Xxx Bldg is not functioning at all. It is in the best interest of the state to get it operational ASAP so that classrooms can continue to be utilized for classes and that staff / faculty offices have heating & cooling capabilities so they can continue to stay in their office to perform their duties. The loss of the HVAC would cause loss of revenue and productivity.) Page 47

48 Print Specification Form Please complete specs for printing needs if bidding is required. Printing projects must follow Administrative Rules as described at the following web site Quote Request Form The Quote Request Form is to be used when contacting suppliers for price quotes. This form includes South Dakota's terms and conditions which have been approved by legal counsel. NOTE: This form does not delegate additional authority to university departments and all campus purchasing procedures must be followed. Sole Source Purchase Request/Justification Form Sole source form should be used when there is only one source/vendor that can supply the product being requested. Specification from Requestor Form This form is used to provide a detailed specification on orders over $4,000 that require bidding. Trade-In Appraisal Form The Trade-in Appraisal Form is used anytime a trade-in is requested. This form must be completed and attached with the requisition. Please be sure to complete the top half of the form as requested. Training Purchasing Training Resources Training resources page will give you access to purchasing training documents for our purchasing software known as SDezBuy. Training materials such as the Purchasing Basics Handbook, Purchasing Shopping Handbook, Getting Started Guide and Assign Cart Handbook are electronically stored here. In addition, SDBOR has created punchout training guides to assist users with the step-by-step instructions of how to shop each supplier s punchout. Purchasing Questions & Answers The Purchasing Questions & Answers page provides a list of common questions users like you have regarding the purchasing process. Code of Ethics The South Dakota Board of Regents, University Procurement Professionals and Employees Code of Ethics page provides the ethical and moral standards that all SDBOR Officers and employees shall follow in purchasing practices. UPPWords Newsletters The UPPWords Newsletters page will give you access to all newsletters by University Procurement Professionals (UPP). After accessing the Newsletter page, there is a topics list which provides the topics covered in each newsletter for your convenience. Page 48

49 Using Forms in the Purchasing Process All forms are intended to stay in the format in which they were created. Open the form, complete the necessary information and save as a different filename to your computer desktop or a file folder. Never print the form, fill it out and scan it. Once the form has been scanned it is a sealed document which eliminates the use of cutting, pasting and adding to the document by SDBOR buyers or Office of Procurement Management. Here is an example of how to complete and save a form. 1. Click on the Homepage in SDezBuy and scroll down to the Purchasing Forms & Training showcase. 2. Click on the form button to open the popup explanation. 3. Click on the Click Here link in the popup window. 4. Complete the form with detailed information. [NOTE: the specification form should not be used if you are able to enter the complete specification details in the 250 characters provided on the line description of the requisition.] 5. If the form requires electronic signature click on the Sign Here tag. If you are not able to do electronic signature you should contact your campus IT department/help Desk for assistance on setting up an electronic signature. 6. Save and Name the form to your desktop or file folder on your computer to be retrieved later. 7. Attach the saved form in the Internal Notes and Attachments at the Header level of the requisition. If you need assistance with using any form, do not hesitate to contact your campus purchasing office or the shared buyer for the particular commodity. Using the Links to Contracts and Cooperative Agreements used by SDBOR Near the bottom of the Home/Shop page are various links to contracts and cooperative agreements that can be used for purchasing product and each offer particular discounts. These tools are there to assist in searching for products needed at the campus. Clicking on the link button on the Homepage will open an explanation of use popup. Your campus Purchasing Office is available to assist with the use of the contracts and cooperative agreements. Page 49

50 Lesson 4: Managing and Using Product Favorites Favorites can be used by a requisitioner to identify items that are frequently ordered. By setting up favorites, less time is spent searching for items that will be ordered again in the future. Favorites folders and sub-folders can be created to manage the favorites. Users have full control over items in their personal folders. About Item Favorites There are two types of favorites in SDezBuy: Personal Favorites - those that an individual identifies for future purchasing. With personal favorites, folders and sub-folders can be created to manage the favorites; users have full control over items in their personal folders. Shared Favorites and folders - are set up by administrators, and can be set up for viewing/use for the entire organization or a subset such as a department, specific users, or a specific role. Shared favorites typically represent frequently ordered products or suggested products for purchase. Items from Hosted Catalogs, Punchout Catalogs and Non-Catalog Items can all be saved as favorites. Adding Items to Favorites Using the Favorites functionality, items that are referenced or ordered on a regular basis can be stored for easy access. Both Personal Favorites and Shared Favorites options are controlled by permissions. Some users may also have the ability to add items to shared folders, for example, for departmental favorites. Favorites can be added from the product search results, from the cart, and when working with the noncatalog item entry screen. Although the starting point may be different, the way in which favorites are added is the same. Add Items from Search Results to Favorites 1. Search for products using any of the search tools mentioned in this handbook. Search Results display below the simple/advanced search. 2. From the right side of the line item, directly below the Add to Cart button, click the add favorite link. The Add Favorites popup displays. 3. Select Add to Favorites from the drop-down list box above or below the search results (as shown below). Page 50

51 4. The Add Favorite popup window displays. 5. In the Item Nickname field, the product description of the item auto-populates. You may want to name the item something that you - or other users can recognize. For example, instead of Liner, Trash Can, you could nickname the item Garbage Bags. 6. Enter the standard Quantity that will be ordered for the item. If you are setting up an entire campus favorite and you would like everyone to order 3 cases, enter 3 in the quantity. The quantity can always be updated when adding to cart. 7. Additional information about the item, its use or reason for purchase in the Description field. 8. Select the Destination Folder. For this, you have the option to assign the item to an existing personal or shared folder (if you are allowed), OR you can create a new folder for the item. New users will need to create at least one personal folder in order to save items. a. Under the Personal and Shared headings, only those folders that the user has access to add to are displayed. In the example above, the user can add items to his personal favorites, but does not have access to any shared favorites folders. Select the folder name, and it will be highlighted. Click Submit to add the item. b. To create a new folder for the favorite item, click the Add New link, then select the type of folder you will be adding. New users will select Top level personal folder, as shown below. c. Click on the Save Changes button. Page 51

52 d. After one folder is created, you can continue to add top level folders by selecting Add New or add sub-folders by selecting the top level folder (which highlights it) and then selecting Add New and Subfolder of selected folder. This option is only available when the top folder is selected first. d. After selecting the folder type and location, a window displays similar to the one below: e. Enter the folder Name and Description, then click on Save Changes. f. The new folder displays in the list, and is automatically selected for the favorites item. g. Click on the Save Changes button. Page 52

53 8. After the item is added, a confirmation window displays. 9. After the item is added, it can be accessed via View Favorites. Favorites are identified in search results by the star icon as shown below. Creating Favorites Folders and Sub-folders Favorites support the traditional Folder/Subfolder structure. Any folder structure can be created, in terms of adding new folders (if any) and nesting subfolders within them as appropriate. Ideas for Favorites folder structure Products from a single supplier Products in a single commodity Products for a single department Top 10 products ordered Products for a particular experiment Products needed for new hires/startups Products ordered every week/every month Create a Personal Folder or Sub-Folder within Favorites 1. Click on the Homepage or the Shop Menu icon in the Main Menu. 2. If you are at the Homepage, click on the Go to: favorites link found below the simple/advanced search box. 3. If you used the Shop menu icon, click on View Favorites under the Go To: header. 4. Both methods of accessing favorites will open an overlay window looks similar to the one below. NOTE: Favorites defaults to the subfolder level. On the left side of the window, the Personal and Shared headings display, as well as any existing folders. 5. For new users, you should start by creating at least one Personal folder. To add a top-level folder, click the Add New button to create a new top-level folder. To add a sub-folder, select the existing, top-level folder from the Personal list, then click the Add New button and select Subfolder of selected folder. Page 53

54 6. When the Add New button is selected, one or more of the following options display: a. Top level personal folder this option is always available, and should be selected by new users or to create a top-level folder to hold personal favorites. b. Subfolder of selected folder if a personal favorite is selected, this option is available and allows you to create a nested sub-folder. 7. After Selecting the folder type and location, a window displays similar to the one below. Enter a Name and Description for the folder and then click on the Save Changes button. The fields with marked a star are required. a. Name: Enter a name for the folder. b. Description: Enter a meaningful description for the folder. c. Shared Folder Fields: Users with the profile permission Administer Shared Favorites will have the ability to edit and configure the organization s favorites list. This permission also prevents editing of Organization Forms. Users without this permission will still be able to access the form and save it to their personal Favorites folders. They will not be able to overwrite the original Organization Form. If you are creating a shared folder, configure the additional fields that are displayed. i. Click on the Add New button and select Top level shared folder. You will need to enter a Name for the shared folder as it is a required field. ii. Folder Access: These fields allow you to choos the users with whom you will share the folder: 1. Allow Entire Organization: Click this checkbox to allow all users with shared folder access to view the folder. 2. Add Access: Choose to share the folder with a specific Department, Role or User. When you make a selection from the drop-down menu, a field sisplays in which you can select the value (department, role, etc.). iii. Users: In this section you can manage users selected in the Folder Access step. Click Page 54

55 the appropriate radio button for the type of access you would like to grant the user or click the remove link to remove the user s access to the folder. 8. Click Save Changes to save the folder. Moving, Copying, or Deleting Shopping Favorites in a Favorites Folder SDezBuy allows you to move or copy items from one folder to another. This might be done to have a product included as part of several folders that are ordered frequently. It may be helpful to copy items in multiple folders. For example, Standard Writing Pads might be added to a Monthly Order favorites folder as well as an Office Supplies favorites folder. 1. Click on the Homepage or the Shop Menu icon in the Main Menu. 2. If you are at the Homepage, click on the Go to: favorites link found below the simple/advanced search box. 3. Select the appropriate folder from the left pane and locate the item(s) on the right pane. 4. Take one of the following actions: a. Move a single item to another folder by clicking on the item s Move link (located under the or Add to Shopping Cart button). A pop-up window displays. Select the appropriate folder and click Save Changes. This action will take the item from the current folder and move it to the new one. b. Move multiple items to another folder by clicking the checkbox to the far right for each item. Select the Actions for Selected Favorites button and select the Move Page 55

56 option. A pop-up window displays. Select the appropriate folder and click Save Changes. This action will take the items from the current folder and move them to the new one. c. Copy a single item to another folder by clicking on the items Copy line (located directly under or Add to Shopping Cart button). A pop-up windows displays. Select the appropriate folder and click Save Changes. This action will copy the item to the new folder and the item will remain in the current folder. d. Copy multiple items to another folder by clicking the checkbox to the far right for each item. Select and select the Copy option. A pop-up window displays. Select the appropriate folder and click Save Changes. This action will copy the items to the new folder and the items will remain in the current folder. e. Delete a single item from a folder by clicking on the item s Delete link (located directly under or Add to Shopping Cart button). f. Delete multiple items from a folder by clicking the checkbox to the far right for each item. Select. Select and select the Delete option Editing Item Favorite Folders Once items have been set up as favorites, the name and/or quantity may need to be modified. These functions can be performed as-needed; the favorites will automatically be updated. 1. Click on the Homepage or the Shop Menu icon in the Main Menu. 2. If you are at the Homepage, click on the Go to: favorites link found below the simple/advanced search box. 3. Select the appropriate folder from the left pane and locate the item(s) on the right pane. 4. Click the edit link directly under Add to Cart. Page 56

57 5. Make any necessary changes to the Item Nickname, Quantity and Description and click the Save Changes button. Deleting a Folder from Favorites 1. Click on the Homepage or the Shop Menu icon in the Main Menu. 2. If you are at the Homepage, click on the Go to: favorites link found below the simple/advanced search box. 3. Select the appropriate folder from the left pane, then click the Delete link under the Add to Cart button or select Delete from the drop-down list above. 4. Click Yes in the message popup and the items within the folder are deleted. Display Items that are no longer available A Display items that are no longer available checkbox has been added to the folders. Check this option to allow the folder to display items that are marked for deletion, disabled, inactive, etc. from view. Page 57

58 Searching for Shopping Favorites and Folders You have the ability to search for favorites and folders in the Favorites management screen. This is useful when you have saved a large number of Favorites or folders. Favorite search works similarly to product search. Users with permission to view and use personal favorites will be able to search personal folders. Users with permissions to view shared folders, or who have access to specific shared folder, will be able to search those folders. Shared AND personal favorites are searchable and display in the product search results. 1. Click on the Shop icon in the left menu bar. 2. Click on Shopping in the left column and then View Favorites in the right column of the fly-out menu. You can also access favorite items from the Homepage. 3. On the left side of the page, click the Search button. 4. Enter a search term in the text field. The search will match on the text entered in this field. Click to execute the search. 5. The matches display. Click on the item name to access the item within the folder. Page 58

59 Lesson 5: Shopping Cart Functionality Shopping Cart Functionality Shopping Carts Shopping Carts represent items selected for purchase from the end user. Shopping carts contain line items that represent items, goods, or services being requested through SDezBuy. Listed below are some details related to shopping carts: Shopping carts represent requested item and do not necessarily equate to ordered items as the approver is allowed to make changes to the requested items. Users with Shopping-only permissions can add items to a cart, then assign the cart to another individual (requestor or approver) for submission. The term Requestor is used to identify individuals that submit carts. After submitting a shopping cart, the request is processed as an order, begins the approval process and is exported to Banner Finance. Cart options: o The Simple Cart provides the simplified list of items in the cart and guides users to begin the checkout or assign cart process. The Simple Cart is designed to give users an experience similar to online shopping by separating the cart from the checkout process. To keep details on the Simple Cart minimal, custom fields at the header and line level will only be available in checkout and not on the cart. Standard actions and fields are available on the Simple Cart to allow users to edit items. (Add to Favorites, Remove, Move to another cart, update quantity) o The Advanced Cart allows you to continue to capture required custom header and line level fields within the shopping cart. Cart Preview provides a way for a user to quickly glance at what has been added to the cart. Cart preview can be accessed from anywhere in the application so you do not have to leave your active page (page you are working on) to view what s in the cart. Shopping Cart Functionality Exercises Adding Items to the Cart Items can be added to the cart through many of the screens in SDezBuy. Listed below are the different places where products can be found: Product Search Results hosted catalogs, favorite non-catalog requests Product Details Popup Product Comparison Homepage Favorites Quick Order Punchouts Favorites Page Completed Requisitions Page 59

60 The exercises below demonstrate adding items to the cart from the various locations listed above. Unless otherwise noted, whenever an item is added in each of the exercises below, the system will confirm the total cost of items added to the cart. The Cart button in the top banner updates reflecting the total cost of the items in the cart. You can click on the Cart button to preview the cart. For information about using the cart preview, see Using Cart Preview. Note: The cart preview includes the Cart Name at the top-right of cart preview and a Checkout button to go straight to checkout when it s not necessary to access your cart. Exercises Add items from the Product Search Results page 1. Search for products using any of the search tools mentioned in Lesson 1 of this handbook. Search results display below simple/advances search. 2. Locate the items to add to the cart, enter the quantity and click the Add to Cart button. Add items from the Product Description popup 1. Search for products using any of the search tools mentioned in Lesson 1 of this handbook. Search results display at the bottom of the screen. 2. Click on the item s Product Description of a hosted catalog item to open its Product Details group. 3. Set the desired quantity and click the Go button to the right of Add to Active Cart. Page 60

61 Add items from Product Comparison 1. Open the Product Comparison screen as described in Using the Comparison Function on page 34. From this screen, items to cart in one of two ways: 2. Click the Add to Cart button for a single item. OR 3. Place a check in the desired items Select checkboxes and choose Add to Current Cart in the Action drop-down list (above or below Comparisons table). Add items from Favorites 1. Click on the Homepage or the Shop Menu icon in the Main menu. 2. If you are at the Homepage, click on the Go to: favorites link found below the simple/advanced search box. 3. Locate and select the appropriate personal or shared folder where the item resides. 4. From the right side of the pane, locate the item, update the defaulted quantity if needed, and click Add to Cart. Add items from Quick Order 1. Click on the Homepage or the Shop Menu icon in the Main Menu. 2. If you are at the Homepage, click on the Go to: quick order link found below the simple/advanced search box. 3. Enter the catalog number for the item or items you are looking for. Click Search. 4. If Quick Order finds an exact match it will automatically add the product to the cart. The system also provides a comprehensive message about what was added, including Catalog Number, Description, and Supplier. The quantity is always If it finds multiple items that meet the search criteria the system will present the standard Product Search Results screen. Add non-catalog items 1. Open the non-catalog item entry screen. This screen can be accessed from different parts of the application, including from the Homepage Shop menu or from the Go to: non-catalog item link found directly under the simple/advanced search. 2. Populate the form (refer to detailed directions earlier in this handbook), and click Add to Cart from the action drop-down box, then click Go. Page 61

62 Creating New/Draft Carts New carts can be created whenever necessary. Additionally, draft carts can be created for future use. Creating draft carts may be useful for setting up orders that are similar or that might be used later, i.e. standing orders. Create a new cart 1. Click on the Shop menu in the Main Menu of SDezBuy. 2. Hover over or click on My Carts and Orders and select View Carts. 3. Click the Create Cart button. 4. Click on Add Non-Catalog Item and begin entering information in the cart. Deleting Shopping Carts SDezBuy has no restrictions on the number of draft shopping carts that can be created. Occasionally certain carts may no longer be needed; therefore, you can delete of entire shopping carts with one click. 1. Click on the Shop menu in the Main Menu of SDezBuy. 2. Hover over or click on My Carts and Orders and select View Carts. 3. Click on the Delete button in the drop-down under Action. Once a cart is deleted, it is permanently removed and it cannot be restored. Page 62

63 Removing Items from the Advanced and Simple Carts Items can be removed from shopping carts either individually or all at once. Items are typically removed when it is determined that another product is needed instead, the item does not fit (due to cost, quantity, etc.), or accidental selection. Removing selected items from a cart 1. Click on the Shop menu in the Main Menu of SDezBuy. 2. Hover over or click on My Carts and Orders and select View Carts. 3. Click on the Shopping Cart Name for the cart with items you would like to remove to open the cart. 4. There are two ways to remove a line in a cart. 1) Click on the More Actions button below the product description and select Remove, or 2) click in the checkbox in the row for each item to remove. For this exercise, leave at least one item in the cart. 5. If option 2 is used, choose Remove Selected Items in the available actions drop-down menu. The system removes the selected item(s) and updates the Cart Preview totals in the upper right corner of the screen. Remove all items from a cart 1. Click on the Shop menu in the Main Menu of SDezBuy. 2. Hover over or click on My Carts and Orders and select View Carts. 3. Click on the Draft Carts tab then click on the Shopping Cart Name for the cart with items you would like to remove to open the cart. This will open the cart for viewing. 4. Click on the button above the line items. Then click on the OK button in the pop-up window to empty the cart. The message: Your shopping cart is empty! will appear. Page 63

64 Using More Actions and Perform an Action Drop-Downs A line level drop down called More Actions is available. The available actions are dependent upon the item, supplier and organization preferences. In the example below, the Move to Another Cart, Add to Draft Cart or Pending Requisition, Add Discount, Line Item History, Add to Favorites and Remove are available. Not shown in this example, but could be a More Action is, Add to PO Revision. A Perform an Action function is available. The available drop-down actions are dependent upon permissions and are: Add to Favorites, Remove Selected Items, Move to Another Cart, Change Supplier, Change Commodity Code and Add to Draft Cart or Pending Requisition are available. In the example below, the Add to Pending PO and Add to PO Revision are not shown. If a selected action is not available for a specific line, a message will display to the requestor. A Select All box is available to the right of the Perform an Action drop-down. Users can also select the specific line item checkboxes to perform an action. Line Level More Actions Perform an Action Page 64

65 Cart Errors & Warnings Only errors relating to the shopping cart will display on the cart. All requisition document errors and warnings will display during the checkout process. In the example, the user has added items from two suppliers to one shopping cart. The user has received a warning that needs to be fixed before proceeding with the checkout process. The user must remove or move items from this cart to another cart so that only one supplier s items remain in the cart. To correct this example: 1. Click in the checkbox of the item that will be removed from this cart to select it. 2. Click on the Perform an action on drop-down list. 3. Select Move to Another Cart. 4. Select a cart from the drop down list or create a new cart. Ability to Apply Discounts when Shopping When a supplier has offered a discount on items or groups of items, this functionality allows shoppers to enter manual discounts in the shopping cart and at checkout. Discounts can be applied on both the line level and the supplier level (applying a discount to all products from a specific supplier). A discount can be an amount or a percentage. Page 65

66 Adding Discounts on the Line Level Discounts can be applied for specific line items. While there is an option to include a discount code, there is no validation of that code at this time. Discounts are not calculated by the application. The shopper is required to enter all the details of the discount. Cart/Draft Requisition A line level discount can be applied in the draft cart/requisition. o To add a discount in a simple cart, locate the More Actions drop-down button. Click on the button and select Add Discount. o To add a discount in a configurable (advanced) cart, locate the Add Discount link. Checkout Line level discount can be applied during checkout. To add a discount, locate and click the Add Discount link. View from the Simple Cart Line Level Discount Adding Discounts on the Supplier Level Discounts can be applied at the supplier level. The discount is taken on all items for that supplier within the document. Note: the following information describes how to access the discount feature for the document type. Cart/Draft Requisition A Supplier level discount can be applied in the draft cart requisition. Supplier items are grouped together in the cart. Locate the supplier group and click the Add Discount button in the group header. Checkout Suppler level discounts can be applied during checkout. Supplier items are grouped together on the Requisition>Summary tab. Locate the supplier group and click the Add Discount button in the suppler group header. View from the Simple Cart Add Discount at Supplier Level Page 66

67 Entering the Discount When you add a discount for a line item or supplier, a configuration pop-up displays. The pop-up displays with the supplier name, the discounted line(s) and the price subtotal for the discounted item(s). Pricing Code (optional) If there s a code associated with the discount (provide by supplier), enter it in this field. Note: this field is optional and is not used to calculate the discount, which is done manually in the following fields. Discount (required) Click the appropriate radio button to determine if the discount will be based on percentage or amount. o Percentage Select this option and enter a value in the field to apply a percentage discount. For supplier-level discounts, the percentage applies to each item. For example, if you apply a 50% discount, each item will be discounted 50%. o Amount Select this option and enter a value in the field to apply an amount discount. For supplier-level discounts, the amount is divided amoung all items and is weighted based on the cost of the item. The discounts for each item add up to the total discount amount. You are able to adjust the amount of the discount per line. To do so, click the More Actions button and select Edit Discount. Important Note: the discounts per line item must add up to the total discount amount for the supplier. You will get an error if you attempt to submit a cart or document with mismatched amounts. View of Add Discount at the Supplier Level Page 67

68 Preview Calculations Select this link to see a preview of the discount before applying it. o The information includes extended price subtotal, discount amount, subtotal with discount and a total. For multiple items discounted on the supplier level, the preview shows the total for all items. o Click on the Apply button to apply the discount to the line amount. You will see the discount amount notation on the line. Page 68

69 You will see the discount amount notation on each line. Editing the Discount Discounts applied on the cart or at checkout can be edited on a requisition or purchase order. To edit a line-level discount on a PR or PO, locate and click the Edit discount link for the item. To edit a supplier-level discount on a PR or PO, locate and click the Edit discount for this supplier link for the line. View at checkout, Requisition>Summary screen. Page 69

70 This is how the above scenario will look in Banner. Notice that the line discount is shown as a Discount on the positive line in the header and in the FOAPAL line. As you arrow down, each line has been discounted. Receiving will be done only on the original number of lines on the PO. Page 70

71 General Information about Discounts Discounts will carry over from the PR to the PO. Import and Export Impact: Purchase Requisition Export XML and Purchase Order Export XML have been updated. Purchase Requisition Import XML and Purchase Order Import XML have been updated. Purchase Requisition and Purchase Order document search exports have been updated to include discount information in the export file. It will be included in the transaction and full exports. Discount options are available to be included when creating a custom export template. Updating Items in the Cart Once products have been added to the shopping cart, it may be necessary to change some of the product information, such as quantity or unit price. There are different procedures for updating items from a hosted catalog, punch-out supplier, and non-catalog/form items. This exercise discusses the update options that are available. Updating the Quantity of a Hosted Catalog Item Note: The product description of a hosted catalog item cannot be edited. 1. Click on the Shop menu in the Main Menu of SDezBuy. 2. Hover over or click on My Carts and Orders and select View Carts. 3. Click on the Shopping Cart Name for the cart with items you would like to update to open the cart. 4. In the Quantity field for the item, replace the existing quantity with the desired quantity. 5. Click on the Update button below the quantity to save your change. The total dollar amount at the bottom of the page and the Cart Preview in the upper right corner of the application both update with the revised amounts. Updating information in a non-catalog item 1. Click on the Shop menu in the Main Menu of SDezBuy. 2. Hover over or click on My Carts and Orders and select View Carts. 3. Click on the Shopping Cart Name for the cart you want to update to open it. 4. Click on the Product Description in the line for the item. 5. Update the appropriate fields (catalog #, quantity, price, etc) as needed. Page 71

72 6. Then click on the Save button. The Cart Preview totals update based on the changes. Updating Punchout Carts Users and buyers have the capability of editing a punchout shopping cart after it has been submitted to SDezBuy. The user will be directed back to the punchout and will have the ability to: change quantity, remove items, add lines, etc.. After the item(s) have been edited, the user will submit the requisition back to SDezBuy, complete the required fields and submit to the requisition to Banner. 1. Click on the MODIFY ITEMS link from either the Edit screen or Review screen in SDezBuy. This will take the user back to the punchout catalog for that supplier. 2. Click in the Quantity field and type your new quantity, then click on the Update link below it. Page 72

73 3. Click on Remove Item to the right of the item for each item that needs to be deleted from the shopping cart. (If an addition needs to be made, click on add next to the item(s).) 4. The Shopping Cart Total has been updated based upon the changes the user has made. 5. Click on the Return Cart to Purchasing Application button after all the changes have been made. 6. Click on the Submit button. This will return the revised cart to SDezBuy where you can complete the required fields and submit the order. 7. The requisition in SDezBuy will reflect the additions, deletions and changes that have been made. Changing the Supplier for Multiple Lines SDezBuy allows the user to change the supplier on multiple lines in one step on non-catalog item orders. Note, it is also possible to change supplier on the requisition after the Proceed to Checkout step. 1. Click on the Shop menu in the Main Menu of SDezBuy. 2. Hover over or click on My Carts and Orders and select View Carts. 3. Click on the Shopping Cart Name for the cart with multiple items to open it. 4. Click in the checkbox to the right of Total to select all items in the cart. 5. Select Change Supplier from the Perform an action on drop-down list. Then, click on Go. A supplier search pop-up is provided. 6. Enter the supplier name or part of the supplier name to be used for the order of the line items. As you begin typing the auto-fill feature is enabled. Select a supplier name from the available options or if not found, backspace and retype the desired supplier. Page 73

74 The supplier chosen will be applied to all of the selected line items instead of individual ones. 7. Click on the Save button if the desired supplier and fulfillment center is presented. 8. Use the select different supplier option if a different supplier must be located. 9. Use the select different fulfillment center if the correct one is not on screen. 10. Click on the Save button to save any changes you have made. 11. All requisition lines have been changed to the selected supplier. Page 74

75 Reviewing Cart History The History tab provides the user the ability to track activity that occurs previous to submitting a cart. The requisition History tab can be viewed when checking out and reviewing a cart. The cart history provides a listing of the current line items in the cart. As items are added, a line in History is added and as items are removed from the cart, the line in History is removed. (Note: a delete line is not created in history.) History also indicates the following: If an item was selected from a favorite Details about cart assignment (if applicable), including what user was assigned the cart and when the assignment occurred If the cart was created from a previous cart, and if so, the Requisition # of the previous cart When items were added and by who, the product name, and line number If a price was changed, for which line, and the reason the price changed Review the history for a cart 1. Add hosted, punchout or non-catalog items to a shopping cart. 2. Click on the Cart Summary in the banner at the top of the page. 3. Click on the Checkout button. 4. From the active cart, click on the History sub-tab as shown below. 5. The history for the draft cart is displayed, as shown below. As with other History trails, you can filter by date or action (approvals, modifications, etc.) by clicking on Click to filter history. 6. If desired, you can also export the information via a CSV file by clicking on the Export CSV button. CSV files can be opened using MS Excel. Page 75

76 Reviewing Line Item History The Line Item History feature allows users to view all purchases of the same hosted or punchout item within a date range specified by the organization. Having the ability to see other recent purchases may prevent unnecessary external purchases. 1. Add hosted catalog or punch-out items to a shopping cart. 2. Access the shopping cart. In the simple cart, select the More Actions button, then select Line Item History. 3. Click on the Proceed to Checkout button. 4. Proceed to the Supplier/Line Item Details section of the requisition by using the scroll feature. 5. Enable the Select checkbox for one of the items. 6. Click on the drop-down box next to For selected line items. 7. Select Line Item History from the drop-down box. 8. Click on the yellow Go button to the right. The Line Item History popup opens. a. Previous Purchases Found: An item having previous purchases that fall within the search criteria will display the item s description and details regarding those previous purchases, including Quantity, Date, User ID and User Address. b. No Previous Purchases Found: An item having no previous purchases meeting the organization s timeframe, department, and custom field criteria (if any) will display the item s description and a message that no items were found. An example is show below. Page 76

77 Using Cart Preview Cart preview allows you to review your active shopping cart from anywhere in the application. Cart preview displays basic information about the items in your shopping cart. From cart preview you can access the full cart view or proceed to checkout. 1. Click on the shopping cart icon in the top banner. Cart preview will display. Information includes the name, quantity and price for each item in the active cart. a. To delete an item from the cart click the icon beside the item. b. To access the full car, click the View My Cart button. c. To proceed to checkout, click the Checkout button. Shared Cart Functionality The shared cart feature allows organizations (example: departments or lab workgroups) to combine their orders into shared carts for a single purchase order. This alleviates workload on lab managers & staff currently processing individual orders and allows departments to achieve discounts by attaining minimum order levels or prevents fuel surcharges. Cart members can also monitor the carts contents to avoid duplication of items ordered. Please let your campus purchasing office know if you would like this functionality and they can set up your profile and the profile(s) of other department members who all intend to share carts. All users in a shared cart can add items simultaneously, but any other editing of the cart requires the cart to be locked, preventing other users from adding items or modifying the cart during an edit session. Once the cart is unlocked, it returns to normal shared usage. Cart checkout and workflow for a shared cart works the same as for a normal cart, with the Prepared By user being the user submitting the cart. While in the cart, there will be a checkbox titled Share My Cart with Others (in cart). Drop-down list allows user to view members for the group. Shared cart lock timeout (15 min) is the length of time that a shared cart remains locked without any user activity. Page 77

78 Ability to Inactivate Shared Cart Groups If you have previously asked your campus purchasing office to turn on this functionality they will also need to know if you want the ability to Inactivate Shared Cart Groups. PR and PO Export Updates Shared Cart Flag Added A Shared Cart flag is added to Purchase Requisition and Purchase Order export documents for both the Full and Transaction PR and PO exports. In the export files, the new column name is titled Shared Cart. The Shared Cart flag value is T (True) if the order came from a shared cart, and is F (False) if the order is not from a shared cart. Steps to Share a Cart with a member of your Shared Cart User Group 1. Shop for items and add them to your shopping cart or add a non-catalog item to the supplier. 2. Go to the Shop menu and select My Carts and Orders. 3. Select Open My Active Shopping Cart or select View Draft Shopping Carts and then select a draft cart. 4. Click in the checkbox to the right of Share my cart with others. This will open a drop-down list with the list of Shared Cart User Groups where you are a member. 5. Click on the drop-down arrow if the first group in the list is not the one you wish to select and select the group for this shopping cart. You may view a list of members for the group by clicking on the View Members link. Close the members pop-up window. 6. Click on the Update and Unlock button below the drop-down list. Unlocking the cart makes it available to all members of the group. Page 78

79 7. Other members of the group will receive an about the shared cart as in this screenshot below, if they have checked their preference, Cart Shared Notice in their user profile. 8. The other member will click on the URL in the (within 15 minutes) to access the shared cart to understand its contents and to know if they can add any lines. Note the shipping address of the cart being shared, will be the shipping address of the order. Here are the Other User (User #2) Steps at this point 1. Click on the Shop menu and then My Carts and Orders and then View Draft Shopping Carts. 2. Clicks on the Shopping Cart Name of the cart in Drafts Shared With Me. You can then see the cart contents. 3. If User #2 in the group decides to add an item to this shopping cart, the user clicks on Lock to Edit Cart. No other field is editable until it is locked. Page 79

80 4. User can then click on Modify Items (if it is a punchout catalog) or Add Non Catalog Item if it is a non-catalog or hosted catalog order. (This is an example of a Hosted order). 5. Click on the Update and Unlock button to save changes and unlock the shared cart for other users. Original User Closing Steps When all participants of the Shared Cart User Group have entered their additions to the order, the original requestor can take the steps to complete the shared cart. 1. Click on the Shop menu and then My Carts and Orders and then View Draft Shopping Carts. 2. Click on the Shopping Cart Name. If you see the locked symbol on a shared cart, it means that the shared cart is still locked and when you click on the shopping cart name, will show by which user. You cannot make any changes to a locked cart. 3. Click on the Lock to Edit Cart button when you are ready to either add more items yourself or Proceed to Checkout with the cart. 4. Click on Proceed to Checkout or Assign Cart as part of your usual process. Page 80

81 Shared Cart Notifications Shared cart users can get PO and PR notifications related to shared carts in which they have ordered. Notifications will only be sent to the user if they placed an order in a cart. Notifications will not be sent to a user simply because that user is in the shared cart's user group. 1. Click on your name in the User Menu in the upper right of the screen. 2. Click on Preferences under the first heading - User Information and Settings. 3. Locate the Shopping, Carts & Requisitions section. 4. Select , Notification or & Notification from the drop-down list to the right of Receive PR and PO notifications for shared carts I am a participant of. 5. Click the Save button. Page 81

82 Lesson 6: Checking Out After completing all shopping, the checkout process begins. If you are an Assigner, you will begin the checkout process by assigning the cart to an Assignee. If you are a Requestor, you will begin the checkout process by clicking on the Proceed to Checkout button. Assign Cart Functionality The Assign Cart feature of SDezBuy allows users with the Assign Cart permission (the assigner) to create draft carts and assign them to another user (the assignee) to be completed and submitted to the appropriate assignee/completer for the order. Once the cart is assigned to an assignee/completer, the assignee/completer owns the cart and can change it or submit it as if they had created it themselves. For example, some campuses within SDBOR may want certain users to be able to shop the catalogs and assign the cart to another user who is trained in the use of the Banner financial application. In this way, not all users will need to be knowledgeable about Banner. The end-user creates a draft cart by adding product to the cart, then assigns the cart to the assignee or proceeds to checkout to attach files and add notes. Submitting a Requisition: The Checkout Process Requestors can submit their orders or orders assigned to them by an assigner. By submitting a requisition, the order will begin the approval process. This means that the system sends the order to an to Banner for the Banner Budget Authorization step, then the order starts the approval process before creating and delivering a PO to a supplier. This is called workflow. Note: Checkout will not occur until all system errors are corrected. Example of steps in the workflow process Advanced Checkout vs. Express Checkout There are two types of checkout processes: Advanced Checkout and Express Checkout. Advanced checkout contains several checkout steps, while Express checkout is a simpler checkout process designed for end-users who are making small purchases or do not make a lot of purchases in the system. Express checkout contains limited screens and requires less information on each screen. Although the Express checkout steps are not customizable, Express checkout has the same required fields as does Advanced checkout. For example, SDBOR requires accounting codes, so they will be required in Express checkout. Page 82

83 Switching Between Express and Advanced Checkout SDBOR has enabled the Express checkout process for all users so users can toggle between Advanced Checkout and Express Check at will during the checkout process. Note: Users with appropriate permissions can update the user profile to default to the other checkout type. 1. Click the Cart Preview button in the top banner. The cart preview will display. Use one of the following steps to begin the checkout process: a. Click the View My Cart button to go to the active cart. After reviewing and updating the cart, click on the Proceed to Checkout button. b. Click the Checkout button to proceed directly to the checkout process. (This step assumes you have one or more item in your shopping cart). 2. The type of checkout displayed will depend on your default. To switch from Advanced to Express, click the Go to Express Checkout link located at the TOP of each checkout screen. Note the Assign Cart button is available from each step of Express Checkout. To switch from Express to Advanced, click the Go to Advanced Checkout link located at the BOTTOM of each checkout screen. Page 83

84 The Checkout Process Once the requisition enters the checkout process, the required checkout steps will be available. The progress bar represents the activities required to complete and process an order. The checkout steps are defined by SDBOR and by the type of checkout process (Advanced vs. Express) in which you are working. An explanation of each of these sections is provided below. Sections that are Advanced checkout only are noted. General (Advanced checkout only) is an overview and contains descriptive information about the requisition. Shipping contains information about the shipping and delivery instructions for the requisition. Billing contains information about the billing and payment instructions for the requisition. Accounting Codes contains organizational Accounting information that is captured with the requisition. Notes (Internal or External) contains notes and attachments related to the requisition. Internal notes are not visible to anyone outside of the organization. Final Review allows the user to see a snapshot of what the PO will look like when processed. Note: by default, this section is named Order Review in Express checkout. The checkout process includes dialog boxes that guide the requisitioner through the checkout process. The requisitioner can follow the directions in the dialog box to work through the checkout process to complete the requisition document. Checking Out Exercises Assigning a Cart to a Requestor or Assignee SDBOR uses the assign cart function to allow shopper/assigners to submit orders to requestor/assignees for review, completion, and validation. For example, the original shopper may select the items, but the cart assignee is needed to enter the appropriate accounting codes. In this exercise, we will look at the first step in the assign cart process where the shopper adds items to his shopping cart, fill out details about the order such as accounting codes and shipping addresses, then assigns the cart to an assignee. From there, three things can happen: The shopper can withdraw his/her order, which will allow the shopper to either hold the cart or reassign it to a new assignee. For more information, refer the last step of the exercise below. The requestor can return the cart to the shopper with comments on why they returned the cart. The user will then take the following steps to assign the cart to an Assignee. 1. Click in the blank field in the Shop-at-the-top section and enter the words neutral cleaner 2. Click on the Go button or hit the enter key on the keyboard. The system searches for all items in the catalogs that match the words, neutral cleaner. 3. Enter the quantity in the quantity field of the neutral cleaner that meets your needs. 4. Click on Add to Cart. 5. Click in the blank field again and this time enter floor finish. Page 84

85 6. Click on the Go button. The system searches for all items in the hosted catalogs that match the words, floor finish. Note: you cannot combine items from two different suppliers in the same cart. If your search yielded a different supplier and you added it to the cart the error, Requisition can only contain one supplier. Remove or Move the items to another draft cart, will appear. 7. Enter the quantity in the quantity field of the neutral cleaner that meets your needs 8. Click on Add to Cart. 9. Click on the Cart Preview in the banner in the upper right corner of the screen. The cart line item contents are revealed. You can also go to Shop > My Carts and Orders > Open My Active Shopping Cart to view the active cart. 10. Click on the View My Cart Button. 11. Change the cart name by clicking at the end of the current name and backspacing and typing a new descriptive name such as Custodial closet, 1st Fl. 12. Click on the Update button to save changes to the cart name. 13. Change the quantity by clicking in the quantity field, backspacing and typing the new quantity. Then click on the Update button. 14. To remove an item from the cart, click on the Remove button and then click on the Update button. Make sure you click on the Update button to save any changes made to the cart. 15. Click on the product description to open a window with more detailed information including a long description about the product. This may help you confirm that this is the product you want to order. 16. Click on the Close button in the upper right corner to close the window and return to the cart. Page 85

86 17. Click on Continue Shopping to return to the Homepage. If you search for an item and it is determined that it is not available through the hosted catalog, but you want to purchase it from this supplier, you can click on the Add Non-Catalog Item button and enter the supplier, product description, etc. for the item and add it to the cart you are working on. 18. Click on Assign Cart button to open the Assign Cart window where you will select the Assignee (the person who will complete the cart). 19. Your preferred cart assignee is shown next to Assign Cart to: If you wish to change the assignee, you may click on Select from profile values. This will provide a list of other assignees within your department who can complete the cart if your preferred assignee is not available. 20. Select another assignee from the drop-down list. 21. The user may enter a note for the assignee that will be included in an notification to the assignee. Page 86

87 22. Click on the Assign button. 23. The assignment is complete and the end-user is provided with a confirmation page. The requisition number in the summary can be searched using the History tab if follow-up is needed Assigning a Substitute Assignee (for Assign Cart) When a cart is assigned to an assignee, or requester, the cart must be submitted in order for processing to begin. If a requester is planning on going on vacation or leave, he/she can assign a substitute assignee to assist with the cart submission. The substitute is able to review the cart assigned to the original assignee. When a cart is reassigned to a substitute assignee, the original shopper will be notified via . This can be set up for a short period (a few hours) or a lengthy period (for example, extended leave). 1. Go to Shop > My Carts and Orders > View Draft Shopping Carts. The My Drafts Assigned to Others page displays. 2. Click the Assign Substitute link located above the My Drafts section of the screen. 3. From the User Search popup, enter the criteria to find the user that you would like to assign as the substitute requester. Once the user criteria are entered, click the Search button. Page 87

88 4. Select the appropriate user using the [select] link to the right of the user's name. 5. Click End Substitution button on the draft carts to remove the substitution setting. Populating Requisition Header Details When creating a requisition, a user can add various details to the Header Information section, such as Priority, Internal Notes and Accounting Date. This provides the end user the ability to ensure that the requisition is handled appropriately. This is an exercise to review and complete the fields at the header section for a requisition before submitting to Banner. 1. Click the Cart Preview button in the upper right corner to go to the active cart. (This step assumes you have one or more items in your shopping cart). 2. Click on the View My Cart button. 3. Click the Proceed to Checkout button to enter the checkout process. 4. Click on the General link in the progress bar to open the General section of the requisition. 5. The following fields will be available on the General screen: Cart Name - Allows user to add a brief description for the requisition. Priority - Allows user to indicate if the requisition is Urgent. Workflow can be set up to speed up processing of such urgent requisition. Prepared by - Captures the name of the individual who created the requisition. Prepared for - Allows user to prepare the requisition for a different user. (Described in Placing Orders for Other Users ) Department Approver Allows user to select from a drop-down list of departments if they are ordering on behalf of a different department. Page 88

89 Editing Contents of the General Section of the PR The default format of the Cart Name as shown in the screenshot below is the date beginning with the year, followed by the month and day, then the requestor s user ID of the and the number of the requisition submitted that day. If this is the requestor s first requisition of the day 01 will appear, if it is the second 02 will appear and so on. (Default format jabarkley 01) 1. Click on edit in the General section. The fields that are editable will be available. 2. In the Cart Name field type a cart name specific to this order to assist you in identifying it later. 3. In the Priority field the default is set at Normal. Select Urgent from the drop-down list only if this is an emergency. 4. Click on Select a different user next to Prepared for to indicate the individual for whom you are preparing the requisition, if different from yourself. 5. Click on Select from profile values next to Department Approver if you are ordering on behalf of a department other than your default department. The department on your profile page, User s Name, Phone Number, , etc. is your default department. Select from the drop-down list of values for other department(s) for which you order. 6. Then click on the Save button to save your changes. The Shipping Section of the PR This section contains information relating to the delivery and shipping instructions for this requisition. Ship To - The address where the items are to be shipped. This information will print on the purchase order for the supplier. The information is also used as contact information, should the supplier have any questions regarding the order Attention - The name of the person who is intended to receive the items. This may not always be the person who is preparing the requisition. Requested Delivery Date - Use this field to indicate a requested delivery date by the supplier. FOB - Delivery terms for the suppliers to note. Editing Contents of the Shipping Section of the PR Ship To The shipping address will auto-populate from the default value in the user profile, if a default shipping address is set up prior to processing a purchase requisition. If the user wants a different address, the user can change from the default address to the appropriate address for the particular requisition. Page 89

90 1. Click on edit in the Shipping section. The fields that are editable are Attention, Phone and . Attention: Every purchase requisition should have someone s name in the Attention line of the shipping address. If a recipient has not been set up to default from the user profile, then a name will have to replace the in the field. It may also be appropriate to enter the phone and address of the recipient. By default, the requestor s phone and address auto-populate these fields. 2. Back-space the existing text in the appropriate field(s) needing changes. Enter the correct information for the delivery of the items on the order. 3. Click in the checkbox in front of Save this address for future use if you want to use the same address again later. This will open a field to enter Name this address for which you may enter a name. 4. Click in the checkbox in front of Check this box to make this the default address in the future if you want to use this same address for the majority of your purchases. 5. Click on the Save Changes button to save the changes for the current requisition. Creating a Personal List of Addresses There may be several shipping addresses in the system which the user will generally use for their requisitions. If these are added to your personal list, they will be easy to select from during checkout. 1. Scroll down to the Or select a new address search box. 2. Enter a nickname or portion of the address such as the department. The system will search all addresses including addresses from other campuses based on your keyword. For our example, we will search for Chemistry to find the chemistry department. 3. From the search results, click on the Use button for the appropriate address. Page 90

91 4. Enter the name of the recipient of the order in the Attention box and then make appropriate changes, if desired, in the Phone and fields. 5. Click in the checkbox in front of Save this address for future use if you want to use the same address again later. This will open a field to enter Name this address for which you may enter a name. 6. Click on the Use button. The address populates your shipping address section of the requisition. Selecting an Address from the User s Personal List of Addresses (profile addresses). This example assumes that the user has added shipping addresses to their profile using the steps in the previous two examples. 1. Click the Cart Preview button in the upper right corner to go to the active cart. (This step assumes you have one or more items in your shopping cart). 2. Click on the View My Cart button. 3. Click the Proceed to Checkout button to enter the checkout process. 4. Click on the Shipping link in the progress bar to open the Shipping section of the requisition. 5. Click on the edit button. The user s default address appears in the upper left quadrant of the screen and is the one with the Star icon, while other addresses within the user s profile appear below. 6. Click on the Use button to choose from your addresses in your profile. The selected address populates the Ship To field of your requisition. The Delete button removes the address from your profile. The Make this your default link will change the address that will default (auto-populate) on all future requisitions. Page 91

92 Delivery Date The delivery date is the date that the user wishes the items to be delivered or received at the shipping address. The delivery date is a required field as shown by the yellow box around the field and the notation above the requisition summary This is a partial list of errors. Req Delivery (Required Delivery) is set as a blank field requiring the user to enter a date or select a date from the calendar. 1. Click on edit to the right of Delivery Options in the Shipping section of the requisition to open the available editable fields. Note: FOB is also a required field editable in this same window. The FOB field can auto-populate a value from the user s profile. 2. Type the delivery date in the specified format or click on the calendar to the right of the field. The format must be strictly adhered to or the requisition with show the error Invalid value. 3. Click on the Save button to save your changes. Delivery Date View/edit by Line Splitting the lines into unique delivery dates Delivery Date View/edit by line allows Requestors with carts of two or more items to break out each line with a specific delivery date based on customer need. This link is visible from the Final Review button in the progress bar. Page 92

93 1. Click on the Final Review button in the progress bar if you are not already there. 2. Click on View/edit by line item below Delivery Options. 3. Scroll down to the line items. 4. Click on the edit button for the first line. 5. Either enter a Required Delivery date in the appropriate format mm/dd/yyyy or click on the calendar to select the required delivery date. Then click on Save. 6. After entering a delivery date different from the date entered in the Shipping section, you can copy that date to other lines of the requisition by clicking on copy to other lines. 7. The notation Delivery Options values vary by line now appears in the Shipping section of the requisition. The Delivery Date information will appear in the line item detail of the purchase order. Page 93

94 FOB (Delivery Terms) The FOB term refers to the method of delivery of the goods from the seller to the buyer. FOB is a required field as shown by the yellow box around the field and the notation above the requisition summary; This is a partial list of errors. If an FOB term has not been set up to default from the user profile or the user wishes to change from the defaulted value to a different value, then a term must be selected during the checkout process. The FOB field is set as a blank value requiring the user to select the appropriate FOB Term from a drop-down list of codes. Definitions of FOB codes, to assist you in making your FOB code choice: Ex Works The seller makes the goods available at his/her premises. The buyer is responsible for uploading. This term places the maximum obligation on the buyer and minimum obligations on the seller. The buyer pays all transportation costs and also bears the risks for bringing the goods to their final destination. FOB Destination Prepaid/Add The seller retains title and control of goods until they are delivered. The seller prepays the transportation charges, but adds the charges to the invoice for reimbursement from the buyer. The seller selects the carrier and is responsible for filing claims for loss or damage. FOB Destination Prepaid/Allowed - The seller retains title and control of goods until they are delivered. The seller prepays the transportation charges and they are already included in the contract price. They will not be added to the invoice. The seller selects the carrier and is responsible for filing claims for loss or damage. (Note: Items purchased from State Contract, NASPO, NJPA and IPA are always FOB Destination, Prepaid and Allowed. This FOB is designated by an account code ending in a 0 or 2 or PA on the crosswalk.) This FOB designation is the most favored and carries the least risk for the university. FOB Shipping Point - Prepaid/Add The buyer assumes title and control of the goods the moment the carrier signs the bill of lading. The seller prepays the transportation charges, but adds the charges to the invoice for reimbursement from the buyer. The buyer is responsible for filing claims for loss or damage. (Note: This FOB designation is the least favored and puts the university at risk) FOB Shipping Point - Prepaid/Allowed - The buyer assumes title and control of the goods the moment the carrier signs the bill of lading. The seller prepays the transportation charges and they are already included in the contract price. They will not be added to the invoice. The buyer is responsible for filing claims for loss or damage. Not Applicable There is not a possibility of shipping charges occurring with this order. Picked Up By Our Truck The buyer assumes title and control of the goods the moment the buyer s truck picks up the goods at the designated supplier location. The seller does not add shipping charges to the invoice. Vendor s Truck The buyer accepts ownership of goods when they reach buyer location. Delivery is to be made by vendor's truck. The seller adds the charges to the invoice for reimbursement from the buyer. The seller is responsible for filing claims for loss or damage. Page 94

95 To select an FOB code for a requisition: 1. Click the edit button next to Delivery Options in the Shipping section of the Review cart screen. This user a default value of FOB Destination-Prepaid/Add and wants to change from that value to another value for this particular requisition. Since the purchase if from the Cole Paper hosted catalog, which is a state contract, the FOB should be FOB Destination Prepaid/Allowed, meaning that the cost of delivery is included in the cost of the items. 2. This will open the Delivery Options window where the Req Delivery date field and FOB fields preside. In this scenario the delivery date field has not changed. 3. If you have set up all FOB codes in your profile, then click on Select from profile values, if not, click on Select from all values link next to FOB. 4. Click on the drop-down arrow to view all the FOB codes available. The FOB code drop-down box will appear with all available options. 5. Click the appropriate code from the drop-down list. 6. Click on the Save button to save your selection. Your selection is now present on your requisition. The FOB code will appear in the Vendor Shipping Instructions section of the purchase order next to Freight Terms. Page 95

96 Editing Contents of the Billing Section of the PR The billing (Bill To) address displayed is the only one available on SDezBuy and is not editable by the user. Billing Options Practical use of the Billing Options editable Transaction Date would be for orders placed now, but payment is at some point in the future as with grants or using next year s funds. 1. Click on the Final Review button in the progress bar if you are not already there. 2. Click on the edit button in the Billing Options section. 3. Select a July date for the transaction date to encumber the order against next fiscal year funds. 4. In the Note to Supplier section, include a note indicating the supplier should not ship and will be paid after July 1, 201X. Accounting Codes Accounting Codes are number and letter combinations used to designate a certain department budget or FOAPAL. The elements of the FOAPAL - Chart, Index, Fund, Organization, Account, Program, Activity and Location are set up in the Banner finance system and synchronize to SDezBuy. After the PO is processed the FOAPAL is used to reserve funds for the prospective payment of an invoice. If the Requestor has set up default codes, they will auto-populate from the user profile. If the Requestor has not set up defaults, selected profile values and all organization values are available for selection during the requisition Checkout process. The SDBOR finance system allows an Index code to represent the Fund, Organization and Program elements of the FOAPAL. Entering both an Index and a FOP may cause the system to error, preventing your order from processing. Therefore, use either the Index or the FOP, not both. Use of the Index code varies by SDBOR institution. Please check with your campus accounting department prior to use. Editing Accounting Codes 1. Click on the edit button in the upper right hand corner of the Accounting Codes section. In this example, the Requestor has a default Index code, but has not selected a default Account code as witnessed by the yellow Required field box. Page 96

97 2. Click on Select from profile values for a drop-down list of codes that you have added to your profile and select one. 3. Select the appropriate code from the drop-down or the search, then click on the Save button. 4. If you have not added any account codes to your profile or if you wish to use a non-profile value, you may click on Select from all values and perform a search by a numerical value (Example 1) or by a description (Example 2) and select the most appropriate account code from the results. Example 1: enter partial value (first several digits of the account index, fund, org, etc.) Example 2: enter partial text for description 5. Click on the button to the right of the Index code. Page 97

98 Account Codes Invalid value error When an invalid code is entered and saved an Invalid value error will appear giving the end-user the opportunity to correct the code before submitting the requisition. Correct and Save. Purchasing Commodity Code to Account Code Crosswalk Please refer to the Purchasing Commodity Code to Account Code Crosswalk found on the Homepage of SDezBuy in the Purchasing Forms & Training showcase or on the SNAP portal for assistance in choosing the correct account codes and commodity codes for the items on the requisition. Generally, the codes are chosen based upon what the item is and not what the item is used for. To use the crosswalk, it is best to search by product description. Then note the associated commodity code in first column and the appropriate account code in the two columns to the far right. The crosswalk also has information on whether bidding is required or not and which buyer will process the order. (campus buyer or shared services buyer). There are also some tips at the top of the crosswalk about when the code should be CAP (Coded as a Capital Asset) or PA (Purchasing Assessment). Page 98

99 Print the following and have it nearby when doing your requisitions. Account Codes Supplies 755 and end in 0 or 8 Equipment 777 and end in 0, 2, 7 or = Office Supplies-PA = Office Supplies = Shop Equipment-PA = Shop Equipment-CAP PA = Shop Equipment-CAP = Shop Equipment PA - indicates the order is subject to the purchasing assessment fee. This fee applies to all state contract items, all NASPO, NIPA and NJPA items and orders for which the Office of Procurement Management solicits bids. PA and FOB destination, prepaid and allowed should be used jointly. CAP - indicates the item is a capital asset or is a component of a capital asset. Capital assets consist of equipment with a total cost of $5, or more and have a useful life of more than one year. Items purchased as internal components of an existing capital asset should be coded as a capital asset item and the cost of the component will be added to the total cost of the existing capital asset. Equipment purchased that does not meet the criteria as a capital asset and is not subject to the purchasing assessment fee should be coded with a code that ends in 9. CAP-PA - same as above, but item or items are being purchased using state contract, NASPO agreement or other cooperative agreement which has special pricing. NOTE: There is a link to the State Contracts and NASPO ValuePoint Agreements available from the Finance tab on SNAP and SDezBuy now has a button in the Purchasing Forms & Training section of the Homepage. Page 99

100 Split Accounting SDezBuy allows the user to use several fund sources to purchase a single item or multiple items through the use of the add split feature. Adding a split at the header level (in the Accounting Codes section of the requisition) will affect all lines of the order (unless some items are later split at the line level). Header level split options are: % of Price or % of Qty. Each line can have a different fund source or be split into multiple fund sources. Line level split options are: % of Price, % of Qty, Amount of Price or Amount of Qty. Whenever possible, set up the information about the requisition at the header level and work by exception at the line level. For example, if you are using the same accounting code for 6 out of 10 of the line items, we recommend you enter the primary code at the header, then change the remaining 4 at the line level. Splitting FOAPAL at the Header Level Example: Split by % at the Header Level 1. Click on the Final Review button in the Progress Bar at the top of the screen. 2. Click on the button to the far right in the Accounting Codes section of the requisition form. 3. Enter an index and account code for the majority of the items in the header, if this has not defaulted from your profile. 4. Click on the link. 5. Enter an index code (or FOP) for each split and the appropriate account code from the crosswalk. 6. Select % of Price or % of Qty (must be >1 to split by quantity). 7. Click on the Save button. Splitting account codes at the LINE LEVEL by Amount of Price Splitting account codes at the line level requires the user to select the View/edit by line item in the header section before moving to the lines that are to be split. Splitting account codes at the line level provides the additional options of Amount of Price and Amount of Quantity. 1. Click on the Final Review button in the Progress Bar at the top of the screen. 2. Click on the button to the far right in the Accounting Codes section of the requisition form. 3. Enter an index and account code for the majority of the items in the header, if this has not defaulted from your profile. 4. Click on Save. Page 100

101 5. Click on the View/edit by line item link in the Accounting Codes section of the Summary cart screen of your draft cart. 6. Scroll down to the product lines and click on the edit button on the line that needs to be split. All lines of the PR will have an edit button. 7. Then click on add split. 8. Select one of the four options available in the drop-down list. The fourth option is Amount of Qty (quantity). You cannot split a quantity of one. Each must remain a whole number. 9. Enter the appropriate amount in each field on the far right, whether it is by price or by quantity. This is an example of a split by Amount of Price. This type of split allows users to assign specific amounts to different accounts or codes when creating an order within SDezBuy. For example, if a requisition subtotal is $ , and a given account has exactly $ left in it, the order can be split with $ applied to the limited account and $5000 applied to another account. Change the fund source for that line and then enter the dollar amount for each of the fields. If the amounts do not total the amount of the line, then it will provide an error. 10. Click on recalculate/validate values. Then click Save. 11. This is the view of a split by index code and dollar amount associated with each index. The copy to other lines feature allows you to add the split to other selected lines of the requisition. Page 101

102 12. The message Accounting Codes values vary by line will be present in the Accounting Codes section of the Review cart screen. Example: Split by Amount of Quantity at the Line Level This type of split allows users to assign account codes to portions of the total quantity at the line level. 1. Click on the Final Review button in the Progress Bar at the top of the screen. 2. Click on the button to the far right in the Accounting Codes section of the requisition form. 3. Enter an index and account code for the majority of the items in the header, if this has not defaulted from your profile. 4. Click on Save. 5. Click on the View/edit by line item link in the Accounting Codes section of the Summary cart screen of your draft cart. 6. Scroll down to the product lines and click on the edit button on the line that needs to be split. All lines of the PR will have an edit button. 7. Then click on add split. 8. The fourth option is Amount of Qty (quantity). You cannot split a quantity of one. Each must remain a whole number. 4. Enter the appropriate account codes for the split funding. Then enter the quantity for each account code. When the amounts are added they will need to equal the Document subtotal. Click on recalculate/validate values. Then click the Save button. Page 102

103 Removing a Previous Split 1. Click on the edit button in the Account Codes section of the Requisition Summary screen. Note, if the split was at the line level, click on View/edit by line item, then click on the edit button. 2. Click on one remove then click on the Save button. Show Monetary Calculations An account split edit overlay displays a calculated monetary value for each % value entered by the user. This can be useful in determining the appropriate % to apply. The calculation is for informational purposes only to assist in assigning a value for % of Price or % of Qty splits. Page 103

104 Internal Notes and Attachments The Internal Notes and Attachments area of the requisition is where you can include any additional important information which pertains to the purchase for the Buyer to review. Approver 1 - Several SDBOR institutions have chosen to either replace the department approver or Capital equipment approver with Approver 1. Approver 1 is used by Administration to view all purchases over $1000 to ensure they fall in the budget they are requested or to review all capital purchases. Buyer Name, Buyer Phone and Buyer see Editing Buyer information which follows. Internal Note allows user to add a detailed note to the requisition that is available to approvers as the requisition goes through workflow. Notes must be kept to 1,000 characters and will not be printed on the supplier copy of the purchase order but will become a permanent record with the order. The note entered in this header area is generally meant as a message on the entire order. There is also an Internal Note by line in the line item details area of the requisition. Internal Attachments - allows user to attach files in various formats or links to websites. These are available to approvers as the requisition goes through workflow. Such attachments are not sent on to suppliers unless user enters this desire in the internal note. Then, the buyer will add them to the external attachments area. The number of attachments included in the requisition appears on the tab, for example Attachments (2). Attachments such as the Specification Form, Sole Source Form, Quotations and other documents which pertain to the order should be attached in this area. Editing Buyer Information Buyer Name, Buyer Phone and Buyer are all required fields in SDezBuy. Each purchase requisition must have them and they will print on the supplier copy of the purchase order. The following exercises assume that you have items in your cart, have clicked on Proceed to Checkout and are editing the requisition. 1. Click on the Internal Notes and Attachments or the Final Review button in the progress bar at the top of the Summary screen. If you had set up a default buyer in your profile, that buyer s information will auto-populate to the Buyer Name, Buyer Phone and Buyer area of the Internal Notes and Attachments area. Page 104

105 2. If you had not set up default buyer information in your profile, then you will see the Required field boxes and will have to edit the three fields on your requisition. 3. Search the Commodity Code to Account Code Crosswalk available in SDezBuy or on the SNAP portal for the item you are purchasing and note the buyer associated with that commodity. It may be your campus buyer or a Shared Service Buyer. Here, the buyer for CRT monitors is USD if the order is over $ You would select the name, phone and of this buyer for the requisition. 4. You may add/change the buyer by clicking on the button. 5. Click on your choice: Select from profile values or Select from all values as appropriate. 6. Click on the Buyer from the drop-down list that matches the buyer listed on the crosswalk for the commodity on your requisition. 7. Click on the Select from profile values or Select from all values for the Buyer Phone and Buyer that matches the Buyer Name. 8. Click on the Save button. Page 105

106 Adding an Internal Note to the Buyer 1. Click on the edit button in the upper right corner of the Internal Notes and Attachments section. A box for the internal note will appear. 2. Type the desired note that pertains to the order. Then click on the Save button. Saving Files to Attach Them in SDezBuy If a supplier has provided a quote in the body of an , rather than attaching it to the , then you will need to save the in a file format acceptable in SDezBuy (below), to your desktop or a file folder on your computer before you can upload the file to either of the attachment areas in SDezBuy. If the supplier has provided you or someone has forwarded you an attachment from the supplier, you should just be able to save that attachment to your desktop or computer, before attaching it in SDezBuy. Page 106

107 Instructions for Saving an to a File As a.pdf (Image format) 1. Click on File and select Print. 2. Select Adobe PDF or CutePDF Writer from the drop-down list. Contact ITS, if not set up. 3. Click on the Print button. 4. Select Desktop or a destination folder for the document. 5. Type a file name leaving the file extension.pdf. 6. Click on the Save button. Then, follow the Adding an Attachment instructions. Page 107

108 As a.txt (text format) 1. Click on File and select Save As. 2. Select Desktop or a destination folder for the document. 3. Enter an appropriate File name for the document. 4. Select Text Only (.txt) in the Save as type drop-down list. 5. Click on the Save button. Adding an attachment to the Buyer 1. Click on the Add Attachments button in Internal Notes and Attachments section if for the buyer. 2. Click in the File or Link Attachment Type radio button. The default is File, so that is preselected. Select File if you are attaching a document. Select Link for a website. 3. If you selected Link, enter a description of the website in the Page Name field. Then enter the URL in the URL field. Page 108

109 4. Click on the Select files button and select the files you have stored in your documents folder. You can select multiple files. Note that they are fully loaded when you see the 100%. 5. Then click on the Save Change button. 6. If you made a mistake and attached the wrong file or want to change the name referenced for the file, you can click on the Remove link. If you want to move the attachment from Internal to External, click on that link in the drop-down menu. Note: The requisition Attachments tab will track the number of attachments added to the requisition. The number will display in parenthesis after the tab heading. Internal Note by Line An internal note by line is generally used to provide the buyer with more specific information about an item on the line of the requisition. Page 109

110 Example of Internal Note by Line Manual PO (Confirming Order) The end-user should indicate in the Internal Notes the intention to pick up or call the order in to the supplier. When the buyer receives the requisition, the buyer will check the Manual PO check box on the requisition, preventing the PO from being distributed to the supplier via or fax. To ensure that your order will not be sent to the vendor: 1. Click on the edit link in the Internal Notes and Attachments section of the requisition Review screen. 2. Type a note such as; Will call in order. This is a confirmation order. Do not send to supplier. In the Internal Note text box. 3. Click on the Save button to save the note. External Notes and Attachments to the Supplier An External Note to the Supplier can either be placed in the header section also known as External Notes and Attachments or in the Note for Supplier for each line item of the requisition. External Notes at the header level that are placed in the External Notes and Attachments section of Draft Requisition Summary screen are meant to pertain to the entire order. Notes for Supplier in the line item area are meant to pertain to that particular line. External Notes will print on the Purchase Order for the supplier Page 110

111 to review but will also become a permanent record with the order. There is a 1,000 character limit to notes. Example of Note at Header Level Example of Note at Line Level IMPORTANT - ****Punchout suppliers do not accept external notes**** Adding an attachment to the Supplier 1. Click on the Add Attachments button in External Notes and Attachments section if for the supplier. 2. Click in the File or Link Attachment Type radio button. The default is File, so that is preselected. Select File if you are attaching a document. Select Link for a website. 3. If you selected Link, enter a description of the website in the Page Name field. Then enter the URL in the URL field. 4. Click on the Select files button and select the files you have stored in your documents folder. You can select multiple files. Note that they are fully loaded when you see the 100%. 5. Then click on the Save Changes button. Page 111

112 6. If you made a mistake and attached the wrong file or want to change the name referenced for the file, you can click on the Remove link. If you want to move the attachment from Internal to External, click on that link in the drop-down menu. Note: The requisition Attachments tab will track the number of attachments added to the requisition. The number will display in parenthesis after the tab heading. Quote/Contract number field In the Supplier /Line Item Details section of the Requisition Summary screen there is a field to enter your quotation or contract number. Use this field if you have received a quotation from a supplier, if you are using a state, NASPO, NJPA or ICA contract to purchase your items, or if have another contract number you need to use. If you have received an ed quotation or a quotation that does not have a quote number, then you would enter Quote per John Smith on 10/28/13. Note that the Banner PO number will eventually appear above the Quote/Contract number field once it has been approved and submitted to the supplier (currently states: To Be Assigned). 1. Click on the Final Review step in the progress bar at the top of the screen. 2. Click on edit to open the Quote/Contract number field. Page 112

113 3. Enter a quote or contract number in the Quote/Contract number field. Since this is a required field, if you don t have a quote or contract number, enter na. Then click on Save. *Note that it is also possible to View/edit by line item if you wish to enter a different quote or contract number for each line. Just click on the edit button beside each line and enter the quote or contract number for that line and click on Save for each one. 4. The number will appear both on the requisition and In the Quote / Contract # field on the purchase order. Adding a Commodity Code The purpose of the commodity code in SDezBuy is to route the requisition to a SDBOR purchasing Buyer with particular expertise with the commodities of which they are assigned. Orders under $ are processed by the purchasing office of the end user of the requisition. Orders over $ will route to a buyer at same campus or a shared buyer at a different campus. Please refer to the Purchasing Commodity Code to Account Code Crosswalk for further reference. Commodity codes are created in Banner and synchronize to SDezBuy for placement on the requisition. Commodity codes are five (5) numeric digits. Generally, punchout catalog line items will automatically populate with a commodity code. These are generated from mapping one of the SDBOR commodity codes with the UNSPSC code of the product. Not all mappings will prove 100% correct, so the user must still check the crosswalk for the correct code. Use of a commodity code that does not exist in Banner/SDezBuy will result an Invalid value error at the line level requiring the user to correct the commodity code before proceeding with the order. Page 113

114 To Correct the Commodity Code 1. Click on the edit button to the right of the line to add or change the commodity code for each line. 2. Click on the search icon in the commodity code field. 3. Enter the appropriate Commodity Code for the item(s) that you are purchasing. Refer to the Purchasing Commodity Code to Account Code Crosswalk, for assistance in choosing the correct code for the item(s). 4. Click on the Search button. 5. Click on the select button for the appropriate code which matches your product description. Changing the Commodity Code for Multiple Lines It is always best for the end user to use the same commodity code for all lines of the requisition. Using multiple commodity codes, may result in the routing of the requisition to two or more buyers. Page 114

115 1. Click on the button. 2. Click on the Requisition Summary tab or click on the Final Review button in the Progress Bar. The screen will then show the line item details. Scroll down to the line item details. The goal is to make sure that all lines of the requisition are using the same commodity code. You will be able to change this with one step. Notice that the commodity codes are product-specific and so a single punchout cart could have several different commodity codes, especially from suppliers like Fastenal or Grainger as they have a broad range of products. 3. Review the requisition lines to determine if there is a majority. If the majority of the lines are of a same/similar category, then choose the commodity code for that category and select it for all lines. 4. Click in the checkbox next to Ext. Price in the header line of the line item details. This will select all lines. Note, if there is only one or a couple that need to be changed, you can click in the checkbox at the right of each line to select just those lines that need to be changed. NOTE: if you have equipment and supplies on the same purchase requisition, you must make sure that your Account Code(s) reflect this. Page 115

116 5. Scroll up, if you need to, to reveal the For selected line items drop-down list. 6. Click on the drop-down arrow and select Change Commodity Code. 7. Click on the button to the right of the drop-down menu. This will open up a text field where you will enter the commodity code. 8. Type the commodity code in the text field. 9. Click on the button. 10. The commodity code which you typed will now be present in all lines on the PR. Page 116

117 Reviewing a Cart Assigned to Me The assign cart feature allows shopper/assigners to submit orders to a requestor/assignees or an approver for review, completion, and validation. For example, the original shopper may add items to the shopping cart, but the cart assignee is needed to enter the appropriate accounting codes. This exercise focuses on the second part of the assign cart process where the shopper has submitted the cart and it is awaiting review by the assignee (the user in this exercise). 1. Once the shopper s cart is submitted, the assignee will receive an notification. There are two additional ways that an assignee can find about any orders requiring review: a. Click on the Action Items in the top banner and select Carts assigned to me. b. Navigate to Shop> My Carts and Orders > View Draft Shopping Carts. A section on the page shows Drafts Assigned to Me. 2. Click on the shopping cart name to review the order. Once all required fields are completed and the order reviewed, it can be submitted as normal. Standard cart changes such as removing and adding line items, and changing quantities is allowed. 3. Once open, the user has the option to return the cart back to the shopper. This is important if you need more information from the shopper to continue with the order. This option is found near the shopping cart name. Click on the Return Cart button. Caution: The Delete button will delete the cart from the system and the original requester will no longer be able to access the order. Page 117

118 Reviewing the Cart Approval Process All requisitions processed in SDezBuy route through various approvers prior to creating a purchase order and being distributed to a supplier. The steps in the approval process will vary depending on the user, the commodities being purchased and the total cost of the order. SDezBuy provides a visual representation of the approval process or otherwise called workflow for a purchase requisition. Review of the approval route of a requisition BEFORE it is submitted to the Banner Finance System 1. Click the Cart Preview button in the upper right corner to go to the active cart. (This step assumes you have one or more item in your shopping cart). 2. Click on the View My Cart button. 3. Click on the Proceed to Checkout button. Complete all required information for the shopping cart. 4. Click on PR Approvals after all the required values are populated. This allows review of the requisition approval process. 5. Click on the Orientation drop-down box and select Vertical or Horizontal. This screenshot depicts a Vertical View of Workflow. 6. Click on the workflow step name to bring up the Workflow Inspector. The workflow step name in this screenshot is Department Approval. Users can toggle from Vertical to Horizontal from this drop-down Clicking the workflow step name will bring up the workflow inspector. Page 118

119 7. Review the Criteria Evaluated for Workflow Step which shows the data from the document that caused the document to route to this step. Shows the data from the document that applies to the workflow rule. 8. Click on one of the steps in the drop-down list to move to that step so that you can review the rule for that step. Select another workflow step from this drop-down to inspect that step. Page 119

120 Approver steps explained: Banner Budget Authorization: Once the Requestor clicks on the Submit to Banner button, the order will then check the account codes used with the Banner financial application to determine if there is enough budget in the account to cover the purchase, determine if the FOAPAL codes used on the requisition are valid and whether the Requestor has the authority to use those codes. Department Approval: The requisition will generally require an authorized department approver to review and approve the order. In some instances, Requestors are either given the authorization to approve their own requisitions or are provided with signed paper requisitions and so this step is skipped for them. The Department Approver may also reject the order or add to the order submitted to them. Purchasing Queue: The buyer assigned to the commodity code used on the order will review the PR before a Purchase Order is created. The buyer will review the PR and associated documents, if any, and determine if the order requires bidding or other intervention before a Purchase Order can be created and distributed to the supplier. Approver 1: Several SDBOR institutions have chosen to either replace the department approver or Capital equipment approver with Approver 1. Approver 1 is used by Administration to view all purchases over $1000 to ensure they fall in the budget they are requested or to review all capital purchases. IT Approver: If the order is for Information Technology equipment and the order total is over $500.00, then the PR will automatically route to the IT approver at the Requestor s campus for review/change/approval/rejection. Capital Equipment: If the order is for equipment and the order total is over $ , then the PR will automatically route to an Administrator at the Requestor s campus for approval/rejection. Shared Services: Similar to the Purchasing Queue, this step is also processed by the buyer assigned to the commodity code but the order total is over $ The buyer will review the PR and associated documents, if any, and determine if the order requires bidding or other intervention before a Purchase Order can be created and distributed to the supplier. Page 120

121 Special Services: When an order is submitted by a Requestor using the Commodity Code of Printing or Copying Services or Advertising (NSU only), the order will route to a Special Services approver after the departmental approval step is completed. It will be determined at that point whether the respective job should be printed on-campus or by a commercial printer. If it can be printed on-campus, the Special Services approver will then reject the line item(s) and add a note to the end-user indicating that the job will be printed on-campus. If it is determined that the job will need to be produced by a commercial printer, then the order will go to the campus buyer if the order is under $ or to the Shared Services buyer if the order is over $ Submitting the Shopping Cart/Requisition The application validates the cart and checkout steps for proper completion of the requisition. The Checkout Navigation prompts users to correct/edit appropriate details during the checkout process. Once the necessary steps are completed, the Place Order button will be activated. The following is the process to complete the shopping process by submitting a cart after you have added item(s) to your shopping cart. 1. Click the Cart Preview button in the top banner. My Cart will display. Use one of the following steps to begin the checkout process: a. Click the View My Cart button to go to the active cart. After reviewing and updating the cart, click on the Proceed to Checkout button. b. Click the Checkout button to proceed directly to the checkout process. 2. If the order has any errors with associated details, a red triangle icon in the checkout step of the progress bar. The top yellow message box will also identify errors that the user needs to fix before placing the order. The user has the ability to fix the error in top message box or next to specific fields for each affected line item. The user can edit the values as needed (as described under the Populating Line Item Details section) and click on Submit to Banner to submit the order. A requisition is created by the application, and the appropriate approval workflow is applied to it. Page 121

122 Express Checkout Users may toggle between Advanced Checkout and Express Checkout using the links available on the checkout screens. Express checkout is recommended for small orders where the user has set up default values such as shipping address, FOB, buyer name, buyer phone, buyer , account codes and commodity codes in their user profile. Since SDBOR requires FOB designation and the Quote/Contract Number, it is more convenient to33 make selections in these fields using the Advanced Checkout screen before accessing Express Checkout. If all the previously mentioned fields are defaulted from the user s profile, the only other required field that must be completed during Express Checkout is the Delivery Date. 1. Click on the Change button in the Shipping Options area of the Shipping section. 2. Click on the Edit button under Requested Delivery Date. 3. Type the delivery date in the specified format or click on the calendar to the right of the field. The format must be strictly adhered to or the requisition with show the error Invalid value. Page 122

123 4. Click on the Save Changes button to save your changes. The Add Split has the ability to recalculate according to the associated split type that is selected from the drop-down. 5. Click on the plus button in front of Accounting codes. 6. Click on the Change button in the upper right corner of the Accounting Codes section. 7. Click on the Edit button in the lower left corner of the Accounting Codes section. 8. Scroll to the right and click on the Split button. 9. Select the type of split from the drop-down list. (% of Price, % of Qty, Amount of Price). 10. Enter the FOAP and appropriate split amounts in each of the fields under the type of split. Page 123

124 11. Click on the recalculate/validate values button to view the total amounts associated to each field. 12. The calculated dollar amount shows below the field so that you can change or remove, if needed. 13. Click on the Save Changes button after calculations are all correct. 14. Click on the Notes to add any internal or external notes to the order. 15. Click on the Order Review link in the progress bar after receiving the message: Looks good! Proceed to Order Review to review and complete your order. 16. Click on the Submit to Banner button which will send the requisition to workflow which begins with Banner Budget Authorization and then the order starts the approval process before creating and delivering a PO to a supplier. 17. If a required field was missed during the Advanced Checkout screen, the following message will display. Click on the Advanced Checkout link to return to Advanced Checkout to correct the issue(s). Page 124

125 Using Workflow Preview in Express Checkout 1. Click on What s next for my order? below the Order Summary in Express Checkout mode. The Next Step, the Approver and Full Workflow Details links will appear. 2. If you click on Full Workflow Details, it will allow you to view the full workflow steps and the approvers assigned to each step. This is similar to how it is displayed in Advanced Checkout. Page 125

126 Lesson 7: Miscellaneous Tasks Additional Shopping Tasks Receiving and Adding Comments to a Pending Requisition Each user has the ability to add a comment to the requisition. In this example the approver (Shared Services Buyer) for the Purchasing Approval step has requested that the user attach the quotation that was referenced in the Quote/Contract number field of the PR before he/she can approve the order. Once approved, it will go on to the next step in the workflow. 1. The end-user will receive an notification with the comment text that was entered in SDezBuy Add Comment text box. (see screenshot below) The will list the requisition number and the sender of the comment. 2. Click on the link in the to go directly to the login screen to SDezBuy. (Note: Do not reply to the notification. Doing so will send an to SciQuest, not the approver.) This action will take you to the Add Comment window upon logging into SDezBuy. Page 126

127 3. Click on the Add Comment button to open the window to attach the requested document. 4. Click in the checkbox of the user/approver who requested the attachment, so an notification is sent to that approver. When comments are added to purchasing documents, you have the option of notifying any user who may be associated with the document. A list of users displays and the can select one or more of them and the user also can add an recipient, if not found in the list. Users who are no longer active in SDezBuy for such reasons as they may have changed positions or may have terminated their employment, will be shown as italicized and Inactive. Users who are inactive will not be able to be added through the Add Recipient feature, but an would still be sent to the address associated with their profile in SDezBuy. 5. Enter an appropriate comment. The end-user is not required to enter a comment, but it will assist the approver in knowing what action has been taken. The comments will appear in the approver s Browse for the file to attach and enter a file name in the text box. 7. Click on the Add Comment button. Page 127

128 8. Comments and their attachments are listed under the Comments tab. 9. A record of all Comments and their attachments are listed under the History tab. The comments tab and the Attachments tab will also track the number of comments (2) added to the requisition. The number will display in parenthesis after the tab heading. 10. The Approver will receive an notification that a comment has been added to the requisition. The Add Comment feature is available for each user/approver in the workflow for each requisition. This may include the department approver, capital equipment approver, IT approver, special services approver, campus buyer and Shared Services buyer until all workflow steps are completed. Viewing All Document Comments on a Single Tab From a Requisition or Purchase Order, users can select to view all comments regarding the PR or PO on a single comments tab or all history on a single history tab. 1. Select PR No. or PO No. from the Quick Search drop-down in the Cart Summary box. 2. Enter the requisition number or the purchase order number as appropriate in the field to the right of the drop-down in the Cart Summary box. 3. Click on the Go button. Page 128

129 4. Click on the Comments tab of the Requisition or Purchase Order (example uses Requisition). If you are in the requisition, Requisition will appear in the Show comments for drop-down list. If you are in the purchase order, Purchase Order will appear in the Show comments for drop-down list. 5. Select one of the three options from the drop-down list: All, Requisition or Purchase Order. Removing Comments from Purchasing Documents SDezBuy Campus Administrators and Buyers can remove comments from a purchasing document (PR or PO). If the comment being removed originally included an attachment, the attachment will be removed as well. The entry for the comment on the History tab of the document will be replaced with a note explaining the comment has been removed and the user who removed it will be listed. Viewing All History from a Single Tab Note: This example uses a Purchase Order. The same steps are used for viewing all History of a requisition. 1. Select PO No. from the Quick Search drop-down in the Cart Summary box. 2. Enter the requisition number in the field to the right of the drop-down in the Cart Summary box. 3. Click on the Go button. 4. Click on the History tab of the Requisition or Purchase Order (example uses Requisition). 5. Click on the +Click to filter history. 6. Click on the drop-down arrow next to Filters. 7. From the three options in the drop-down list select the Select Filter option. This opens a date range filter, an action filter and a Show history for filter. 8. From the Show history for filter, select All from the drop-down list. Page 129

130 9. Click on Apply. The screen shows in chronological order all the steps that the order has gone through up until this point, both Requisition steps and Purchase Order steps. Copying Previous Requisitions to a New Cart Users can copy requisitions into a completely new cart, providing a very convenient way to re-use an order to create a new order with a different number and date. Items can be removed or additional products may be added to the cart if needed. This procedure is also done when orders are rejected or there is a problem for whatever reason. 1. Open the requisition to be copied using one of the following location options: a. Option A: Select your name in the top banner and click My Recently Completed Requisitions from the listed options. After the list of your requisitions displays, select the appropriate requisition number. b. Option B: Select your name in the top banner and click My Recently Completed Purchase Orders from the listed options. After the list of your purchase orders displays, select the appropriate PO number. Click on the requisition number in the General Information section. c. Option C: Navigate to Document Search. Click on the Search Documents link. Perform a PR search, and click on the appropriate requisition number in search results. Note: Depending on your permissions, you may be able to see your requisitions, departmental requisitions, or the entire organization s requisitions. d. Option D: Navigate to Document Search. Click on the Search Documents link. Perform a PO search, and click on the appropriate purchase order number in search results. Click on the requisition number in the General Information section. Page 130

131 2. Select the Copy to New Cart action from the Available Actions drop-down box. 3. Select the Go button. 4. A new shopping cart is created, and all line item(s) and requisition custom information are copied to this new shopping cart. 5. Select the Proceed to Checkout or Assign Cart button, whichever is appropriate for your role. Placing Orders on Behalf of Other Users Ordering on Behalf of a Different User A user can place an order for another user or for another department in the application. By indicating the person they are ordering the item(s) for, the original requester can still see their order via Document Search, and reporting information is not compromised. Often, a user is responsible for creating orders for other members of their team or department. In this scenario, the user who creates the cart for another user is considered the Prepared By user and the user with the original request is the Prepared For user. The Prepared By user can see the PR and the PO(s) generated for the Prepared For user. This allows the Prepared By user to maintain visibility into a PO after they have created it. Correct preferences can make the users aware of the POs created. Data Population Based on Prepared For User s Profile SDBOR has selected an option that provides a quicker and more convenient process for users who frequently purchase on behalf of another user. The changes include populating the requisition with values from the Prepared For user's profile. Users will be able to quickly submit requisitions for other users with the correct accounting codes and address information. With this option enabled the following occurs: The custom field values default to the default values of the selected Prepared For user. The ship to and bill to addresses default to the addresses of the selected Prepared For user including contact lines. The custom field value personal list of the Prepared For user is merged with the list of the submitter (prepared by user). The submitter is able to choose from either his/her own list or the Prepared For user's list. The next approver updates to the next approver of the Prepared For user. The submitter continues to only see fields that he/she has access to. 1. Search for an add items to a shopping cart. 2. Click on the Proceed to Checkout button. 3. Click on edit in the General section of the PR where you see Prepared by and Prepared for fields. Page 131

132 4. In the Prepared for field, click Select a different user. The user search screen displays. 5. Enter appropriate search criteria (Last Name, First Name, User Name, and Department are available fields), and click on the Search button. 6. Click on [select] for the desired user from the list of users. On the shopping cart page, the Prepared for field now displays the name of the selected user. 7. Click on the Save button to update the requisition. Note: the Prepared for default shipping address, FOB, Index, Account Code and Commodity Codes replace the Prepared by settings. 8. Complete any remaining required fields such as Requested Delivery Date and Quote/Contract number. All tabs in the progress bar should be green and an All done! remark should be present. 9. Select Submit to Banner to complete the order. The requisition is created in the name of the selected Prepared for user. 10. The General section of the Summary requisition indicates the names of both the Prepared by user and the Prepared for user. Ordering on Behalf of a Different Department SDezBuy allows a requestor who is set up with special permissions to process requisitions for multiple departments. The requestor must have the other departments set up in the user profile. The requestor must also to be set up with the FOAPAL of the various departments. Ordering on behalf of a different department takes place after adding items to the requisition. 1. Search for and add items to a shopping cart or use Non-Catalog Item. 2. Click on the Proceed to Checkout button. 3. Click on the General tab in the progress bar at the top of the screen. 4. Click on edit in the General section of the requisition. 5. Click on Select from profile values under Department Approver. A field will open with a dropdown arrow. 6. Click on the drop-down arrow. A list of departments will appear in the drop-down. 7. Click on the appropriate selection in the drop-down list then click on the Save button. This will flag the order to route to the appropriate approver for the FOAPAL used in the Accounting codes section of the requisition. Page 132

133 Prepared By User Retains Access to PR/PO Those Requestors who create requisitions (Prepared By user) for other users or other departments will be able to see the purchase requisition and the purchase order generated on behalf of. This feature allows the Prepared By user to maintain visibility of a PO after they have created it. The requisition or purchase order is available from the Quick Search in the banner by entering Requisition Number or Purchase Order Number and clicking on the search icon. If the requisition number is unknown: 1. Click on the Documents menu ->Document Search -> Search Documents. 2. Click on simple search if you are on the advanced search page. 3. Click on the my requisitions link. A list of requisitions will be provided. If the requisitions you have assigned to an assignee is not there, then the assignee has not submitted it to Banner and it is not completed. 4. Select any of the filters on the left that are appropriate to narrow the search results. 5. Click on the requisition number to open the requisition and determine if a Banner PO number has been created for the requisition. The Requestor who created the requisition for another department can then access the PR Approvals tab of the requisition to determine if the approval process is complete or scroll down the requisition to see if a Banner PO number has been created yet. Page 133

134 Correcting and Resubmitting an Auto-Returned Pending Requisition The SDezBuy system has been changed to Auto-Return requisitions to requestors when the following conditions exist: 1. No Supplier - invalid supplier or inactive supplier 2. No FOAPAL - or invalid portions of the FOAPAL 3. If the user does not have posting access to the FOAPAL used 4. If the PR amount is over the value for which the user can purchase 5. $ Limit Exceeded - total of expenditures exceeds available budget The changes mean that if a user submits a requisition (PR) with no supplier, no FOAPAL, or $ limit exceeded, the PR will be automatically returned by the system to the end user to make the required corrections and resubmit the PR which then would allow the requisition to proceed to the next step in workflow. Example: Auto-Return with No Supplier (Note: this same step-by-step procedure is also used for all three of the auto-return conditions.) When selecting a supplier for a requisition, the requestor should pay special attention to the statement, PLEASE USE VENDOR AAA Travel Agency, US which will appear below the supplier name if the supplier is invalid. If the requestor does not notice this and inadvertently submits an order with this supplier, the system is set up to automatically RETURN the requisition to the requestor. The requestor will access the requisition to change the supplier before the order will process appropriately. 1. Requestor or Assigner has selected supplier Aaa Travel Agency not noticing the statement, PLEASE USE VENDOR AAA Travel Agency, US which appears under the supplier name when doing a noncatalog item order. This message appears in the shopping cart and in the requisition. Page 134

135 2. After submitting to Banner, the user will receive an notification regarding the return. The contains information regarding the reason for the return and a URL address for easy access to SDezBuy. a. The requestor can either click on the URL in the notification or go through SNAP to log on to SDezBuy. The URL will take you to the View Draft Shopping Carts page. b. The reason for the auto-return. 2a. URL for easy access to SDezBuy 2b. Reason for auto-return. 3. Click on the Shopping Cart Name mahart 03 next to the correct Cart Number ( ) which matches the shopping cart name in the notice. This will open the cart to revise it. 4. Click on the requisition History tab to check History to determine the cause of the rejection, if not previously known. Page 135

136 5. The History screen has information in the Note regarding the reason for the return. Click on the Requisition tab to return to the requisition summary screen. 6. Scroll down to the Supplier / Line Item Details section of the requisition. 7. Click in the checkbox to the right of Ext. Price which will select all lines. 8. Click on the drop-down list: For selected line items and select Change Supplier. 9. Click on the Go button. This will open a pop-up window named Change Supplier. Page 136

137 10. Begin typing the supplier name in the Enter Supplier field and select the supplier name that matches your requisition. Select a different fulfillment center, if necessary. 11. Click on the Save button at the bottom of the overlay. The supplier for the order has changed in the supplier area of the Supplier / Line Items Details section of the requisition. The requisition is ready to resubmit. 12. Click on the Submit to Banner button and the requisition will check Banner budget and then proceed to your department approver, if necessary. Correcting and Resubmitting a Returned Requisition from Approver From time to time an approver may notice something that may need changing on a requisition before it goes to the supplier. Approvers have the capability of returning requisitions to the original user of the requisition. The approver has the option of editing a message to the requestor which will appear in an notification sent to the requestor for each return. Note: if you have received a returned requisition that was processed through a punchout, you may click on the MODIFY ITEMS link in the supplier information area, to go to the punchout to add or remove items (make adjustments) to the order before resubmitting to the approver who had returned the requisition to you. Page 137

138 Exercise: Revise a requisition and resubmit it. 1. Review the notification for information regarding why a requisition has been returned. 2. Click on the underlined URL in the message to go to the log on screen for SDezBuy. After logging in, the system will take you to the View Draft Shopping Carts -> My Returned Requisitions screen. 2. URL for easy access to SDezBuy 1. Reason for the return from the approver s text box. 3. Click on the Shopping Cart Name mahart 03 next to the correct Cart Number ( ) which matches the shopping cart name in the notice. This will open the cart to revise it. Note: If you wish to withdraw the requisition, click on the Withdraw button to the right. 4. To make the corrections requested by the approver scroll down to the Accounting Codes section of the requisition. Click on the edit button to open the fields and prepare them for data entry. Review the Purchasing Commodity Code to Account Code Crosswalk, if necessary, to determine correct account code and commodity code for the product you are purchasing. Page 138

139 5. Enter the appropriate account code in the Account field and then click on the Save button. 6. Scroll down to the Supplier / Line Item Details and click on the edit button on the right of the line. This will open a window where you will be able to edit the commodity code. Each line will have to be edited. 7. Change the Commodity Code and click on the Save button. Repeat steps 6 & 7 for all lines. The same commodity code that dominates the requisition should be used for all PR lines. Page 139

140 8. Sometimes other related required fields such as the delivery date may require changing before the revised requisition is ready to resubmit. Change the field and then click on Submit to Banner. 9. SDezBuy will retain the original requisition number History will keep track of any changes that have been made and provide a message that the requisition has been resubmitted. Page 140

141 Correcting PR Rejections All SDezBuy users with the Requestor, Assigner and Assignee roles will receive an notification when a PR or PO they have submitted is rejected or partially rejected. The preferences for this are set up in the user s profile and it is recommended that the user leave these set up. The notification a user receives will have a link to the rejected PR or PO. SDezBuy allows the end-user to copy the current requisition to a new cart and correct just those portions of the order that are preventing the order from passing to Banner, without having to begin a new requisition. If the order was from a punchout and a different punchout should be used or if the order began as a non-catalog item order and a punchout should be used for the order, then copying to a new cart isn t an option. You must start a new shopping cart beginning it from the punchout button. Possible reasons for rejection: Incorrect fund source, items available through campus resources, items no longer needed, order needs be placed with a different vendor, etc. 1. Open the requisition to be corrected using one of the following options: Option A: Click on the URL link in the notice. This will take you directly to the requisition with the rejection where you can make changes and resubmit. Option B: Log in to SDezBuy and click on the Shop menu icon. Select My Carts and Orders and then click on View My Orders (Last 90 Days) Option C: Log in to SDezBuy and click on the Documents menu icon. Select Document Search and then click on Search Documents. Click on the my requisitions link. 2. Click on the requisition number that has the status X rejected. Page 141

142 3. Click on the History tab next to Requisition and PR Approvals. Review the Note section for information regarding the reason(s) for the rejection. In the example the requisition was rejected because the Buyer requested quotes and you cannot copy this order to a new cart. The buyer has instructed the user to create a new cart made out to a different vendor. If an approver wants changes and rejects the order, then the user can copy the order to a new cart and make the requested changes. 4. If an approver wants changes and rejects the order, then the user can copy the order to a new cart and make the requested changes. Below is an example where the buyer has requested that the user correct the funding source and so the user can copy this to a new cart. 5. From the Available Actions: select Copy to New Cart and then click on the Go button. SDezBuy will provide a new cart from which to work. 6. Click on the Proceed to Checkout button in or Assign Cart, whichever is appropriate for your use. This will take you to the Draft Requisition screen where you can make the necessary corrections. 7. Click on the appropriate section tab in the progress bar where the correction needs to be made. 8. Click on the edit button in that section, usually on the right. Replace the code with the new code. If there are other item(s) that require attention in other areas of the requisition, then those will also need updating. 9. Click on the Save button after each correction is made. Make sure all required fields are entered, such as delivery date and quote/contract number. 10. Click on the Submit to Banner or the Assign Cart button as appropriate. SDezBuy provides you with a new requisition number. Page 142

143 Requesting Change Orders From time to time there may need to be changes, deletions or corrections to an existing purchase order. Users will request a change order to the originating buyer on the purchase order unless it was processed by a shared services buyer. If the PO was processed by a shared services buyer, add a Comment to a buyer on your campus. Note: Please review Exhibit 1 at the end of this manual for a list of punchout suppliers and their change order preferences. The following changes can be made to a completed PO in SDezBuy but will not synch over to Banner: 1. FOB 2. Transaction Date 3. Distribution Options (fax or ) 4. Internal Notes and Internal Attachments 5. Buyer Name, Buyer Phone, Buyer 6. Quote/Contract number 7. Canceling a line or cancelling a PO. The following changes can be made and WILL synch over to Banner: 1. Ship To address 2. Product Description 3. Catalog No. 4. Quantity 5. Price Estimate (or unit price) 6. Packaging & Unit of Measure (UOM) 7. FOAPAL elements and Split Accounting (when values are checked to override in Banner) 8. Commodity Code 9. External notes 10. Adding lines **Some Punchout suppliers allow changes to a PO via Edit/Inspect functionality. Please review Exhibit 1, on the last page of this handout, for an updated list of punchout catalog suppliers and their respective change features. Suppliers Users may be granted permission to access Suppliers by their SDezBuy campus administrator in their purchasing office. This feature will provide read only access to supplier data. The supplier profile contains information such as the Order From addresses, remittance addresses, Banner supplier number, order distribution information (fax or ), supplier contact information and more. 1. Click on the Suppliers icon in the Main Menu. 2. Click on the Search for a Supplier in the slide-out menu. This opens up a search field. You can toggle between Simple Search and Advanced Search to locate the supplier. Page 143

144 Advanced Search screenshot 3. Click in the Supplier field and enter the supplier name, if known. Our example is for all Active State Contract suppliers. 4. Click on the Go button for Simple search or the Search button for Advanced search. This may return multiple results which include the search term. Use the side filter to narrow the results. 5. Click on the supplier name in the center section of the results to access additional supplier information fields. Active suppliers are denoted with a green checkmark and inactive suppliers are denoted with a red. Hosted catalog suppliers will have a Type of and may have a Preference of if the supplier has a state contract association. Punchout suppliers will have a Type of. 6. Each supplier record has various sections in their menu which contain their specific information. SDezBuy Fulfillment Addresses are the same as the Order From addresses in Banner as the two are fully integrated. Page 144

145 7. If the supplier is Doing Business As (DBA) it may be noted in the Default Fulfillment Center address for the supplier or within the General tab under the supplier s legal. In this screenshot example KBAK is doing business as (dba) Aire Filter Products. 8. The DBA can be used as a keyword to return the supplier in a search. (Please note: AP and Purchasing will be working to add DBA s to SDezBuy as time permits.) 9. The Banner supplier number can be used as a keyword and return the supplier in a search. 10. When entering a non-catalog item order, using the Banner number will bring up the correct supplier. Page 145

146 Searching for Suppliers by U.S. Postal Code Radius Users are able to search for suppliers based on their proximity to a specified U.S. postal zip code via Supplier Advanced Search. 1. Click on the Suppliers icon in the Main Menu. 2. Click on Search for a Supplier option under the Manage Suppliers heading. 3. Click on the Advanced Search link (if you are on the simple search screen). 4. Enter Supplier search fields such as Type, Class, Status, U.S. Postal Code and Miles. Notice that the Products / Services and the Company Classification areas are collapsed, but can be opened by clicking on the arrow. 5. Click on the Search button. Results Note: Clicking on the supplier name or the Manage button will take you to the supplier profile. Supplier Profile You may also access the Supplier Profile from the banner at the top of the Homepage as one of the Quick Search options. More on the Supplier profile can be found in the Purchasing Basics Handbook. Page 146

147 Saving Supplier Searches Allows users to save popular personal or shared searches to be used in the future. Saved searches may be added as shortcuts on the supplier search page. 1. After performing a supplier search, such as the above example, the user would click on the Save Search button in the Filtered by area. 2. Type a nickname for the search in the Nickname * field. 3. Click on the Add Description link if you wish to enter a longer description of the type of search. 4. Click on the New button and select either Top level personal folder or Top level shared folder. 5. Click on the Save button. Supplier 360 Users with the permission to access the Suppliers slide out menu will be able to view the Supplier 360 screen. This screen is accessed in the supplier profile. Supplier 360 is used by SDBOR to customize supplier information pertinent to our organization. 1. Click on the Suppliers icon in the Main Menu. 2. Click on the Search for a Supplier in the slide-out menu. This opens up a search field. 3. Enter the supplier name such as the Legal Company Name or Supplier ID. 4. Click on the button. Page 147

148 5. Click on the supplier name in the search results. The Supplier 360 view opens as the default for the supplier. The Supplier 360 view includes several sections such as; Supplier Details, Internal Notes, Supplier Spend and Products and Services. The Internal Notes section for Graybar Electric Company indicates that there are two applicable contracts that SDBOR chooses to utilize. The internal notes for other suppliers may contact Account Numbers, Account Manager or Salesperson information. 6. Click on the Summary heading. 7. The Summary section of the supplier profile contains the Banner Supplier Number (our example shows Graybar s Banner ID of A ). In addition, you will find Contact information, Order Distribution method and Fulfillment Center information. 8. Click through the other headings below Supplier 360 such as General, Supplier Classes and System Settings, if you wish to familiarize yourself with the available information. Page 148

149 Lesson 8: PO Distribution to Supplier Purchase orders processed through SDezBuy hosted catalogs and non-catalog item are generally distributed by fax through a fax server hosted by SciQuest, our purchasing software host. This method has proven to be very reliable. Sometimes a supplier has requested an method of PO distribution, so their preferred address has been set up in SDezBuy. Most Punchout suppliers are set up with cxml integration and receive their orders directly into the supplier system without data entry by the supplier. Purchasing offices will appreciate your help letting them know if a fax number or address needs updating. They will inform the appropriate party of the new information. To determine the distribution method, date and time from one of your purchases: 1. Perform a document search from the Orders & Document menu > Search Documents link. 2. Access the Status tab of the PO. 3. The Document Status section of the screen will provide details of the current status of the PO. In this example the PO has been distributed using a fax number and was faxed by the system on 11/14/2013 at 3:30 PM. This information is available on the History tab. Example of an order that was distributed via Example of an order that was distributed via cxml Page 149

150 Printing the Supplier Copy of the PO 1. Perform a document search from the Orders & Document menu > Search Documents link. 2. Click on the drop-down arrow to the right of Available Actions. 3. Click on the Print Fax Version option in the drop-down list. 4. Click on the Go button. 5. To print the supplier version of the PO also called the PO template, click on the drop-down arrow and select Print Fax Version and Go, then click on File in the browser menu and select Print or click on the printer icon. The PO can also be sent through by clicking on File>Send>Page by . Page 150