Purchasing Basics Handbook

Size: px
Start display at page:

Download "Purchasing Basics Handbook"

Transcription

1 Purchasing Purchasing Basics Handbook South Dakota Board of Regents Human Resources/Finance Information Systems Purchasing Basics Handbook Version Number 17.1 Updated 5/31/2017 Page 1

2 Table of Contents Page Welcome 4 Overview 4 Intended Audience 4 Lesson 1: Getting Started 5 Introduction 5 Available Sites 5 Production Site & Testing and Training Site 5 Lesson 2: Accessing the Application 6 User Registration and Login 6 Users and Roles 6 Logging into the Application 6 Lesson 3: Site Navigation 8 SDezBuy Homepage 8 Main Menu Option Descriptions 9 Set My Homepage User Menu 11 Using Menu Search 13 Managing Page Bookmarks 14 Renaming Bookmarks 15 Using Quick Search 16 Items in the Main Workspace 17 Shopping Home 17 Organization Message 18 Product Showcase 18 Contracts and Cooperative Agreements (New) 19 Purchasing Forms & Training 19 Help 20 Lesson 4: Customizing Your Profile 21 User Profile and Preferences 22 Updating Name, Phone Number, , etc. 22 Updating Language, Time Zone and Display Settings 22 Changing Your Password 23 Default User Settings 25 Selecting Buyer Information 25 Delivery - FOB Codes (Delivery Terms) 27 Setting up Purchasing Codes 30 Setting up Account Code Favorites 36 Setting up Shipping Addresses 38 Selecting Advanced or Express Checkout as the Default 41 User Roles and Access 42 Ordering and Approval Settings 43 User Purchasing and Approval Limit Values 43 Page 2

3 Punchout Access 44 Product Views 44 View Assigned Approval Folders 44 Permissions Settings 45 Setting Notification Preferences 47 User History 51 View User s History 51 Adding or Viewing Profile Comments 53 Lesson 5: Document Search and Export 54 Document Search 54 Using Document Search 54 Simple Search 54 Performing a Simple Document Search 55 Advanced Search (with revisions) 58 Performing an Advanced Document Search 59 Refining Document Search Results 65 Using the Multi-Select Filter in Search Results 66 Editing a Document Search 67 Viewing Documents from Search Results 68 Document Attachments Icon in Document Search 69 Identifying Documents with Errors 70 Identifying Documents with Revisions 71 Saving Document Searches 72 Document Search Export 80 Create and/or Edit a Customized Export Template 81 Creating a Recurring Export from the Saved Search Page 92 Locating and Downloading Exported Searches 94 Logging Out of SDezBuy 98 Lesson 6: Document History in Banner 99 Lesson 7: Receiving and Return Processes 101 Receiving Complete Orders 101 Receiving Partial Orders 105 Receiving Adjustments 108 Returning Purchased Goods 110 Lesson 8: Open Encumbrances and Incomplete Receiving 113 Reviewing Open Encumbrances using FGIOENC 113 Open Encumbrances using FGIBDST 116 Incomplete Documents using FZRIDOC 117 Removing Incomplete Receiving Documents 121 Invoices Awaiting Receiver 122 Invoices and Payment 124 Quick Reference Guide 128 SDezBuy Definitions 131 SDezBuy Frequently Asked Questions (FAQ s) and Tips 132 Page 3

4 Welcome Overview The purpose of this handbook is to provide detailed information about the applications used in the purchasing process for The South Dakota Board of Regents institutions. Users will perform tasks related to requisitioning through SDezBuy and receiving through Banner those goods and services needed for operations of our institutions. This handbook will provide step-by-step instructions for managing those purchasing related functions in the two systems. Intended Audience This manual will be used by those persons with accounts in SDezBuy and in the Banner Finance application to perform purchasing functions. What you will learn The document is organized according to the major functions of the applications. SDezBuy: Site Access and Navigation - including log in methods and understanding the user interface. User Profile Management - including an understanding of how to view/update your own user profile. Document Search and Export - including how to search for and locate purchasing documents. Banner: Document History Receiving Process Open Encumbrances Page 4

5 Lesson 1: Getting Started Introduction SDezBuy, The South Dakota Board of Regents e-procurement solution, provides an efficient, effective, and user-friendly process for ordering the SDBOR s most commonly needed products and services. The ability to select products and services from multiple online supplier catalogs displaying SDBOR s contract pricing dramatically reduces the time and effort required to order products and services. Requisitioning through one tool streamlines the buying process and allows for electronic routing for approvals. SDezBuy is used for processing the purchase requisition (PR) and purchase order (PO). The PR flows to Banner for Budget Authorization and the PO is posted in Banner. The Banner integration allows for a Banner PO number to synchronize to SDezBuy. The system provides access to detailed order history and reporting. The Banner PO will populate in Banner for the Receiving and Payment processes. The reporting tools allow purchasing staff to leverage SDBOR s significant buying power for excellent discounted pricing and SDezBuy also enhances the ability to recruit new contract suppliers. These capabilities provide administration with spend control and visibility tools, thus allowing SDBOR to achieve cost savings in both administration and contract compliance. Available Sites Production Site The production site is the live SDezBuy application and is used on a day-to-day basis by users to enter real orders. The site contains live data and reports are based on the purchasing activity in this site. All suppliers and their data, along with SDBOR customized settings have been enabled on this site. The production site is accessed through SciQuest s production servers, which are available 24/7, allow a large number of simultaneous users, and are extremely reliable. SciQuest is SDBOR s application host. The production site is accessed from the SNAP portal>finance tab>purchasing Tools (SDezBuy). If the SNAP portal is down or otherwise unavailable, it may be necessary to access SDezBuy from the following direct location: Testing and Training Site The testing and training site is primarily designed as a tool for integration testing with the Banner finance system, data import and data export. It is also used to test new functionality prior to site upgrades from SciQuest. Three weeks before a new release, the new functionality is available to all endusers on their testing/training site. The SDezBuy testing/training site has a subset of suppliers and supplier data and is integrated with the Banner test site. Testing and performing ordering exercises on the testing/training site do not affect the production site so there is no fear of accidental ordering. The test site can be accessed through the Test SNAP Portal>Finance tab>purchasing Tools (SDezBuy) or it may be accessed from the following direct location: Page 5

6 Lesson 2: Accessing the Application This lesson focuses on end-user access to SDezBuy through the SNAP portal. User Registration and Login The registration process varies for each individual SDBOR institution, but generally the user provides information specific to their purchasing function and department to a security officer. The user is set up with the proper permissions and account codes and is then notified of their username and password for the SNAP portal. A link on the SNAP portal sends the user to the SDezBuy purchasing system. Once a user has their username and password, the user can access SDezBuy and begin shopping and processing purchase requisitions. Users and Roles A user is any person that has access to the SDezBuy application. Roles are created to manage users with similar permissions. In SDezBuy there are Requestors, Assigners, Assignees and Approvers. Users with the Requestor role are individuals that can shop for items and submit requisitions. Users with the Assigner role shop for items and then assign their cart to an Assignee who submits the requisition. Users with the Approver role are individuals responsible for reviewing submitted requisitions and approving them if they meet all intended requirements. All approved requisitions are assigned to a buyer and perhaps other approvers for further review before being submitted to a supplier. Logging into the Application 1. Click on your browser icon (IE, Chrome, Firefox, Safari or Opera). 2. Using lower case type (Optional: save this link in your internet Favorites) 3. Enter the user name in the User Name field. 4. Enter your password in the Password field. 5. Click on the Login button. Page 6

7 6. Select the Finance tab. 7. Select Purchasing Tools (SDezBuy). The SDezBuy welcome and LOGIN screen will appear. 8. Enter your user name in the User Name field. 9. Enter your password in the Password field. 10. Click on the Login button. Page 7

8 Lesson 3: Site Navigation After logging in, the user is at the Homepage in SDezBuy. Read the descriptions following the screenshot for more information on each of the navigational components. SDezBuy Homepage Notifications Bookmarks Quick Search User Menu Action Items Cart Preview 1. Home Page 2. Main Menu 3. Menu Search 4. Toggle on/off menu labels 1. Homepage: The homepage is the page to which the site will default upon log in. Clicking on the Homepage icon or the Organization logo will return you to the homepage from anywhere in the application. The homepage consists of the Organization Message on the left, shopping methods in the center and forms and links at the bottom. 2. Main Menu: The main menu navigation bar on the left of the screen contains menu options that are based on the role to which you have been assigned. Each menu option contains sub-menu options (which may also contain sub-menu options). When you hover over an icon within the navigation bar a slide-out menu appears. Clicking on a menu option will display available sub-menu options. To select a sub-menu item, simply click on the item and you will be taken to the appropriate area of the site. The user in the Home screenshot above has the following menu options: Homepage, Shop Menu, Documents Menu, Contracts Menu, Suppliers Menu and Reports Menu. 3. Menu Search: The Menu Search feature is located below the main menu options on the left side of the screen. This feature allows you to search for specific screens and functions in the application. Page 8

9 Main Menu Option Descriptions Menu Option Description and Homepage Shop Documents Contracts Suppliers Reporting Menu Search Purchasing Basics Handbook Clicking on the Homepage icon will return the user to the site page that is set as the homepage. The Shop menu contains the menu options related to shopping tasks including product quick search, access to the shopping page, forms and favorites and access to carts and orders. Menu items related to Document Search and Approvals are located in the Documents menu. Tasks related to the setup and management of hosted catalogs by system administrators are located in the Contracts menu. Users are able to perform and save supplier searches using the Suppliers menu. Reports are accessed from the Reporting menu. The sub-menus are organized by report type and there is a separate sub-menu for downloading report exports. Menu Search is a keyword search that returns a list of pages containing that keyword. Search results are clickable to take you directly to the page. By clicking on the arrow at the bottom of the Homepage under Menu Search, users can toggle off the Menu Option labels and can toggle them back on by clicking the again. 4. User Menu: Access to your personal user information and functionality is located in the top banner. Click on the down-arrow to the right of your user name to access your user menu option. a. View My Profile - Your user profile holds information about your role, permissions, ship to addresses, bill to address, and other key information that determines what you can see and what tasks you can perform in SDezBuy. (see Lesson 4: The User Profile) b. Set My Home Page Any page can be your Homepage (see exercise Set My Home Page). c. Logout used to log out of SDezBuy. 5. Bookmarks: Click on the bookmark icon to bookmark commonly used pages for quick access later. Bookmarks can be added, removed or reordered anytime by clicking on the bookmark icon. 6. Action Items: Click on the Action Items icon to find a list of items that require you to take action. Examples include completed carts, returned or rejected purchase requisitions and purchase orders. The number of action items is indicated to the right of the menu. Action items are grouped together by task. Clicking on the task group takes you to the appropriate area of the application to complete the action. (see Shopping Handbook for more information on Action Items). Page 9

10 7. Notifications: Click on the Notifications icon to view notifications designed to alert you when an activity has taken place or something requires your attention, such as errors. Notifications can be sent by but several of them can be accessed from the Notifications menu in the top banner. Any new notifications are highlighted with a red number. Notifications are sorted by notification type and newer notifications are highlighted. 8. Cart Preview: Displays the total dollar amount of the items in the current active cart and allows you to get a quick view of the active shopping cart without having to access the cart in the application. From the cart preview you can review the item list, delete items and checkout from Cart Preview. Click on the shopping cart icon to view an item image (if posted by supplier), name, quantity and price. 9. Quick Search: The Quick Search feature allows a variety of searches, such as supplier profile, document, user profile, etc., to be performed from anywhere in SDezBuy. When the user clicks in the Quick Search field, the field expands to fill the banner. A bread crumb trail shows the page currently being viewed in the main workspace. In this screenshot, the user has accessed the Home screen, then Shopping Home and is currently on the Home/Shop screen. Bread crumb trail Slide-out Menu Page 10

11 A down arrow in the bread crumb trail indicates this item can be selected to navigate to a different page. In the screenshot shown, clicking on Search Documents brings up several options: View Save Searches and Download Export Files. Click on the Home icon in the main menu to return to the Home/Shop screen in SDezBuy. Set My Home Page User Menu You may wish to use the Home/shop page as your homepage (the page that the site will default to after you login to SDezBuy). In some cases it may be more appropriate to set a different page as your homepage. For example, if your primary responsibility is to approve orders, you may want to set the My Approvals page as your homepage. Users with the Customize Navigation permission have this capability. (Note: you cannot set non-catalog item as your homepage.) If you do not have this permission under your Permissions tab enabled, please contact your campus administrator for SDezBuy. 1. Click on the screen that you would like to set as your homepage. 2. Click on your User Menu in the top banner. 3. Click on the Set My Home Page option. A pop-up dialog box will appear. Page 11

12 4. The dialog box will contain the default homepage (Home/shop Shopping Home) and the current page you have selected. By default, the Current Page will be selected. To save the current page as your homepage, just click the Save Changes button. Close if you have changed your mind. Note: You can access the Homepage by clicking on the Home icon or by using the quick-key combination Alt + 1. Setting the Default Home Page From your Profile The home page is the screen that displays to the user upon login to SDezBuy or when the user clicks the Home menu option or the SDBOR logo. End-users are able to select and set their own home page. Users who do not set their own home page will be taken to their default home page based on their permissions, such as Shopping Home. In 16.1, the default home page for a specific user can be set from within the user profile. There are 153 selectable pages which could be set up by a user as their home page in the user profile. 1. Click on the drop-down arrow next to your name in the Banner in the upper-right portion of the screen. 2. Click on the View My Profile option from the available options. 3. Click on the Language, Time Zone and Display Settings option under User Profile and Preferences. 4. Click on the Override radio button at the bottom of the screen next to Home Page. Page 12

13 5. Click on the search icon in the field and you will be presented with a Menu Search pop-up window. You may scroll through the options on the pages or click in the search field at the top of the window. A possible good choice for a Requestor might be the Advanced Search page for shopping. Whereas, an Approver, might like to land on the My Approvals page upon log in. 6. Click on the Select button next to the option you would like for your home page. 7. Click on the Save Changes button to save your selection. The Success Successfully Saved Changes pop-up will appear. The next time you click on the Home menu button, the logo or the next time you log in, you will land on your selected home page. Using Menu Search This feature is useful for accessing SDezBuy pages when you are unsure of the location in the navigation menu or the specific name of a menu. Use a keyword in the search field. 1. Access Menu Search in one of the following ways: a. Click the Menu Search icon on the left-side navigation bar. b. Use the quick-access key combination Alt + M (Chrome and Firefox only). 2. Begin typing the search term in the search field. A list of menus and screens that match the search term will display below the search field as you type. The display includes the menu/screen name and a breadcrumb trail that show you the navigation path. Page 13

14 3. Click on the appropriate menu or screen in the list. You will be taken to that screen. Purchasing Basics Handbook Managing Page Bookmarks This feature allows you to create and access bookmarks for commonly used pages. This is useful for accessing pages quickly without having to use the menu search or navigate through the site. Please note: you cannot bookmark the non-catalog items pop-up window. To access the Bookmarks menu: Click on the Bookmark icon in the top banner OR Use the quick-key access combination Alt + K To save a page as a bookmark: 1. Navigate to the page you would like to bookmark. The following is an example: Click on the Documents Menu icon in the Main Menu. 2. Click on Search Documents. 3. Click on the Bookmark icon in the top banner. The My Bookmarks menu will display. 4. Click Bookmark this page. The page will be saved as a bookmark. Page 14

15 To access a page from a bookmark: 1. Click on the Bookmark icon in the top banner. A list of your bookmarks will display. 2. Click on the bookmark for the page you want to access. You will be taken to the appropriate page. To remove a bookmark or reorder the sequence of bookmarks: 1. Click on the Bookmark icon in the top banner. A list of your bookmarks will display. 2. Click on the Edit button. Click the icon to the end of the bookmark name to remove a bookmark. To move a bookmark order click and drag the icon to the left of the bookmark name to the appropriate location in the list. Renaming Bookmarks In the following example, change View Draft Shopping Carts to View My Drafts. 1. Click on the Edit button in the lower left corner of the Bookmarks popup window. 2. Click on the pencil icon for the correct option. This will open the text field. Page 15

16 3. Change the verbiage to read View My Drafts. A green check and an undo icon appear. If you click on the green check, it will save your changes. If you click on the undo icon, it will cancel your changes. You can always reset to the default verbiage after saving your changes by clicking on the reset icon. 4. Click on the Done button in the lower left corner of the Bookmarks popup window. Using Quick Search The Quick Search feature allows a variety of searches, such as supplier profile, PO/PR, etc., to be performed from anywhere in the application. 1. Click on the quick search icon or use the combination Alt + Q to open the quick search field. 2. Click on the desired option in the drop-down: All, Document, Purchase Order Number, Requisition Number or Supplier Profile. (Although Contract and Form Request Number appear in the dropdown list, there are no options for these searches). All: Select this search type to search by keyword or document number across all search types. Document: Select this search type to search ALL documents by document number or keyword. Purchase Order Number, Requisition Number: Select these search type(s) to search for a specific document type by document number. Supplier Profile: Select this search type to search for a supplier profile by supplier name or ID number. 3. Click in the search field to the right and enter the document number or supplier name. 4. Click on the quick search icon again to perform the search and you will be taken to the appropriate area of SDezBuy where the search results will be returned. Quick Keys for Easy Navigation Users are able to quickly access various pages by pressing these quick key combinations. Homepage Alt +1, Bookmarks Alt + K, Menu Search Alt + M, Shop Menu Alt + P, Quick Search Alt + Q Page 16

17 Items in the Main Workspace Shopping Home The Shopping Home screen in SDezBuy is used for shopping and provides quick access to all shopping methods including: Simple and Advanced Product Search, managing and selecting favorites, adding noncatalog items, using quick order for catalog number entry and additional options to browse by suppliers or categories. 1. Shop at the Top. This is a simple or basic search using a drop-down list of categories and a keyword search field. (see Shopping Handbook for more complete details). 2. Go to ribbon: Links below the Shop at the Top consists of advanced search, favorites, forms, noncatalog item, quick order and Browse: suppliers, categories. a. advanced 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 category selected from the drop-down list. By default, once advanced search is opened after login, it will remain open with subsequent searches. b. 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 is used to create and define shared and personal favorites folders and items. Items can be moved and copied between folders; current folders and items can be edited and removed. Note: Favorite items can also be added through search results and the checkout screens. c. Purchasing Forms & Related Links - to access the Purchasing Forms and Related Links on the Organization Forms page. Once at the forms and links, you may either click on the form/link name or the View Form button to access it. d. non-catalog item Is used when a simple or advanced search yield no results. The item(s) being searched are not found in one of the catalogs in SDezBuy. Use non-catalog item to quickly and easily add non-catalog items to your cart. e. quick order Is used when the exact product catalog number (SKU) is known. Both supplier and manufacturer part numbers are searched when using Quick Order. f. Browse Suppliers is used to locate all products in hosted catalogs by a given supplier. g. Browse Categories is used to locate a list of categories, then drilling down into those categories by specific supplier. h. Browse Contracts may be used to search by contract name, number or summary. Page 17

18 Organization Message The Organization Message located on the left side of the main workspace is an important tool for administrators to communicate important upcoming dates, information about new suppliers, changes in the purchasing process, and more. Whenever administrators update or change the message, users should notice and read it as it may affect them directly. Product Showcase The Product Showcase contains quick links to hosted and punchout catalogs and forms at the bottom of the main workspace. Click on a button to shop that particular supplier s catalog or open a specific form. Page 18

19 Contracts and Cooperative Agreements Near the bottom of the Home/Shop page are various links to contracts 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. Your campus Purchasing Office or a Shared Buyer is available to assist with the use of the contracts. Purchasing Forms & Training The Purchasing Forms & Training showcase on the Home/shop screen in SDezBuy provides users with online access to organization forms such as those needed for processing orders where bidding is required, links to the purchasing crosswalk, purchasing training resources and UPP newsletters. Page 19

20 Help Help is available throughout SDezBuy by either a SDBOR page specific training icon or by general help question mark. The question marks are for all SciQuest clients are not specific to SDBOR s configuration. Much of the text in the application can be selected and a secondary Help window displays. Turn off the page specific training notice by clicking on the Don t show me this again link. My Resources The My Resources section is located below the Purchasing Forms & Training showcase on the Home/shop page. The address purchasing.info@usd.edu which is located in this section, is to be used for the purposes of providing feedback or asking purchasing related questions. We try to check this mailbox about once per day and so if the question is of an urgent nature, please contact your local campus purchasing office. This mailbox is also set up so it will send an automatic reply about autoreturned requisitions if someone sends an to this address. Page 20

21 Lesson 4: Customizing Your Profile Setting up profile information for the first time can be time consuming. However, the selections that are made in this area are what will save the most time when using SDezBuy for day-to-day ordering. It is well worth the time to add the Accounting Codes, Ship-to addresses, FOB Codes and Buyer that you use most frequently to your profile. Utilizing the default function for values that rarely change, assures that the most frequently used information will auto-populate certain sections of the requisition without repetitive data entry. This feature is especially helpful for users who order for many different people or groups. The key is that it only needs to be done once, unless your information changes and it can be updated quickly. Accessing the User Profile 1. Click on the down-arrow to the right of your user name in the User Menu. 2. Click on View My Profile - Your user profile holds information about your role, permissions, ship to addresses, bill to address, and other key information that determines what you can see and what tasks you can perform in SDezBuy. Some fields can be modified by the user by either free form entry or selecting from a predetermined list. Others require those having SDezBuy Administrator responsibility to make changes. Your Profile allows you to Set and modify information for: User Profile and Preferences contains items related to the general setup of a user including contact information, language, and display settings Update Security Settings is where a user can change their password or security question or answer Default User Settings contains pages for configuring custom fields and account codes, default addresses and checkout options User Roles and Access is where a user s roles are assigned, as well as access document search access based on department Ordering and Approval Settings contains items related to orders and catalogs to which the user has access, as well as currency access and approval folders Permissions Settings contains all permission screens where permissions are configured for the user Notification Preferences contains the notifications the user can choose to receive via and/or within the application User History tracks the actions taken and to which section of the profile that changes are made by both the user and the campus administrator Page 21

22 If any of the information is incorrect, contact your campus administrator. If the screen is editable, additions or modifications may be done directly within that screen of the profile. Profile field labels use common names to help users understand the purpose of each section. User Profile and Preferences Updating Name, Phone Number, , etc. The information on the User's Name, Phone Number, , etc. screen is editable by the user with the exception of the username. This cannot be changed or modified. 1. By default, after accessing your user profile, the User s Name, Phone Number, , etc. screen is presented in the User Profile and Preferences group. 2. Make changes to user data as needed such as First Name, Last Name, Phone Number and Address. 3. Click the Save button to save all changes. Updating Language, Time Zone and Display Settings Use this profile screen to designate the Country, Currency, Time Zone, default Color Theme, Language, Help on mouse over and the Preferred format. Each of the settings can be modified to your needs. 1. After accessing your user profile, click on User Profile and Preferences group. 2. Click on the Language, Time Zone and Display Settings link. 3. Make your selections from the drop-down options. Click on the help question mark icon to learn more about each option. Users may experiment with Color Theme, Help on mouse over and Preferred format and select to their liking. a. Enable Accessibility Mode: This field should be enabled for those users who would like to use the application via a screen reading. Enabling this field will turn on field labels, noted as question marks. b. Help on mouse over: This field determines whether or not field-specific help displays when hovering on a field. If you would only like to see help if a field is selected (clicked), choose Show help only on click. Page 22

23 4. Click Save Changes to save your selections. Update Security Settings Changing Your Password After logging in for the first time, users are encouraged to change their SDezBuy password to their SNAP portal password. Users can change their password at any time. Campus administrators can reset your password, if you have problems. 1. Click on View My Profile in your User Menu. 2. Click on the Update Security Settings group. 3. Click on the Change Password link. Page 23

24 4. Type in your old or existing password in the Old Password field. 5. Type in your new password in the New Password field. 6. Confirm your new password by typing the same new password in the Confirm New Password field. 7. Click on the Change Password button. 8. Click on the Close button when you get the Password change complete popup window. Managing the Security Question used to Retrieve Your Password When retrieving a lost password, you may be prompted to answer a security question in order to do so. This question is set up in the user profile. You choose from a pre-configured list of questions and enter the appropriate answer. The application will ask you the question and a matching response must be entered in order to retrieve your password. 1. Click on View My Profile in your User Menu. 2. Click on the Update Security Settings group. 3. Click on the Change Security Question or Answer link. A pop-up window displays. 4. Select a question in the Question drop-down field. Page 24

25 5. Enter an answer in the Answer and Confirm Answer fields. If you have a previously configured security question, the question will default in the Question field. The answer displays masked in the answer fields. You can change both the question and answer or you can simply change the answer. 6. Click Save Changes. Default User Settings Some custom fields may be set up in your profile by your purchasing/other administrator. Custom fields in this section of your profile pertain to Buyers, Delivery, Account Codes, Shipping Addresses, Cart Assignees and Checkout Settings. Custom fields hold information that is passed to Banner or is used to track purchases. Although custom field values can be selected or entered each time an order is placed, it is recommended to set up custom field values that are used repeatedly to save time during the requisition and checkout process. Selecting Buyer Information Buyer information such as buyer name, phone and address fields are required and you cannot submit your requisition to Banner if these fields are not populated. The default buyer refers to the buyer that is used most often by the end user, although there are multiple buyers in our system. Campus administrators may choose to set up all SDBOR buyers for the Requestor role. Generally, the user then defines their default buyer. 1. Click on View My Profile in your User Menu. 2. Click on the Default User Settings group heading. 3. Click on the Custom Field and Accounting Code Defaults. 4. Click on the appropriate tab to locate the custom field you would like to manage. For example, the Header tab contains fields that can be assigned at the requisition s header level. 5. Click on the Edit button to the right of Buyer Name in the Edit Values column. In this example the user does not have any buyer values in the profile and wishes to create a default buyer to autopopulate the requisition. Page 25

26 6. Click on the Create New Value button to add a new custom field value or select from a list of values. 7. From the list of Values on the right, click in the Values check box at the header to add all Buyers to your profile or click in the check box beside those that you use most often or select only your campus buyer(s). 8. Click the Add Values button. 9. If you typically use one of the buyers more often, you may select one to be your default. Your default buyer will auto-populate the buyer area of the requisition. Page 26

27 10. In the Value/Description box on the left, click on the name of the buyer you wish to be your default. 11. In the Edit Existing Value box on the right, click in the check box next to Default and then click on the Save button. The buyer that has been selected as your default buyer will appear bold in the list of Values. 12. Complete the above steps for the Buyer Phone Number and Buyer Address so that they will populate your profile and appear in the drop-down lists that you will see on the Review cart screen of your requisition. 13. To remove a buyer from your list of values, click on that buyer name, and then click on the Remove button. 14. Click on the Close button to complete editing the custom field values. Perform the process above for the Buyer Phone and Buyer , which are also required fields on the purchase requisition and will then auto-populate in the buyer fields. Delivery - FOB Codes (Delivery Terms) Please see the Purchasing Shopping Handbook for definitions of FOB terms. Users must select an FOB code for each requisition submitted using SDezBuy. The user selects an FOB code from a drop-down list which appears in the Shipping section of the requisition summary screen of their shopping cart. FOB codes must be selected in the profile in order to auto-populate the drop-down list. In addition, the user may select one to be the default which will auto-populate on every requisition. Adding the FOB list of values to your profile 1. Click on View My Profile in your User Menu. 2. Click on the Default User Settings group heading. 3. Click on the Custom Field and Accounting Code Defaults. Page 27

28 4. Click on the Delivery tab. 5. Click on the Edit button under Edit Values in the FOB line. 6. Click on the Create New Value button. Page 28

29 7. Click in the Values check box at the header to select all the values for FOB codes. 8. Then click on the Add Values button at the bottom of the list. Purchasing Basics Handbook 9. The selected Values now appear in the Value/Description box on the left. All FOB values will now appear in the end-users profile and will be accessible from the Review cart screen of the requisition. Setting a Default FOB 1. If you would like to set up an FOB code as your default, the one used most often, click on the value that represents the type of orders you generally do. In this example we have selected FOB Destination-Prepaid/Add for small orders without quotations. 2. Then click in the Default check box and click on the Save button to save your changes. Page 29

30 Screenshot of requisition summary screen of user with FOB codes populated from profile. Purchasing Basics Handbook Setting up Purchasing Codes Purchasing codes in SDezBuy represent the accounting codes used by SDBOR in the finance system known as Ellucian Banner and the Commodity Codes to route SDezBuy requisitions. End-users are encouraged to set up your department s codes in your profile and set the one that you use the most as your default to auto-populate your requisition as a time saver. Editing a code for the few times that are outside of the majority can be done in the Review step of the process. Note: Please refer to the Purchasing Commodity Code to Account Code Crosswalk for available commodity codes and their associated account code. The crosswalk is found on the Home/shop screen of SDezBuy in the Purchasing Forms & Related Links section or on the SNAP Portal, Finance tab, under Purchasing Forms. Adding a purchasing code to your profile 1. Click on View My Profile in your User Menu. 2. Click on the Default User Settings group heading. 3. Click on the Custom Field and Accounting Code Defaults. 4. Click on the Codes tab. Page 30

31 5. Click the Edit button to the right of the Index custom field. 6. Click the Create New Value button. 7. Enter your department Index code in the Value field then click on the Search button. Page 31

32 8. Click in the Select check box next to the Index. 9. Click the Add Values button. It will now be accessed from the Value window on the left. 10. To save a value as your default value, click on the value name or description in the left window. 11. Click in the default check box to the right. 12. Click on the Save button. The default value will appear in bold font in the left window and will autopopulate the code for all requisitions and is editable on the requisition. 13. The default value now appears in the Codes list of values on the Codes sub-tab. The same process can be used for the required Account code and Commodity Code. Page 32

33 Searching the list of Purchasing Codes A practical use of the search feature might be if you wish to find all codes for a particular commodity group and add several or all of them to your user profile for use on your requisitions. If you primarily purchase computer related items, for example, it would save time in the long run to have these codes in your profile so that you do not need to search for them every time that you need to prepare an order. 1. Click the Edit button to the right of the Commodity Code custom field. 2. Click on the Create New Value button. 3. Click on the Search button to do a search of the available list of commodity. 4. A list of values appears in numerical order. You can increase your search results per page by selecting a number from the drop-down box. If the number is not in the list on this page, select a different page from the Page drop-down box. Page 33

34 5. You can also click on Back to Search and add the first digit or two of a group of codes in the Value field or the first character or word of a description in the Description field to more easily locate a list of values for a group of commodities. Then click on the Search button. Page 34

35 6. To select all of the search results, click in the Select check box above all values returned in the search, then click on Add Values. 7. The selected values appear in the left Value Description window and all of them will appear in your codes drop-down list on the requisition. If you wish, you can select one to be your default which will auto-populate all requisitions. This is editable on the Review cart screen of the requisition. Page 35

36 8. The codes screen reveals which of the FOAPAL elements have been set up with a default value as well as commodity code. They can be edited or deleted from your profile at any time. Setting up Accounting Code Favorites Accounting Code Favorites Users will be able to store combinations of accounting codes that are frequently used in combination with one another in their profile. Users who buy for different projects or who split purchases across different codes can store these frequently used combinations and quickly select to use them during checkout. Split percentages can also be saved with accounting code favorites. Users can create an unlimited number of code favorites. Once an accounting code favorite is saved, it can be accessed and used from the requisition during checkout, speeding up the requisition process. 1. Click on View My Profile in your User Menu. 2. Click on the Default User Settings. 3. Click on the Custom Field and Accounting Code Defaults link. 4. Click on the Code Favorites tab. Page 36

37 5. Click on the Add button. 6. Enter the FOAPAL Index (or Fund, Organization and Program) and Account that you use most often. 7. Enter a Nickname for the Code Favorite that will be easy to remember. 8. Click in the Default checkbox of the Code Favorite that you use most often. 9. Click on the Save button. 10. To delete an accounting code set, click the Delete button. To edit an accounting code set, click the Edit button and make any necessary changes. 11. To delete an accounting code set, click the Delete button. To edit an accounting code set, click the Edit button and make any necessary changes. 12. To check this: Create a shopping cart/requisition. 13. Click on the edit button in the Accounting Codes section of your next requisition to view the Select from your code favorites drop-down options. 14. Select the appropriate Nickname FOAP for the requisition from the drop-down list. Once selected, the FOAPAL populates the fields in the Accounting Codes section. Page 37

38 15. Click on the Save button. The values will apply to all lines unless specified by line item. Setting up Shipping Addresses Most end-users have a limited list of shipping address that they will use for their purchases. It will save time to set them up in your profile and select the one used most often as your default. You can always change the Shipping addresses in your profile when necessary. All system-wide addresses are available to use for those less frequent purchases. Note: The billing (Bill To) address displayed is the only one available on SDezBuy and is not editable. 1. Click on View My Profile in your User Menu. 2. Click on the Default User Settings group. 3. Click on the Default Addresses link under Default User Settings group. 4. Click on the Ship To tab if it is not in the fore-front. 5. Click on the Select Addresses for Profile button. 6. Enter the numeric code, a portion of the numeric code or text associated with the address in the Nickname/Address text field. Page 38

39 7. Click on the Search button. You can also get a full list of available addresses that are pre-entered into the system by just clicking on the Search button. The system will search the database and return the options that match or nearly match the numeric code or text. 8. Click in the radio button next to the address which pertains to your campus/building/room. 9. The Default checkbox is automatically checked, if this is the first address you are adding. Uncheck if this will not be your default. A default address will auto-populate on every requisition, but is editable from the checkout screen. If a nickname is not added for the selected address, a ship to code number such as will appear. Sometimes a user will change the code to a less forgettable nickname such as Info Tech or will leave the code and add a description. Page 39

40 10. Click on the Save button. 11. The Shipping Address has been added to your profile. It will appear in bold if it is selected as your default address. Continue to add additional Shipping addresses as needed. Note: Every purchase requisition is required to have someone s name in the Attention: line of the shipping address. This would be the person who is the final recipient of the prospective order. If the majority of your requisitions are for one primary person, you can set this person s name up in the Attention: field and add their phone number and address (optional). This information would then autopopulate on every requisition. These fields are editable on the Review cart screen. Page 40

41 12. If you do not set up a default address in your profile, when you are on the Checkout cart screen, you will be required to select an address. (See Purchasing Shopping Handbook for further information). Cart Assigners and Assignees Some campuses set up a role that allows the user (who has the role of Assigner) to shop, then assign a cart to another individual called the Assignee. Generally, the Assignee is required to enter more detailed information about the requisition. Assigner the shopper will need to be able to select the Assignee when Assigning the cart. One or more Assignees will need to be set up for the Assigner in order for the requisition to continue routing. Only one Assignee can be set up as the default (or Preferred) Assignee. Please contact your campus administrator if you need help with set up of an Assigner or Assignee. There is also an Assign Cart Handbook available in the Training Resources section of SDezBuy Purchasing Forms and Links. Selecting Advanced or Express Checkout as the Default Express Checkout is a simple checkout process that contains minimum steps making the checkout process quicker and easier than the more complex Advanced Checkout. Express checkout is mainly intended for users who make very small purchases or who do not make purchases often. In the user profile, you can set the default checkout type to be Express. Note: This setting can be configured at the role level and inherited by the user. Users with Express Checkout set as the default will still be able to use Advanced Checkout. For more information about Express Checkout, please see Shopping Handbook. 1. Click on View My Profile in your User Menu. 2. Click on the Default User Settings group. 3. Select the Checkout Settings menu option. Page 41

42 4. Click the Edit Section button in the top-right corner. The checkout type for the user is inherited from the user's role or roles. 5. To override the inherited value, click the Override radio button then select the appropriate value. If the value has been overridden and you would like to restore it to the inherited value, click the Default radio button. 6. Click the Save Changes button. The checkout type will be saved. User Roles and Access Assigned Roles Roles are created to manage users with similar permissions. Users with the Requestor role are individuals that can shop for items and submit requisitions. Users with the Assigner role shop for items and then assign their cart to an Assignee who submits the requisition. 1. Click on View My Profile in your User Menu. 2. Click on the User Roles and Access grouping menu option. 3. Click on the Assigned Roles menu option. 4. This user has the USD Requestor role. Access Users may have access to only the documents in a Document Search (requisitions, purchase orders) that they created. Other users may be granted access to view documents they created and those created by other users within their department. A minimal number of users, usually administrators, have access to view all documents. These settings are in the user profile. 1. Click on View My Profile in your User Menu. 2. Click on the User Roles and Access grouping menu option. 3. Click on the Access menu option. Page 42

43 4. This user has access to all documents created/processed by the DSU/Athletics department. Ordering and Approval Settings Ordering and Approval Settings group contains items related to orders and punchout catalogs to which the user has access, as well as assigned approval folders. User Purchasing and Approval Limit Values Requisition limit is the financial limit for the total requisition. The user s requisition total cannot exceed this dollar Value. All SDBOR users are set with a default value of $999,999, This is because of our integration with the Banner Finance system. After the requisition has been submitted to Banner, it will check to see if there is enough budget in the fund source on the requisition to allow the requisition to proceed to the next approval step, which is generally department approver. 1. Click on View My Profile in your User Menu. 2. Click on the Ordering and Approval Setting grouping menu option. 3. Click on the User Purchasing and Approval Limit Values menu option. Page 43

44 Punchout Access Users are granted access to the available Punchout catalogs on the Homepage by their campus purchasing administrator. A green check signifies which suppliers the user has access to. Product Views Product views manage the types of products that specific users or user roles are able to view in search results. Product views are set up by each campus purchasing administrator for his/her campus. View Assigned Approval Folders The View Assigned Approval Folders is for users with the Approver role. The requestor in the screenshot below does not have access to any approval folders. Page 44

45 Permission Settings Permissions determine what functions are available to a particular user, including what navigation tabs and screens are viewable and editable by the user. When a role is assigned to a user, default permissions are automatically given to the user, but can be overridden by an administrator if necessary. Users can click on permission help to view a description of what the permission does. Permissions are broken down by related topic: Shopping and Cart/Requisition Permissions allows you to shop catalogs and use non-catalog form, and assign carts to another user Orders Permissions allow you to view your orders and orders for your department Approvals Permissions are generally only provided to department approvers Administration Permissions allow users to edit their profile Custom Field Permissions are customizable only by administrators 1. Click on View My Profile in your User Menu. 2. Click on the Permission Settings grouping menu option. 3. Click on the Shopping and Cart/Requisition menu option. Permissions the user has been granted are marked with a green check in the Value column 4. Click on the Orders menu option. Page 45

46 5. Click on the Administration menu option. Requestors have been granted certain Administration Permissions, such as the ability to edit certain profile settings, changing password and editing personal information. 6. Click on the Custom Fields menu option. Custom fields are fields within SDezBuy where the user has to select values for the requisition. SDBOR has configured custom fields such as FOB, Chart, FOAPAL, buyer and Commodity Code for use within the requisition. These fields may or may not appear on the actual purchase order to the supplier as some do not transfer between SDezBuy and Banner. Custom fields are generally selectable from an edit button within that section of the requisition. Custom fields with a green check in the Value column have been granted by the campus purchasing administrator. Permission Details in User s Profile If a user has a permission enabled, it may be helpful to view which role (or roles) granted that permission to that user. Permissions are granted (selected) by the administrator based on the Role of the user. You must contact the administrator for any changes to permissions. 1. Click on View My Profile in your User Menu. 2. Click on the Permission Settings grouping menu option. 3. Click on the Shopping and Cart/Requisition menu option. Page 46

47 4. Click on Show Details in one of the sections to display which Role setting granted this permission to the user or if the permission has been overridden for that user. 5. Notice the appearance of USD Requestor under Permission Granted By Role. 6. Click on Hide Details to return to the previous screen. Setting Notification Preferences The Notification Preferences screen is used to determine when and why the user will receive notifications from the system. Although notification can be enabled for each step in the process (submittal, review, approval, etc.), it is suggested that notifications be sent minimally when problems arise, such as line item rejection or when a requisition is returned to the requestor. 1. Click on View My Profile in your User Menu. 2. Click on the Notification Preferences menu option on the left. This will open a list of sub-menus. Page 47

48 3. Select a sub-menu to choose a specific notification preference. For example, Shopping, Carts & Requisitions, the most common for a Requestor role who is submitting carts. The notification options will display. In some screens the notification are grouped by similar topic. To the right of the notification name the status of the notification for the user displays: a. indicates that the user receives the notification by . b. Notification indicates that the user receives the notification in the application. Important Note: In-application notifications are not available for all notifications. For those items, the Notification status option will not be available. c. & Notification indicates that the user receives the notification in both ways d. None indicates that the user does not receive this notification. Shopping, Carts & Requisitions - Notification Preferences Users with the Requestor role will have two notifications turned on by their campus administrator. Those are: PR line item(s) rejected and Cart/PR rejected/returned. These notifications have the & Notification option set in the user profile. ***Please do not change the drop-down for these defaults.*** You will want these as a minimum, but you have the option to set up other notifications necessary for your particular situation. 1. Locate the notification on the screen. Click the Edit Selection link for the corresponding section. 2. To override the default status for the notification, click the Override radio button. 3. When you have completed the changes, click the Save button. Page 48

49 4. Click in the Override radio button in the options if you would like notifications for them. This will open a drop-down list where you can select from available options: None, , Notification or & Notification. 5. Click on the Save Changes button to activate your new Notification. Page 49

50 Purchase Orders - Notification Preferences Requestors will also have three PO notifications turned on by their campus administrator. Those are: PO sent to supplier, PO line item(s) rejected and PO rejected as in the screenshot below. These notifications have the & Notification option set in the user profile. ***Please do not change the drop-down for these defaults.*** You will want these as a minimum and set up other notifications necessary for your particular situation. Note: if you click on the help icon next to the preference name, a dialog box will open providing detailed information on the selection. Click on the close icon to close the box efore proceeding. Page 50

51 User History View User s History The User Profile History provides an audit trail that tracks changes made to a user s profile. This is an information-only screen that provides detailed information about potentially important changes, additions and deletions to roles and permissions, approvers, addresses, and more. The History screens are used to track changes, additions, and deletions. To view all changes, additions and deletions related to your user profile. 1. Click on View My Profile in your User Menu. 2. Click on the User History grouping menu option. 3. Click on the View User s History menu option. 4. Review the user profile history. The columns in the history tabl are described below: a. Date The date and time a change was saved. b. User The user who mad the change generally the administrator or yourself. c. Action The action the user took. Typically either creating or modifying user information. d. Section The section of the user profile where the changes took place. e. Selection The area or value added. This field is not always applicable to a change. f. Field The specific field the users modified. This field is not always applicable to a change. g. Old Value The value prior to the change. This field is not always applicable to a change. h. New Value The value saved by the change. This field is not always applicable to a change. 5. You can filter the audit trail based on certain criterial. To filter the data displayed in the table: a. Click on the + Click to filter history at the top of the screen. Page 51

52 b. Enter the appropriate filter criteria (such as a date range, Action or Section to determine what historical data displays, then click Apply. c. Results of the filter process are displayed again in chronological order. Results can be exported to a speadsheet via Export CSV and then Save As Excel document. Page 52

53 Adding or Viewing Profile Comments Users and campus purchasing administrators can add comments to a user s profiles. For example, a user may want to add notes about the permissions they were granted, shipping addresses, etc. to recall why those changes occurred. 1. Click on View My Profile in your User Menu. 2. Click on the User History grouping menu option. 3. Click on the Add Profile Comment menu option. The Add Comment pop-up window appears. 4. From the drop-down list to the right of Section, select the section of the user profile that the change pertains to. 5. Enter the comment in the text box. History will record the date and time of the comment. 6. Click on the Save Changes button to add the comment. 7. To view the comments, select the View User s History link. Page 53

54 Lesson 5: Document Search and Export Users can search for purchase requisitions and purchase orders using Document Search. Requestors can review the details of purchase requisitions (PR s) and purchase orders (PO s). Document Search can also be used to create reports for departments. Document Search This lesson focuses on performing document searches. Requestors can view documents they have initiated. Some users will be given permission to view additional documents based on their Department. In addition, users may have permission to view only certain document types (purchase requisitions and purchase orders, for example). The data included in the document search results will vary based on the document-type (Requisition or Purchase Order). Using Document Search There are two search options for Document Search: Simple Search and Advanced Search (similar concepts to product search options). Simple Search searches for documents based on document type (PR or PO), search terms and either predefined date filters or a custom date range. Advanced Search searches for documents based on more specific criteria. Generally, an advanced search would be done when the criteria are known to the user. Simple Search There are three main fields utilized in a simple search. These include: 1. Document Type In the document type drop-down, you select the type of document you are searching for. You can search for All Documents, Requisition or Purchase Order. The default is to search across all documents. 2. Search Terms In the search terms box, you can enter the term that you are searching for. You can search by Requisition Name, Requisition Number, Purchase Order Name, Purchase Order Number, Supplier, Catalog Number or SKU, Product Description (or partial product description) or Manufacturer Name. Page 54

55 3. Date Range In the date drop-down box you select the relative date-range for the query. You can choose by number of days, calendar span, fiscal year, all dates or you can create a custom date range. The default is to search across All Dates. Other options are available from the drop-down. Performing a Simple Document Search by Custom Date Range This exercise will demonstrate how to perform a simple document search using the above three options. Simple Search will generally provide broad (many) search results. 1. Click on the Documents menu in the Main Menu. The Document Search slide-out will appear. 2. Click on the Search Documents link. 3. If you are brought to the Advanced Search screen select the simple search link at the top right. SDezBuy will automatically bring you back to the search screen you last used. 4. From the Search drop-down box select the document type. SDezBuy will automatically populate the drop-down box with the document type from your most recent search. a. All Documents Searches across all document types available to the user. b. Requisition Searches all purchase requisitions. c. Purchase Order Searches all purchase orders. 5. In the text box enter the search term(s) (i.e. document number, product description, supplier name, username, etc.) or leave it blank to get many results which you can then filter later. 6. From the date drop-down box select the date range you would like to search. a. All Dates Searches all documents without regard to date. Document search will default to All Dates if no other date range is selected. b. Custom Date Range Searches documents based on a date range defined by the user. Page 55

56 c. Days Searches all documents in a selected range of calendar days (Last 7, 30, 60, 90, 120) or in a recent timeframe (Yesterday, Today, Last Week, This Week). d. Calendar Searches documents based on a calendar range (Month, Last Month, Year-to-Date, Previous Year). e. Fiscal Searches documents based on our fiscal year (Fiscal Year-to-Date, Previous Fiscal Year). 7. Click on OK, then click on the Go button once you have entered the search criteria. 8. Your results will be displayed. The fields in the results set will vary based on the document type. The filters on the left also vary by document type. Below is an example of a result set. More on Post Search Filters later in this handbook. Page 56

57 Simple Search - by Preset Date Option Document Search offers a vast number of different preset options for searching for requisitions or purchase orders using dates. With Document Search, users can select a relative date range rather than specifying to and from dates. For example, a user can run a search and specify the last 30 days rather than specifying a to and from range. Note: Search will default to searching everything with no specific date range. After a search by All Dates, users can use the date filter options such as last 60 days, last 90 days, month to date, etc. to narrow the search results. The below example uses the Search at the Top option and selecting the Fiscal Year-To- Date preset option. Fiscal Year-To-Date and Previous Year options will look at the fiscal year settings on the individual organization. It will take the starting month of your fiscal year and use that to calculate the date ranges for Fiscal. 1. Click on the drop-down arrow next to All Dates. Various preset options appear. 2. Select Fiscal Year-To-Date under Fiscal. 3. Click on the Go button. Orders from July 1 st through today s date appear. 4. Click on either the Requisition Number (when you have selected Requisitions) or the Purchase Order number (when you have selected Purchase Orders) to review information pertaining to that document. After the search results display, you can filter your search results by a different date range or other filter options to narrow the results or increase the results, if no results are displayed. Page 57

58 Advanced Search Advanced Search offers users the option to enter very specific, detailed search criteria, creating a narrower results set. Users should use advanced search when they know the specific criteria about the document they are looking for. You can perform an advanced search across multiple documents or select a specific document type. The screen below shows the search criteria available for an All Documents Advanced Search. The following search criteria are available for All Document type searches. 1. Document Number Enter the document (Requisition or Purchase Order). The name of this field will reflect the type of document you are searching for. 2. Document Information In this section you select and/or enter any specific information related to the document such as the document owner, date ranges, purchase amount, supplier, or department. Additional Document Information search criteria may be available depending on the document type. 3. Item/Product Information In this section you select and/or enter information related to the items such as catalog number, product description and product flags. Additional Item/Product Information search criteria may be available depending on the document type. The Advanced Search screen for each document type will provide additional search options. In general, the criteria will vary based on the document type for which you are searching. Page 58

59 Performing an Advanced Document Search 1. Click on the Documents Menu in the Main Menu. 2. Click on the Search Documents link in the Document Search slide-out menu. 3. Click on the advanced search link below the keyword search fields in Simple Search. This will open up the Advanced Search fields for the document type. 4. From the Search drop-down box select the document type (Requisition, Purchase Order or All Documents). SDezBuy will automatically populate the document type from your most recent search in the drop-down. 5. Enter search criteria. Available criteria will vary based on the document-type. The table below contains descriptions of the available SDBOR specific search criteria for all document types. Use this table as a reference if you are unsure of what should be entered in a specific search field. 6. Click on the Go button once you have entered all of your search criteria. Search Field Name Description AP Status This and some of the other status flags are not applicable to SDBOR because all AP process are completed in the Banner Finance application. Cancelled Located within Supplier Status, used if you are searching for documents that have been cancelled by a buyer. You can select multiple statuses. Catalog Number (SKU) If you are searching for documents that contain items with a specific catalog number, enter the number. Note that you should omit special characters from the catalog number. Commodity Code If you are searching for documents that contain specific commodity codes, enter the codes. To enter multiple commodity codes, separate with commas. Selecting the x to the right of the commodity code will remove it from the list. Custom Fields Use these fields to search for documents that contain Account, Buyer Name, Fund, Index, Organization or you use a combination of custom fields. Date Use this field if you are searching for documents based on a specific date type and/or date range. Fields vary by Document Type (PR, PO, All Documents) Select the date type; example: create date, submit date (PR), complete date Select the date range. All Dates searches all documents without regard to date. Form Name & Form Type Use the search button to search for form names or form types. Page 59

60 Search Field Name Department Owner Participant(s) Prepared By Prepared For Product Description Product flags Purchase Order Number(s) Requisition Name Requisition Number(s) Status Flags Supplier Supplier Status Total Amount Description Search for documents for a specific department by entering the department name. Use the search button to search for departments. You can select multiple departments. Selecting the x to the right of the number will remove it from the list. Enter the name of the document owner. As you type the name the system will suggest users for you to select. You can enter multiple names. Select the x beside the name to remove from the search. Enter the first name, last name, address or username of the document participant. A document participant would be anyone who has taken any action on the document, including a person who has simply made notes. As you type the name the system will suggest users for you to select. You can enter multiple names. Select the x beside the name to remove from the search. There are three Participant options to choose from. Any This option returns documents for all participants Me This option returns documents on which the current user is a participant Pick This option allows the user to select participants for the search. When this option is selected a field displays below in which the users can be searched for or entered. If the user selects Pick, a field is opened whereby the user can enter another user s name. Enter the name of the person(s) who submitted the document. As you type the name the system will suggest users for you to select. You can enter multiple names. Select the x beside the name to remove from the search. Enter the name of the person(s) who added the items to the cart. As you type the name the system will suggest users for you to select. You can enter multiple names. Select the x beside the name to remove from the search. The Prepared For user can access the requisition and history using Document Search even after a buyer has exported the requisition to the bid program. If you are searching for documents that contain items with a specific product description, enter the description or keywords in this field. If you are searching for documents that contain items with a specific product flag select the appropriate checkbox. You can select multiple product flags. Enter the purchase order number. To enter multiple purchase order numbers, separate with commas. When multiple numbers are keyed in, P , P , and P etc. It will search for all of those PO s and return them. Enter the name assigned to the requisition when it was created. Enter the requisition number. Separate multiple requisition numbers with commas. With User Revisions, With Rejected Lines, With Cancellation, With Modified Owner, With System Revisions, With Errors and With Attachments are applicable to SDBOR. With Supplier Modifications and With Backorders will yield few/no results as they require supplier integration (some suppliers with punchout catalogs may have this capability.) You can select multiple flags. If you are searching for documents that contain items from a specific supplier, enter the Supplier name. Use the Supplier search icon to search for suppliers. You can select multiple suppliers. Selecting the x to the right of the supplier will remove it from the list. To view inactive suppliers, click the magnifying glass to the right of the supplier field. If you are searching for documents with a specific supplier status select the appropriate checkbox. You can select multiple statuses. Use this field to search for documents based on the total dollar amount. Select an operator from the drop-down box then enter a dollar amount. Dollar amounts can appear with up to four decimal places. Page 60

61 Workflow Status Workflow Step If you are searching for documents with a specific workflow status select the appropriate checkbox. You can select multiple statuses. Begin typing the workflow step name. If the system recognizes the workflow step the field will auto-fill. Then click on the search icon. Select the appropriate workflow step checkbox(s). You can select multiple workflow steps by clicking multiple checkboxes. Selecting the x to the right of the workflow step will remove it from the list. Advanced Search by Document Number Enter the document number (Requisition or Purchase Order). The name of this field will reflect the type of document you are searching for. 1. Click on the Orders & Documents Menu in the Main Menu. 2. Click on the Search Documents link in the Documents slide-out menu. Ensure that you are on the Advanced Search page. If not, select the advanced search link under the Simple Search box. 3. Select Requisition document type from the Search drop down list. 4. Enter the Requisition Number in the Requisition Number(s) field under Requisition Identification. 5. Click on the button at the bottom of the page. 6. Click on the Requisition number in the first column of the results to open the requisition. Page 61

62 Advanced Search by Document Information In this section you select and/or enter any specific information related to the document such as the document owner, date ranges, purchase amount, supplier, or department. Additional Document Information search criteria may be available depending on the document type. For our example we will use Purchase Orders for Supplier: Henry Schein that has been Sent To Supplier. 1. Select Documents menu ->Document Search ->Search Documents. Make sure you are on advanced search. If not, select the advanced search link under the Simple Search box. 2. Select the Purchase Order document type from the drop-down. 3. Enter Bio-Rad Laboratories in the Supplier field. 4. Select Last 30 days from the All Dates drop-down. 5. Click on the button at the bottom of the page. Please note: The links to Go To: simple search / my requisitions / my purchase orders / my forms display or stick in the available screen space at the bottom of the screen. This eliminates the need to scroll all the way down the screen to access the buttons. If the buttons are displayed in a rectangular background, this indicates that the page is scrollable. If the page is not scrollable, or if you have reached the end of the page, the buttons simply display on the screen in the same way they were previously displayed as they also are on the simple search screen. Page 62

63 6. Search results show six Purchase Orders were sent to Bio-Rad by you or by other departments that you have access to in your profile. Searching by Item/Product Information Item/Product information such as Catalog Number or SKU, Product Description (or partial product description), and Product Flags can be used for document search. A partial document description or partial number search does not require the use of an asterisk wild card. The same set of options is available for either Requisition or Purchase Order document types. Partial product description search example 1. Select Documents menu ->Document Search ->Search Documents. Make sure you are on simple search. If not, select the simple search link at the top of the screen. Note: we would get same results using advanced search. 2. Select the Document Type from the drop-down. For our example, select Requisitions. 3. Type several letters or words in the search terms box in the Simple Search window. 4. Select a date from the All Dates drop-down list. 5. Click on the button at the bottom of the page. Search results of 3 documents are displayed. 6. If the results are broad, click on one of the filters on the left of the search results to narrow the results. 7. Click on the requisition number or the Quick View icon to view more information. Page 63

64 Searching by Custom Fields Fields within SDezBuy where the user has to select values for the requisition are termed as Custom Fields. SDBOR has configured the custom fields to be searchable from advanced search in order for users to obtain a list of requisitions or purchase orders using the custom field(s). For our example we will use Requisitions within the Last 120 days using a range of Indexes. 1. Click on Documents menu -> Document Search -> Search Documents. 2. If the last search you perform was an advanced search it will open to an advanced search window. 3. Select the Requisition document type from the drop-down. 4. Select Last 120 days from the date drop-down list. 5. Select the Is Between option from the Index profile values or all values or enter index numbers. 6. Click on the button at the bottom of the page. 7. Search results are displayed. Page 64

65 Refining Document Search Results Once you have completed your Simple or Advanced Search you can refine (narrow down) the search results using post search filters from the Search Results page. Post-search filters define additional criteria for the document search. Similar to the advanced search options, the post-search filtering criteria will vary based on the document type (All Documents, Purchase Orders or requisitions) that you initially searched for. Available post-search filters appear to the left of the search results. The number of applicable documents is displayed beside the name, as in Completed (57). To filter the search results, locate and select the filter criteria that you would like to apply. The results set will update as you select from the various options. In addition, the Filtered by area will update to display the applied criteria. Page 65

66 In this example, the user selected B&H Photo Video under the Supplier filter option. Purchasing Basics Handbook You can remove post-search filters from the Filtered by section. This will expand the results based on the criteria removed. Using the Multi-Select Filter in Search Results Once the document type is selected and the search is run, the filters for that document type are shown on the left. The multi-select filter option (icon looks like a green funnel beside the post filter name) can be used to view additional filters. It is particularly useful when one of the filter options have so many results that the word [more] appears in the bottom right of the filter section. 1. Click on the multi-select filter icon to the right of any of the filters to select multiple filters. For this example, select the multi-select filter icon next to Supplier as you cannot view all suppliers that have search results. Page 66

67 2. The popup shows all filter options. Click in the checkbox for the supplier(s) for which you want to view results. 3. Click on the Save button. 4. The search results have been narrowed to just 14 possible requisitions. 5. Click on the requisition number to view the requisition document. Editing the Document Search You can choose to edit a search. Unlike filtering, which refines the search results on the results page, Back to Edit Search allows you to begin the search again, while retaining the original search criteria. You will be returned to the Search page and your original search criteria will be populated. You can enter additional search criteria and run the search again. 1. Perform a Document Search as in any of the above examples. 2. Click on the Back to Edit Search button above the Filtered by section on the search results screen. Page 67

68 When you select the Back to Edit Search button, you will be returned to the search page and all criteria used in the original search will be pre-populated in the appropriate fields. Add or change filters to obtain different search results. Viewing Documents from Search Results Documents can be viewed from the search results by clicking on the document number. Page 68

69 Once you have opened the document you can access other search results using the scrolling feature at the top of the screen. If you hover the mouse over the arrow, it will show Previous Document or Next Document. You can access a specific document by using the drop-down box on the top right of the screen. You can return to the search results by selecting the Back to Search Results link at the top left of the screen. Document Attachments Icon in Document Search A paperclip icon appears beside the requisition and PO document number on the results page of a document search to indicate when there are attachments associated with the document. Clicking on the paper clip icon will open the document and take the user directly to the attachments tab. Note: the system considers links as attachments. If the document contains a link, that link is displayed on the Attachments tab. Therefore, the document will have the attachment icon in the search results. Page 69

70 1. After a document search, click on the paper clip icon next to the document number to go directly to the attachment. 2. Click on the attachment title in the first column to open and view the attachment. Identifying Documents with Errors Users may wish to locate all their requisitions or purchase orders that are currently in error status this could be an error with the budget checking, an error in exporting the requisition to Banner or an error in sending the PO to the supplier, for example. A new status flag named With Errors has been added to the advanced document search criteria. Users could save the search to run a saved search with one click, to see all documents that are in error. To locate documents that are in error status; 1. Click on Documents menu -> Document Search -> Search Documents. 2. Select Requisitions or Purchase Orders from the Search drop-down list. (PO is used below) 3. Click in the checkbox selecting With Errors in the Status Flags selections. 4. Enter any other document search criteria relevant to the search. 5. Click on the button. Page 70

71 6. Click on the PO number and then the History tab to view the history and determine what error requires your attention. Identifying Documents with Revisions When a buyer processes a change order to an existing purchase order document in SDezBuy, it is referred to as a Revision. Each revision to a purchase order has a sequential number, ie Revision 1, Revision 2 and so forth. Two new status flags are available on the Advanced Search page within Document Search. a. With User Revisions when this status flag is selected, the search will find documents that have revisions made by a user. b. With System Revisions when this status flag is selected, the search will find documents that have revisions made by the system. Exercise: Perform a document search using one of these two new status flags. 1. Click on the Document Search tab in the navigation menu bar. 2. Select Purchase Order from the Search drop-down menu. 3. Enter search criteria such as Supplier, Date, Product Description etc. 4. Click in the checkbox for the appropriate Status Flag. For our exercise, we will select With User Revisions. 5. Click on the button. 6. Filter the returned results or click on the PO number to go to the revised PO. 7. Click on the Revisions tab of the PO. Page 71

72 8. The Revisions tab will have information about what was revised on the PO. Purchasing Basics Handbook 9. There may be other pertinent information regarding the change order by clicking on the History tab of the PO. Saving Document Searches If you need to run the same search on a regular basis or if you think you will run it again, you can store the search using the Saved Search feature. You can create a saved search that stores search criteria and run it with just a click of a button. Saved searches are created from the search results page. SDezBuy allows users to create their own folders and organize their saved searches. Saved searches can also be shared with others in your organization. Saved Search Organization and Management Saved searches are organized similarly to Favorites. Users create folders in which to store their saved searches, helping them to easily locate and manage them. Folders can be created in the Saved Searches page or on the fly when saving a search. Saved searches can also be managed from the Saved Searches page. Searches can be deleted and moved/copied to another folder. Search names and descriptions can be edited. From the saved searches page you can also add a saved search as a shortcut on your main search. Page 72

73 Creating a Folder for Saved Document Searches This exercise will demonstrate how to create a Saved Search folder from the Saved Searches page. You can also create a folder on the fly when saving a search using the same steps below. 1. Click on the Documents menu ->Document Search ->View Saved Searches. 2. Click on the Add New button in the top left. 3. Select the type of folder you would like to create; Top level personal folder this will create a new top level folder that will be available only to you. Searches saved in this folder will not be accessible by anyone else in the organization. Top level shared folder this will create a new top level folder that is accessible to your organization. Subfolder of selected folder this will create a subfolder of a folder that that you have selected. This option will not be available if there is no folder selected. 7. Enter a Name in the Create Personal Folder. 8. Enter a Description for the search. 9. Click on the Save Changes button to save the search to the new folder. Page 73

74 Creating a Saved Document Search 1. Perform a simple or advanced search using the desired search criteria. 2. Click the Save New Search button in the Filtered by section. 3. The Add to Saved Searches dialog box will display. 4. Create a new folder OR select a folder in which to save the search. 5. Enter a nickname for the search in the Nickname field. 6. Enter a Description in the Description field. 7. Configure the folder in which to save the search: a. Click on the New button to create a new folder. b. Select Top Level Personal Folder from the available options. c. Enter a Name in the Create New Person Favorites Folder. d. Enter a Description for the search. 8. Click on Save button to save the search to the folder. Page 74

75 Create and Run a Saved Document Search Shortcut You can run your saved searches from a Saved Searches Shortcuts you create and then access on the main Document Search page. When you run a saved search, the results set will be relative to the date you executed the search as opposed to the day you saved the search. 1. Click on the Documents menu -> Document Search ->View Saved Searches link. 2. Locate the search you would like to run. 3. Click on the Add Shortcut button. 4. Click on the Documents menu -> Document Search -> Search Documents. Make sure you are on the simple search screen. A shortcut has been added to the Saved Searches Shortcuts box. 5. Click on the saved search name to run the search. 6. To run an export of the saved search, select the export link. For more information about search exports, please see the section Document Search Export. Edit a Saved Document Search Name and Description You can edit the name and description of a saved search. Note: This feature will not edit search criteria. 1. Click on the Documents menu -> Document Search ->View Saved Searches link. 2. Locate the saved search you would like to edit. 3. Select the Edit link. 4. Make the desired changes and select Save. The changes will be applied to the saved search. Page 75

76 5. To edit the name and description of multiple saved searches select the checkboxes to the right of the appropriate searches then select the Edit option from the Actions for Selected Favorites dropdown list. You can then change the information for all of the selected searches. Note: you cannot edit the name of a Shared search created by a different user. Move or Copy a Saved Search to Another Folder You can move or copy a saved search to another folder using the following steps. 1. Click on the Documents menu -> Document Search ->View Saved Searches link. 2. Locate the saved search you would like to move or copy. In this example, the user wants to Move a Personal search to a Shared search folder for others to be able to view. 3. Select the Move link. A pop-up window will appear with all your folders. Note: selecting the Actions for Selected Favorites drop-down and then Move/Copy will require you to select one or more checkboxes prior to selecting Move/Copy. Selecting the move/copy link below the search, as in this screenshot, will take you to a pop-up window where you can select the folder that you would like to move or copy the search to. Page 76

77 4. Select the folder that you would like to move or copy the search to. For example: to the Shared/Shared Saved Queries folder. This will become the Destination Folder. 5. Select the Save Changes button to move the search to the selected folder. 6. With the Move action, the search will no longer be available in the original folder. The Copy button will copy the search to the selected folder. The search will be available in both the original and selected folders. 7. To move or copy multiple saved searches to add another folder select the checkboxes to the right of the appropriate searches then select the Move/Copy link. You can then move the selected searches to the desired folder. Page 77

78 Run a Saved Document Search 1. Click on the Documents menu -> Document Search ->View Saved Searches link. 2. Locate the search you would like to run and click the Go button. 3. Your search will be executed. Modify a Saved Document Search There may be instances when a user needs to add or remove filters in an existing saved search. Users can modify their personal saved searches. Shared saved searches can be modified by users with appropriate permissions (Administer Shared Favorites or Import/Export or Administer Shared Favorites). If a user does not have permission to administer saved searches, the option to save changes is not available. This permission can be granted by your campus administrator for SDezBuy. 1. Click on the Documents menu in the Main Menu. 2. Click on the View Saved Searches option on the right of the menu. 3. Click on the title of the appropriate Personal or Shared saved search. In this example, we will modify a saved quarterly report of all PO s for a supplier. 4. Click on the button to run the saved search. This will open up the Refine Search Results area which is where you would make any modifications to the saved search. Page 78

79 5. To modify the current search with new filters, add the filters and then click the Save Changes button. If a user modifies the saved search within the same search session, the saved search name will display with "modified" displayed in parentheses to the right of the name. 6. To create a new search with the new filters, add the filters and click the drop-down arrow on the Save Changes button. Select Save New Search. Modified saved searches are noted by the word modified displayed with the saved search name. Deleting a Saved Document Search 1. Click on the Documents menu -> Document Search ->View Saved Searches link. 2. Locate the search you would like to delete. 3. Select the Delete link. 4. Click the Yes button to delete the saved search. 5. To delete multiple saved searches select the checkboxes to the right of the appropriate searches then select Delete from the Actions for Selected Favorites drop-down list. All selected searches will be deleted. Page 79

80 Document Search Export When you perform a document search you may want to export the results for further reporting and analysis. The Document Search export feature allows you to do these exports on-the-fly and to schedule recurring instances of certain report types. When you export a saved search a downloadable.csv file is created. The file is available in Document Search exports for 90 days. Export Types Screen Exports Screen exports will export the search results exactly as they appear on the results screen with no additional data. The data in the screen results will vary based on the document type you have searched for. Transaction Exports Transaction exports will export all information available about the transaction associated with each document. Transaction exports cannot be used for All Document searches. Full Exports Full exports will export all information available about the transaction associated with each document. Full exports also include document history such as approvals, comments and more. Transaction exports cannot be used for All Document searches. Customized Exports The document search feature provides default export types. In addition, you can create custom exports by selecting which fields and files to include. These customized exports can be saved as templates for later use in document searches. With the appropriate permissions, the exports can be shared with other users. Existing templates can be copied, modified and saved for future exports. Recurring Exports Some document search exports can be scheduled to recur on a regular basis. A report that uses a date range of Last Month or Last Week is eligible for recurring export. When you create a recurring report it will be scheduled to run based on the date range and the day or date you create it. Last Month - When you create a recurrence on a saved search with a date range of Last Month, the export will run every month on the same date until the recurrence expires. Last Week When you create a recurrence on a saved search with a date range of Last Week, the export will run every week on the same day until the recurrence expires. Scheduled recurring exports can be deleted and will expire one year from the date they were created. Page 80

81 Create and/or Edit a Customized Export Template The document search export feature provided default export types. In addition, you can create custom exports by selecting which fields and files to include. These customized exports can be saved as templates for later use in document searches. These exports can be shared with other users. Existing templates can be copied, edited and saved for future exports. 1. Click on the Documents menu -> Document Search -> Create and Manage Export Templates link. 2. The section for My Templates contains export templates you have created. 3. The section for Shared by Others contains export templates other users have created and shared. a. You must have permission to Administer All Custom Export Templates in order to edit a template in this section. b. Without the Administer All Custom Export Templates permission, you can Copy a template from this section and edit. c. Click the expand icon to see templates available for document types. Select a document type to see available templates. Creating a New Template 1. Click Create Template for... and select the document type. Options display based on your organization settings and user permissions. A drop-down list displays the options: Requisitions or Purchase Orders. 2. Select Purchase Orders for this exercise. A Customize Export wizard displays. Page 81

82 Step 1 of 3: Select what you want to include in your export (Note: these options differ, depending on the type of document.) 1. How do you want your custom export file? a. Separate files - exports the documents into separate files based on the data. If you select this radio button, there will also be the options: Do you want Custom Fields as columns in your data file?, Which Custom Field Export Files Do you want? and Which additional Export Files do you want? b. All in one file - Puts all document information into a single export file. 2. Which Custom Fields do you want? a. All - all custom fields will be included in the export. b. None-no custom fields will be included in the export. If this option is selected, proceed to Step 7. c. Let me choose - With this option selected, you will be given the option of selecting specific custom fields for export. 3. Do you want Custom Fields as columns in your Data file? : a. Yes - the selected custom fields will be included as columns in your data file. b. No - the selected custom fields will not be included as columns in your data file. 4. Which Custom Field Export Files do you want? Select one or both options. a. Custom Fields - Header Level b. Custom Fields - Line Level c. Custom Fields - Summary 5. Which Additional Export Files do you want? Select one or more options. a. Form Data b. Supplier Data 6. Click on the Next button. Page 82

83 Step 2 of 3: Select your fields 1. Select the fields you want in your export. You can scroll through the list or begin typing a field name to search. a. Select System Fields: Select from the system fields. To select all fields, click the Select All hyperlink. b. Select Custom Fields: If you selected to include All or Let me Choose for the Custom Fields in Step 1, you will see a section to select from your organization's Custom Fields. To select all custom fields, click the Select All hyperlink for the section. c. To see only fields you've selected, click the Only Show Selected Values checkbox. 2. When finished selecting fields, click Next. Page 83

84 Step 3 of 3: Name & Save 1. Enter a Template Name. 2. Enter an optional Template Description. The Doc Type you selected is listed, and is read-only. 3. Select if you want this template to be Shared with other users in the organization. You will see this option if you have the permission to share your custom import templates with others. 4. The Custom Fields, Custom Field Files, and Additional Files you selected in Step one are displayed in read-only format for your confirmation. 5. When done, select Save. 6. The page refreshes with the template displaying in the My Templates section under the appropriate document type. a. If Shared, a Shared icon displays. b. A summary of the template displays on the right. Page 84

85 7. The template format is now available for selecting when choosing to export search results for the document type. a. If Shared, the template is available for all users to select for the document type. b. If not shared, only you can access the template. Making Edits to Templates 1. Select a template. 2. To edit a template, click on the Template Actions dropdown and select Edit. 3. To Copy a template, and edit to make a new template, click on the Template Actions dropdown and select Copy. Page 85

86 4. Refer to Creating a New Template above for details on configuring the template. You may edit any of the settings that were originally configured, except the document type associated with the template. 5. When edits are completed in a template from My Templates or Shared by Others, the updated information displays for the template. 6. When edits are completed from copying a template Shared by Others, the new template shows in the My Templates section. 7. To Share a template that is currently unshared, click on the Template Actions drop-down and select Share. 8. To stop sharing a template, click on the Template Actions dropdown and select Unshare. 9. To delete a template, click on the Template Actions dropdown and select Delete. Exporting Data from the Document Search Results Page You can export a document search for reporting and analysis purposes. Exports can be performed directly from the document search results or from a saved search. 1. Click on the Documents menu -> Document Search -> Search Documents link. 2. Select the document type drop-down list. Select other pertinent search criteria for the document search. 3. Click on the Go button. 4. In the Filtered by area on the top-left side of the screen, select the Export Search button. 5. Enter a filename and description for the export. 6. Select an export type from the drop-down list. See page 79 for available options and their description. For this example, we will select the Screen Export. Note: If you are exporting a search with multiple document types you must select Screen Export. Page 86

87 7. Select the Submit button. Your export request will be submitted. 8. The message at the bottom of the Request Submitted pop-up window will state, The export request has been successfully submitted. Pending and completed exports are available in: Documents> Document Search > Download Export Files. Click on the Go to Page: Download Export Files, to view your export. 9. Once the export is completed, the status will update. Then click on the file name to open the export file. Page 87

88 Exporting Data from a Saved Search When you export a saved search data will be relative to the time you request the export vs. the date you saved the search. Meaning, if you select to export a document search that searches for the last 30 days it will be 30 days from the date of the export. 1. Click on the Documents menu -> Document Search ->View Saved Searches link. 2. Click on the name of the saved search would like to export. 3. Select the Export button. 4. Enter a filename and description for the export. a. Select an export type (Screen Export, Transaction Export or Full Export). 5. Select the Submit button. Your export request will be submitted. 6. Click the Go to Page: Download Export File link. Pending and completed exports are available in: Documents> Document Search > Download Export Files. Click on the Go to Page: Download Export Files, to view your export. Further Customizing the Export Template After you have done a Document Search as in the above exercise, you may want to pick and choose more fields for your report. You do that by further customizing the template. 1. Complete the Document Search as in the above exercise. 2. Enter a File Name for the Document Search Export in the File Name Field. Make it descriptive of the search. In this case the search is for just one year. It will be easier to select the proper template later with a descriptive title. 3. Enter a Description for the Document Search Export in the Description field. Note: this field is not required, but recommended, especially if you intend to make this a shared export template. 4. Select the appropriate Export Template from the drop-down list. If you want to pick and choose fields for your report, select Document Search. This will open up the Further customize this export template? checkbox. If you don t want to customize your report, click on Submit. Page 88

89 5. Click in the checkbox to select Further customize this export template? 6. Click on the button. This will open up the field selector. 7. Click in the radio button in front of All in one file. This will change your additional selection options in the export. 8. Select None or Let me choose in regard to the Custom Fields question. Note: Choosing to export all data into a single file has the potential to create a very large file. You should carefully assess the need to have the data in a single file. For our example, we will select the Let me choose option. 9. It is not required to select Form Data for this exercise. 10. Click on the Next> button. Page 89

90 11. Click in the checkboxes for each of the fields on what you want included in your export. You may need to scroll down to view all of them. For our example, you will want to select all of the checkboxes in front of Notes (Header Internal Notes, Header Notes, Line Item Internal Notes and Line Item Notes). 12. Click on the Next> button when you are done adding fields. 13. Enter the Template Name and Template Description. 14. Click in the Shared checkbox if you want to share this template with others in your department. 15. The Save Template for Later radio button defaults to Yes, but you may select no if you do not with to save. 16. Click on the Submit button. The Request Submitte popup window appears. Page 90

91 17. Click on the Go to Page: Download Export Files button to view the report. 18. The export will appear with the filename that you specified earlier and it will be in a.zip formatted file. It may be pending for a bit if it is a large amount of data being compiled by the system. When you see Completed in the Export Status column, you may open and view the file. 19. Double-click on the File Name.zip to open and view your export file. 20. Click on Open in the File Download popup window. Your browser s internet security screen may open, click on Allow to allow the file to open. 21. The export file will appear as a single.csv file. Double-click on the.csv file to open it. In this example the POData csv file is the one which has the correct data export. (Note: it s always the larger of the two files) 22. Click on File and select Save As to save this.csv file in an Excel format.xlsx file format. In this file you can view all the notes that were placed on the POs associated with the report. 23. Locate a folder or select the Desktop as a repository for your export. 24. Enter a File name for your export. 25. Click on the drop-down arrow next to Save as type: CSV 26. Click on the Save button. 27. Click on File, then Close to close your export. Page 91

92 Creating a Recurring Export from the Saved Search Page A user or approver may wish to have a saved search run automatically at certain intervals, such as weekly or monthly. This feature is beneficial for those users with repeat reporting needs. 1. Click on the Documents menu -> Document Search -> View Saved Searches link. 2. Click on the saved search you would like to export. 3. Searches that are eligible for a recurring export must have a Create Recurring button. Eligible searches have a date range of Last Week or Last Month. They also must be saved to a Personal folder in Saved Searches. 4. Click on the Create Recurring button. 5. Select Export Type: Screen Export, Transaction Export or Full Export. 6. Click on the Create button. This will be your recurring export. A saved search that is configured to have a recurring export will have a clock icon. You can delete the saved search export recurrence by selecting the Delete recurring button. 7. The following message will be present if you have successfully saved your search. Click on the Close button. 8. An permission can be turned on in your profile to let you know when the extract is ready to download. This is set up through: View My Profile->Notification Preferences->Administration & Integration->Search Result Export Confirmation. 9. A saved search that is configured to have a recurring export will have a clock icon. To view click on Documents menu -> Document Search -> View Saved Searches and click on your Personal searches. Page 92

93 Creating and Managing Recurring Exports from Recurring Exports Tab Purchasing Basics Handbook 1. Click on the Documents menu -> Document Search -> Download Export Files link. 2. Click on the Recurring Exports tab. The recurring exports display. On this screen you can: View information about the existing recurring exports. The name, description, export type and interval display by default. 3. Click the show schedule details link to view the scheduling details for each recurring export. Description the description assigned when the recurrence was created. Export Type the type of export that was created. Interval how often the export will run based on the date range in the search. Saved searches that have a date range of Last Month will run monthly. Saved searches with a date range of Last Week will run weekly. These searches include all documents for the last day of the date range. Action select the Delete recurring button to remove the recurring export. Schedule Create Date the date the recurring export was created. Schedule Expire Date the date the recurring export will expire. 4. Click the hide schedule details link to exit the information. You can create a new recurring export from a saved search by selecting the Create from saved search button. Follow the steps above to create the recurring export. You can create a new search by selecting the Create new search button. 3. Click on the Delete recurring button to delete the recurring saved search. Page 93

94 Locating and Downloading Exported Searches The purpose of this exercise is to locate and download document search exports. Note that the Export Data from a Saved Search procedure above must be completed, to be able to download an export. 1. Click on the Documents menu -> Document Search ->Download Export Files link. The Search Results Exports page will display. 2. Select the Download Exports sub-tab, if it is not highlighted. 3. If there are several exports you may want to filter them to locate the export you want to download. Select Click to filter exports. Start Date End Date Enter a date range that the export was requested. Show Company Exports If you have permission only to view your own exports, this checkbox will not be available. Show Completed Exports Only selecting this checkbox will remove any pending exports. 4. You can also sort your exports by the column headers: File Name the filename assigned when the export was created. Description the description entered when the export was created. Request Date/Time the date/time the export was submitted. Expiration Date the date the export will expire. Export File Size the size of the export file. Export Status Completed or Pending. 5. Click the File Name which is a.zip file. 6. Select to Open or Save the file. 7. The download can then be opened in Microsoft Excel by clicking on the.csv file. (Note: it s always the larger of the two files) Page 94

95 8. If you do reports out of SDezBuy, the Prepared For user will now be displayed as the Owner on the Full PR Export spreadsheet. Four columns will be incorporated into the PR export file layout. The column titles will be: Owner: Username, Owner: First Name, Owner: Last Name and Owner: When you have downloaded the file, you can choose to remove it from the exports. Select the checkbox to the right of the export then click the Remove Selected button above the export list. To Review Your Templates 1. Click on the Documents menu in the Main Menu. 2. Click on Search Documents under the Document Search header. 3. Click on Create and Manage Export Templates under the Document Search header. 4. Edit an existing template or create a new template for Purchase Orders. The 4 new fields will now display as options for you to add in your custom export template. 5. For our example, select the A to Z Travel Planners Last Year in the My Templates section of the Export Templates. We also want to locate and review Internal and External Notes. Page 95

96 6. At this point, you can edit, copy, delete or unshare your existing template. Maybe you want to remove or add some other fields to the template for different results. 7. Click on the Edit option in the drop-down menu on the right. 8. Click in All in one file and Let me choose. 9. Click the Next button. Page 96

97 10. Type notes in the Search field. Only those fields pertaining to notes will then be displayed. 11. Click in the checkboxes of those notes that you wish to appear in your report. 12. Click on the Next button. 13. Name and Save your customized export (something different than your previous name, if you have made changes). 14. Click on the Save button. Page 97

98 15. Click on the Yes button. Logging Out of SDezBuy Log out can be performed from any screen in SDezBuy. 1. Click on your name in the User Menu in the top banner. 2. Click on the Logout link. Page 98

99 Lesson 6: Document History in Banner FOIDOCH is a form in Banner that displays the processing history of purchasing and payment documents. It identifies related documents and provides the status of all documents in the processing path for the specific document that the user selects. FOIDOCH requires you to input the document type and the document code to be viewed. FOIDOCH displays related document numbers for Requisitions (prior to ), Purchase Orders, Invoices, Checks, Returns, Receipts, Asset Tags and Asset Adjustments. Document Type is the type of document you want to look up. If you do not know the document type, click on the Search button. This takes you to the Document Type List window. Commonly used Document Types related to purchasing documents are listed below along with the corresponding Document Code screen. If you do not know the document code, click on the Search button. This takes you to the respective window determined by the selection made in the Document Type field. TYPE Description Document Code Window REQ Requisition Requisition Validation Form (FPIRQST) PO Purchase Order Purchase Order Validation Form (FPIPOHD) INV Invoice Invoice/Credit Memo List Form (FAIINVL) CHK Check Disbursement Check Number Validation Form (FTICHKS) RCV Receiving Documents Receiver/Packing Slips Validation Form (FPIPKSL) RTN Returns Returned Goods Validation List Form (FPIRTRN) FAS Fixed Asset Fixed Asset List Form (FFIFALV) FAA Fixed Asset Accounting Adjustments Fixed Asset Adjustments List Form (FFIADJL) An example of how you would use FOIDOCH follows. Let s say that you submitted a requisition in SDezBuy and received partial shipment of the order. Later you want to view that receiving document before receiving the remainder. 1. Access the SNAP portal. 2. Click on the Finance tab. 3. Click on Banner General Menu. 4. Type FOIDOCH in the Go To field on the General Menu screen. Hit enter. This will take you to the Document History screen. 5. Type PO in the Document Type box. 6. Tab and type the PO number in the Document Code field. (example P ) 7. Click on Next Block. 8. FOIDOCH reveals the purchase order, receiving document number, invoice and check associated with this PO. If there had been a Return or an Asset Tag with this PO, it would appear here as well. A purchase order Status of A indicates the document is approved. Available Status Indicators are: A-Approved C-Completed P-Paid R-Receipt Required S-Suspended O-Open X-Cancelled V-Void H-Hold T-Tagged Permanently Page 99

100 9. To view a document found on FOIDOCH, highlight the document number with your mouse, click on Options in the menu bar and select the appropriate inquiry screen for the document type. For example, if the Receiving Document number is highlighted, click on Options. 10. From the Options drop-down list select Receiver Information (FPIRCVD) which is a query screen. Users cannot make changes to a form during query mode. 11. Click on Next Block. (May need to be performed several times to view all line receiving information). 12. After reviewing the receiving information, click on the X in the navigation menu to return to the FOIDOCH screen. 13. View the other documents using the same procedure. All documents are accessed in a query mode. Note that there have been no Returns, Fixed Asset tags or adjustments associated with the above PO. Page 100

101 Lesson 7: Receiving and Return Process The final step in the procurement process is to pay the supplier for the items purchased. The supplier invoice is routed to SDSU Accounts Payable Shared Services (APSS) for entry in Banner and for the check to be issued. Before the check is issued, a matching process must take place to ensure what was ordered matches what is being invoiced and what was received. This is called a three-way match process and payment cannot be made until the invoice, purchase order and receiving all match. In most cases, we have thirty days after the item(s) is physically received to make payment to the vendor. Payments beyond thirty days can result in late fees. Payments should not be delayed if the equipment has been received. Arrangements can be made with the accounting and purchasing offices to partially prepay an invoice in the event that equipment must be set up and tested. Manufacturer s warranty will cover defects with the equipment in the event it does not function properly. Banner screen FPARCVD is used to receipt in orders. A Receipt Required Reminder is ed twice per week on Mondays and Thursdays at 10:00am. Please keep in mind that if you are receiving a reminder, it is because there is an invoice present in Banner and the items pertaining to that invoice have not been receipted in or it may also be due to an error in the receipt that you have entered. If you receive the , please take it upon yourself to investigate why you have received it. By providing these reminders twice per week, we hope to help APSS process payments in a timely and efficient manner. The table shows fields and check boxes you should know when completing the procedure that follows. Field or Check box Date Received Received By Receive Items and Adjust Items Description The Date Received field displays the system date. You can override it. SCT Banner controls the Received By field and enters the document creator s User ID upon completion. The radio buttons allow you to process an original receiving document or an adjustment to an existing receipt transaction. An adjustment is basically a negative receiver, and allows you to correct or update completed receipt documents. Receiving Complete Orders Follow these steps to process the receiving on a purchase order after all the items on the purchase order have been physically received at the shipping location as designated on the purchase order. 1. Access the Banner General Menu from the Snap portal, Finance tab. 2. On the General Menu screen type FPARCVD in the Go To field. Hit enter. This will take you to the Receiving Goods (FPARCVD) screen. Page 101

102 3. Type NEXT in the Receiver Document Code field to allow the system to generate a number or click the Search icon to select an incomplete document from a previous receiving session. 4. Click on Next Block. The Receiver Document Code field will automatically populate with a system generated number. This will take you to the Receiving Header section of FPARCVD. 5. Tab through the Receiving Method field and the Carrier field until you get to Date Received. The Date Received field will populate with today s date. To choose a different date, click on the calendar icon and choose the appropriate date. 6. The Received By: field auto-populates with the requestor s user name. 7. Click on Options in the menu bar and select View Receiving Text (FOATEXT) from the drop-down list if you would like to enter or modify text associated with a receiver document. (Optional) 8. When completed, click the Save icon. The line numbers will populate, 9. Click the X icon in the upper right corner of the menu bar to Exit the General Text Entry screen. 10. Select Yes from the Banner popup window to save the text you have entered. 11. Click the OK button of the Forms popup window which will take you back to the Receiving Goods FPARCVD screen to complete entry. a. Note: A checkmark in the Text Exists field indicates that receiving text exists. 12. Click on Next Block to access the Packing Slip block. 13. Enter the packing slip number in the Packing Slip field. a. The packing slip number is generally found on the packing slip that is attached to the packing box or it may be inside the packing box. If the vendor does not provide a packing slip, it is ok to use the words NO SLIP or other fictitious verbiage or alpha-numeric code. Page 102

103 b. You may click on the Search button to select an existing receiver document and packing slip code from the Receiver/Packing Slips List window. c. Click on Options in the menu bar and select View Packing Slip Text (FOATEXT) from the dropdown list if you would like to enter or modify text associated with a receiver document. (Optional) 14. Leave the Bill of Lading field blank. 15. Click on Next Block to access the Purchase Order block. 16. Enter the Purchase Order number of the PO for which you are doing the receiving, in the Purchase Order: field or click the Search icon to select the completed Purchase Order. Then hit the Tab key. a. The Buyer and Vendor fields are automatically populated from the purchase order. 17. Tab to the Receive Items radio button and verify that it is selected with a black dot. 18. Click on Options in the menu bar. Page 103

104 19. Select the Receive All Purchase Order Items from the drop-down menu. a. Note: This option is not available if there are already receiving documents against the selected purchase order. If this is the case, the message, One or more items on this PO have already been received. Use select items. It will then be necessary to click on Options again and choose Select Purchase Order Items from the drop-down menu. (See Receiving Partial Orders in the next section of this handbook). 20. Click on Next Block. This will take you to the Commodity screen. a. The commodity information defaults from the purchase order. b. The Receiver Document Code, Packing Slip number, PO number, and Vendor information have defaulted from the Receiving Goods screen information. 21. Tab to the Final Received checkbox and if all items have been physically received, leave the checkbox checked. This checkbox indicates this receiver document is intended to be the final receiving entered against the referenced PO. This indicator is carried forward and displayed on the invoice form FAAINVE for AP to view. 22. Review the data in the Quantity Received To Date and the Quantity Received Current columns. 23. Tab to the U/M field. The Unit of Measure default value comes from the purchase order. If the Unit of Measure for the goods being received is different than that of the purchase order, enter the received unit of measure. a. Click on the Search button to scroll through the Unit of Measure List, if a UOM other than the PO value is needed. 24. Tab multiple times until you return to the Item number and then down arrow to the next item, then repeat your review. Page 104

105 25. Click on the Next Block icon in the menu bar. 26. Click on Complete button to complete the receiving document. Once you complete the receiving document, the Banner Document History Screen FOIDOCH will update with a C for the status of the receiving document number. In addition, you cannot make further changes to this Receiving Document once it is completed. The Adjust Items functionality enters receiver information into the systems as a negative transaction to allow for correction of previously received quantities. 27. Click the Exit icon to return to the Banner Go To menu. Receiving Partial Orders Receiving a Line or Part of a Line There may be times when the supplier doesn t have all the items on your purchase order in stock or at one location, so multiple shipments for the same order will occur. So that part of the order needs to be received-in using the Banner Receiving Goods Screen (FPARCVD). The supplier will generally provide a packing slip with the order, either inside or on the outside of the box. The supplier should indicate on the packing slip that the remaining items are on back order. This is usually indicated with the abbreviation (BO), if that is the case. For our example, we will receive parts of several lines of a multiple line purchase order. Perform steps 1-17 from Receiving Complete Orders process above 19. Click on Options from the menu at the top of the screen. 20. From the drop-down menu click on Select Purchase Order Items (FPCRCVP). The Receiving Goods Page 105

106 PO Item Selection screen will appear with the items listed from the purchase order. 21. Double Click in the Add Item box for each of the item(s) that are being received at this time. 22. Click on the Save icon in the menu bar. 23. Click on the X in the upper right corner of the menu bar to Exit the Receiving Goods PO Item Selection screen. Respond Yes to the Close this form question in the Forms popup window. This takes you back to the Receiving Goods screen. 24. Click on the Next Block icon in the menu bar. This will take you to the Commodity screen. The commodity information defaults from the purchase order. All the line items you have chosen in the previous step are populated on this screen. Note that the Receiver Document Code, PO number, packing slip number and the supplier have defaulted from the information on the Receiving Goods screen. 25. On the Commodity screen, tab through the Item, Description and FOB Code. If you are receiving all the quantity for any line, it is best to click in the Final Received checkbox for each line. If you click in this checkbox, you will not be able to receive more for the line. This indicator is carried forward and displayed on the invoice form for Accounts Payable to view. 26. Tab to the Quantity Received Current field and type the quantity received. 27. Tab to the U/M field. The unit of measure defaults from the purchase order for the commodity. 28. Tab multiple times until you return to the Item number field. 29. To receive the next line item, you can either click the Next Record button in the menu bar or click on the down-arrow on your keyboard. 30. Tab to Final Received and click in the checkbox. You would only select this checkbox if you are Page 106

107 receiving all of the quantity for that line. 31. Tab to the Current Quantity Received field and enter the quantity. In our example we want to receive all of this line since we checked the Final Received checkbox. 32. Tab to the U-slash-M field. The Unit of Measure from the purchase order is displayed with the commodity. If you need to change the Unit of Measure, click on the search button next to the displayed Unit of measure and scroll through the options, but change only if necessary. In our example EA is displayed, which is an abbreviation for EACH. 33. Since this is the last line item we will be receiving at this time, click on Options in the menu bar and select Access Completion from the drop-down list. Alternatively, you can click on Next Block in the menu bar. It will also open the Completion window. 34. Click on the Complete button to complete the receiving document. No further changes can be made to this receiving document once the Complete button is selected. The remaining items or lines will be received at a later date starting a new receiving document on the FPARCVD screen using NEXT as the Receiver Document Code and using the Select Purchase Order Items option until all items on the PO have been received. 35. Click on the X in the upper right corner of the menu bar to Exit the Receiving Goods screen and return to the Banner Go To menu. Page 107

108 Receiving Adjustments If you need to make adjustments for a miscount or mistake, you can create a new Receiver Document using the same packing slip and purchase order used previously. Follow these steps to enter a receipt adjustment. 1. On the General Menu screen type FPARCVD in the Go To box. Hit enter. This will take you to the Receiving Goods Form (FPARCVD) screen. 2. Type Next in the Receiver Document Code field to allow the system to generate number or click the Search icon to have the system select an incomplete document. 3. Click on Next Block. Skip the Receiving Method field and Carrier field. 4. Tab to the Date Received field which has auto-populated with today s date. If it is necessary to change the date received, click on the calendar next to the field and choose the appropriate date. 5. Click on the Options menu and select View Receiving Text to create or modify text associated with a receiving document, and use the General Text Entry Form (FOATEXT) to enter text. This is a good area to enter information as to why receiving adjustments are being performed. 6. When completed, click the Save icon. 7. Click the Exit icon. a. A checkmark in the Text Exists field indicates that receiving text exists. 8. Click on Next Block and enter the packing slip number. Since you are doing an adjustment of a previous receiving document you can use the same packing slip number. If you don t remember it, you can click on the Search button and search for it. In the Find field, type the PO number after the % symbol, then click on the Find button. The packing slip number will populate the Packing Slip field. 9. Leave the Bill of Lading field blank. 10. Click on Next Block to access the Purchase Order block. 11. Enter the Purchase Order number in the Purchase Order. Then hit the Tab key. a. The Buyer and Vendor fields are automatically populated from the purchase order. 12. Click in the radio button next to Adjust Items. Page 108

109 13. Click on Options in the menu bar and select Select Purchase Order Items. a. This will take you to the Receiving Goods PO Item Selection screen (FPCRCVP). 14. Click on Next Block. 15. Click the Add Item check box for the Items/Commodities that need to be adjusted. 16. Click the Save icon. 17. Click the Exit icon and click on Yes to close the form. This will take you back to the FPARCVD screen. 18. Click on Next Block. 19. For a regular purchase order, tab to the Adjustment Quantity Received field and enter the quantity of goods adjusted for this item. a. The adjustment must be a negative quantity, such as Tab to the U/M Unit of Measure field. The U/M field from the purchase order is displayed with the commodity. 21. Click on Next Block. Alternatively, click on Options and select Access Completion. 22. Click Complete to complete the receiving document. a. Once you complete the document, the Receiver Document number will be displayed on the Auto-Hint Help line and the cursor will rollback to the FPARCVD screen to allow you to enter another receiver. b. No further changes can be made to this receiver document (Y ). If further changes are necessary, enter a new receiver document referencing the same packing slip and purchase order. FPIRCVD screen in Banner can be used to query any/all receiving documents when you have a receiving document number. You can find a receiving document number of a PO by going to FOIDOCH and entering PO in the Document Type and the PO number in the Document Code and then clicking on Next Block. If you wish to maintain this data in your records but do not wish to complete and post the receipt at this time, select In Process. You can access this information again using the identical receiver document code. Page 109

110 Returning Purchased Goods There are times when items that have been ordered need to be returned to the supplier. Be sure to call the supplier when returning items, to receive an RMA number. Generally, the RMA number is written on the outside of the box that is being sent back to the supplier. Follow all supplier instructions for the return to go smoothly. It is best to go to the FOIDOCH screen in Banner to see if there is an invoice present before knowing how to proceed on the return. There are multiple scenarios that could take place. If you have not done the receiving in Banner when you have determined that item(s) need to be returned, then hold off on the receiving until the credit memo has been received. You may proceed with receiving only those items you are keeping. Then, when the credit is issued and APSS receives the invoice and credit, both should process as the credit will take care of the item that was not receipted in. If you have already completed the receiving in Banner and there is no invoice present, then you have two options: do an adjustment in Banner on the FPARCVD screen, subtracting the item(s) from the previously received or use the FPARTRN return process to prevent the three-way match in Banner and prevent the payment process, should an invoice arrive. If you have already completed the receiving in Banner and there IS an invoice present, but has not yet been paid, you would need to contact APSS in Brookings to ask them remove the invoice to prevent payment so then you can follow through with working with the supplier on the return. You would not have to do the FPARTRN process, but it would be safer if you did. However, if there was an invoice in Banner before the receiving was completed, then performing the receiving would create the three-way match required to pay the supplier. In this scenario, the credit would come and your index would be credited. The Returned Goods Form (FPARTRN) is used to identify returned goods for items ordered with a regular purchase order. Note: You cannot issue a return against a purchase order which has not yet been received. You will receive an error message if you attempt to do so. Note: Both the Returned Goods form (FPARTRN) and an adjustment entered on the Receiving Goods Form (FPARCVD) update the Accepted field in the Invoice/Credit Memo Form (FAAINVE). Do not enter the same return in both forms. Another Note: If you are returning items from an Amazon.com order, please contact your campus purchasing office, if you are not familiar with the process. 1. On the General Menu screen type FPARTRN in the Go To box. Hit enter. This will take you to the Returned Goods Form. 2. Type Next in the Return Code field. 3. Tab to the Purchase Order Code field. 4. Enter the Purchase Order number that the goods have been received on. 5. Click on Next Block. The vendor and address information will auto-populate from the purchase order. 6. Select a different vendor address using the Sequence Number search button, if necessary. 7. Skip Carrier and Bill of Lading. 8. Click on Next Block or click on Options and select Returned Goods Information. This will take you to the Returned Goods screen. Page 110

111 9. Enter the purchase order line item number to be returned in the Item field, then Tab. The item information auto-populates from the purchase order. 10. Tab to the Reason field and enter the reason code for this return or click on the Search icon and select the return reason from the available options. 11. Enter the quantity returned for this item in the Quantity Returned field. Note: The system updates the Quantity To-Date Returned when the return document is saved. The Quantity to-date Received-Rejected field shows information from data entry on the Receiving Goods Form (FPARCVD). 12. Click on Save. 13. Click on Exit to exit this form. 14. To view what has been received on this order, go to the FOIDOCH screen, type PO in the Document Type field and the PO number in the Document Code field. Note: you can see a Return number beginning with a T on the FOIDOCH screen Page 111

112 15. Click on Next Block. 16. Then highlight the Receiver number to select it. 17. Next, click on Options in the menu bar and select the Receiver Information (FPIRCVD) option. 18. Once on the FPIRCVD screen, click on Next Block to view more detail pertaining to this Receiver number. 19. Click on Next Block again and this screen reveals that 1 of the 1 items order were received and 1 item was returned. This order is ready for the invoice step in the order process. 20. You may log off by clicking the X in the upper right corner of the screens in Banner. 21. Click on the Yes button in the window to exit this Banner session. Page 112

113 Lesson 8: Open Encumbrances and Incomplete Receiving Reviewing Open Encumbrances using FGIOENC Departments must review all open encumbrances posted against department funds to determine if they remain legitimate expenses. Banner form FGIOENC may be used to review current encumbrances for purchase orders, general encumbrances and requisitions. 1. Enter FGIOENC in the Go To field on the Banner General Menu. S should default in the Chart field and current year should default in the Fiscal Year field. 2. Enter the Index code OR Organization and Fund code to review the current encumbrances. 3. Click on Next Block to view a list of open encumbrances for the entered code. 4. Select or highlight a line by clicking on the encumbrance number in the encumbrance field. 5. Click on Options in the menu bar and select Query Detail Encumbrance Info (FGIENCD) to obtain more detailed encumbrance information for the PO. Page 113

114 6. The Detail Encumbrance Activity (FGIENCD) screen provides more detailed encumbrance information for each line and sequence of the PO including the original encumbrance, liquidation, current balance and also the transactions that have taken place to date. In addition, the status of each line is listed as either O for open or C for closed. If a line is open, the status at the header will be O as well. In this example, there is currently an encumbrance of $74.00 on Item 1 Sequence 1. Note: An item can have multiple sequences if there are multiple indexes for that item or if a change order has been done to that item. 7. Click on Next Record or the down arrow on the keyboard to scroll to the next sequence for that item or the next item number, if there is one. 8. Exit the screen and return to FGIOENC by clicking on the X exit button. 9. To pull the open encumbrance list into an MS Excel spreadsheet: Page 114

115 a. Go to the Help menu. b. While holding down the Ctrl key, click on Extract Data No Key. You will get a popup window. Release the Ctrl key and click on the Open button in the popup window to open the.csv file. 10. Save the.csv file to an Excel format by selecting Save As and selecting.xls format from the dropdown menu. The spreadsheet can then be used to track progress and can be printed. Page 115

116 Open Encumbrances using FGIBDST Banner form FGIBDST may also be used to view encumbrance information. The Organization Budget Status Form (FGIBDST) enables you to view an online query of the budget availability by organization code. 1. Enter FGIBDST in the Go To field on the Banner General Menu. S should default in the Chart field and current year should default in the Fiscal Year field. 2. Enter the Index code OR Organization and Fund code to review the current encumbrances. Note: Adding an Account Code will provide a more detailed report based on that Account. 3. Tab to allow the Org, Fund and Program to populate. 3. Click on Next Block to view a list of open encumbrances for the selected code. 4. Select or highlight a line by clicking on the encumbrance number in the encumbrance field. 5. Click on Options in the menu bar and select Transaction Detail Information FGITRND to obtain more detailed information for each encumbrance. 6. The Detail Transaction Activity (FGITRND) screen provides more detailed information for each encumbrance. Note: If you have encumbrances that need to be canceled or deleted, please provide Purchasing with a list that includes the purchase order, requisition or general encumbrance number; index code; and the encumbrance amount to be deleted. Page 116

117 Incomplete Documents using FZRIDOC Users may also view incomplete documents by running Banner report FZRIDOC. Incomplete documents should be investigated, then either completed or deleted. See: Removing Incomplete Receiving Documents for the step-by-step procedure for removing incomplete documents. 1. Enter FZRIDOC in the Go To field on the Banner General Menu. 2. Click on Next Block to move to the Printer Control block. 3. Type DATABASE or database in the printer field in the Printer Control block. 4. Click on Next Block to move to enter report parameters. 5. Enter Y in the Values field next to each value or values that apply or the user can enter a Y in the value field next to Include All Document Types. Note: it is rare to use All Doc Types and may result in a massive report. 6. Enter your User ID in the Value field under each Y Value entered. 7. Click on Next Block to go to the Submission block. 8. Click on the Submit radio button and then click on the Save icon at the top of the screen. Page 117

118 9. Click on Options in the menu bar. 10. Select Review Output [GJIREVO] from the drop-down list. 11. Double click in the File Name field and click on the fzridoc_xxxxx.lis file to select or highlight it. 12. Click on the OK button. Page 118

119 13. This report displays a list of all incomplete documents for your User ID. 14. You may download the information by clicking on Options in the menu bar. 15. Select Show Document (Save and Print File) This will download the information to a web file which can then be saved to a text file. 16. Click on Yes. Page 119

120 17. Click on File and select Save As and select a folder where you keep your documents or build a new folder. 18. Give the file a name and save as type: *.txt file. 19. Click on Save and Close. 20. Open MS Excel. 21. File, Open and find the file you save to a folder. 22. Change files of type to text files *.txt 23. Select the file from the appropriate folder where you saved the file. 24. Click on the Next button at the bottom of the screen. You can add columns by clicking between separations. 25. Click on Finish and work with your report in a spreadsheet format. Click between normal separations to create spreadsheet columns Incomplete documents should be investigated, then either completed or deleted. See: Removing Incomplete Receiving Documents for the step-by-step procedure for removing incomplete documents. Page 120

121 Removing Incomplete Receiving Documents If you find that there are incomplete receiving documents for a purchase order (which will be the case if there is no letter in the status box on the FOIDOCH screen), then you can either complete them or remove them. Complete them following the preceding steps. Follow these steps to remove them if they are incorrect. 1. On the General Menu screen type FOIDOCH in the Go To box. Hit enter. This will take you to the Document History screen. 2. On the Document History screen type PO in the Document Type box and tab to the Document Code box. 3. In the Document Code box type the PO #, then click on Next Block. The Document History screen will populate with the information Banner has about the PO you have requested. 4. In the Receiver box there will be one or more incomplete receiving documents (i.e. nothing in the status box next to the receiving document). 5. Write down the receiving document number for the incomplete receiving document. 6. Click the X button to exit the FOIDOCH screen. 7. On the General Menu screen type FPARCVD in the Go To box. Hit enter. This will take you to the Receiving Goods screen. 8. Type in the receiving document number you wish to cancel. Click Next Block once. The Receiving Goods screen will populate with the information Banner has about this receiving document. 9. With the curser in the Receiving Header box, click on Record in the menu bar, then select Remove. Do this process twice. Banner should note at the bottom of the screen that the receiving document has been deleted. 10. Once the incomplete receiving documents have been removed, you can begin the receiving process over again. Page 121

122 Invoices Awaiting Receiver Banner users will receive notifications when an invoice is posted in the system for a specific PO and the receiving has not yet been completed for that PO. This serves as a flag to complete the receiving process. In addition, Banner users should run the Invoices Awaiting Receiver report (FZRIREC) for their Organization Code which will provide a list of PO s where the same condition exists. This report helps the requestor to determine if invoices have been posted to purchase orders and the receiving document has not been completed. If a requestor has an incomplete receiving document, the PO number will appear on this list. 1. Access the FZRIREC screen from the Banner General Menu. 2. Click on Next Block. 3. Enter DATABASE or database in the Printer field in the Printer Control section. 4. Click on Next Block. 5. Enter your Organization Code in the Values field next to Organization Code. 6. Click on Next Block to go to the Submission block. 7. Click on the Submit radio button and then click on the Save icon at the top of the screen. Page 122

123 8. Click on Options in the menu bar. 9. Select Review Output (GJIREVO) from the drop-down list. 10. Double click in the File Name field and click on the fzridoc_xxxxx.lis to select or highlight it. 11. Click on the OK button. 12. This report displays a list of all PO s for your User ID that have invoices in the system and the receiving has not been completed. You may download the information by choosing Show Document (Save and Print File) from the Options menu. This will download the information to a web file which can then be saved to a text file. It can also be printed from this screen. Page 123

124 Invoices and Payment FOIDOCH is used to locate detailed information on invoices and checks associated with purchase orders. This is a short lesson on locating and viewing invoices and locating check information for a specified PO in Banner. You will have received a PO number from either SDezBuy or from an ed Receipt Required Reminder sent to you as the Requestor on the order. 1. Access the SNAP portal. 2. Click on the Finance tab. 3. Click on Banner General Menu. 4. Type FOIDOCH in the Go To field on the General Menu screen. Hit enter. This will take you to the Document History screen. 5. Type PO in the Document Type box. 6. Tab and type the PO number in the Document Code field. (example P ) 7. Click on Next Block. FOIDOCH reveals the purchase order, receiving document numbers, invoices and checks associated with this PO. To view the actual invoice(s) associated with this PO, you must have the Xtender software installed on the computer you are using for this process. To view the invoice, you would highlight the invoice number and then click on the Xtender icon in the menu bar. 1. Click and drag your mouse across the Invoice number or the check number to highlight it. 2. Click on Options the menu bar at the top of the screen. Page 124

125 3. Select Invoice Information (FAIINVE) from the drop-down list under Options. This is an Invoice query screen. If you had highlighted the check number, select Check Payment History (FAICHKH) from the drop-down list. 4. Click on Next Block. To see the detail on an invoice, Banner will take you to FAIINVE. To see the detail of a check, Banner will take you to FAICHKH. This is the detail of an invoice 5. For more detail on an invoice, click on Next Block. Banner takes you to the Commodity Informtion screen of FAIINVE. It provides line item detail. You can use your down arrow to view lines 2, 3, 4 Page 125

126 6. Another Next Block takes you to the Accounting Amounts screen of FAIINVE. This screen provides detain in regard to the FOAPAL used for each line of the PO. 7. Next Block again takes you to the Balancing/Completion screen of FAIINVE. The Header, Commodity and Accounting totals must be equal/balanced. If you need help with any of these screens, click on Help in the menu bar and select Online Help. To view check detail from the FOIDOCH screen: 1. Highlight the check number. 2. Select Check Payment History (FAICHKH) from the Options drop-down list. 3. Enter SS in the Bank: field. 4. Click on Next Block. Vendor Number, Vendor Name, Check Date, Check Type, Check Amount and the internal document number and the vendor invoice code area displayed. 5. By clicking on each document number, you can see all vendor invoices that have been paid under that document number. This is the detail of a check 6. Click on Options in the menu bar and select Document Inquiry (FAIINVE) from the drop-down list. Page 126

127 7. You can also view the invoice by highlighting the Document Number and clicking on the Xtender icon in the menu bar. For more detailed information on Banner invoices and payment, please contact your campus Accounting Department. Page 127

Version Number 14.3 Updated 1/26/2015

Version Number 14.3 Updated 1/26/2015 Purchasing South Dakota Board of Regents Human Resources/Finance Information Systems Version Number 14.3 Updated 1/26/2015 Page 1 Table of Contents Welcome 3 Overview 3 Intended Audience 3 Documentation

More information

Requisitioner Training Manual

Requisitioner Training Manual Requisitioner Training Manual Larry McWilliams Procurement Department lmcwilli@kent.edu Revised December 2018 0 Introduction The purpose of this training guide is to familiarize the user with FlashCart,

More information

Online Requesting and Receiving. Training Manual

Online Requesting and Receiving. Training Manual Online Requesting and Receiving Training Manual 1 Table of Contents Introduction 3 Logging In.3 Creating a Profile...3 Modifying a Ship to Address...3 FOAPAL and Commodity Codes 3 Code Favorites...3 Understanding

More information

Overview of HoundMart eprocurement Module and Benefits

Overview of HoundMart eprocurement Module and Benefits Contents Overview of HoundMart eprocurement Module and Benefits... 1 Purpose of this Guide... 1 Access HoundMart Application... 2 HoundMart Home Page Overview... 3 Shop using Hosted Catalog... 4 Notification

More information

buylu Purchasing Manual Published by: Finance Infrastructure February 2019 buylu Manual v

buylu Purchasing Manual Published by: Finance Infrastructure February 2019 buylu Manual v buylu Purchasing Manual Published by: Finance Infrastructure February 2019 buylu Manual v06.07-18 1 Table of Contents I. Overview of buylu Process... 6 II. Creating and Managing Your User Profile... 6

More information

buylu Purchasing Manual Published by: Finance Infrastructure April 2018 buylu Manual v

buylu Purchasing Manual Published by: Finance Infrastructure April 2018 buylu Manual v buylu Purchasing Manual Published by: Finance Infrastructure April 2018 buylu Manual v05.02-18 1 Table of Contents I. Overview of buylu Process... 6 II. Creating and Managing Your User Profile... 6 III.

More information

BUYWAYS Shopping Created on 9/26/2014 4:22:00 PM

BUYWAYS Shopping Created on 9/26/2014 4:22:00 PM Created on 9/26/2014 4:22:00 PM Table of Contents... 1 Fundamentals... 1 Understanding the BuyWays Process... 1 Understanding BuyWays Roles... 3 Understanding BuyWays Terminology... 5 Understanding BuyWays

More information

Banner 9 Training Guide

Banner 9 Training Guide South Dakota Board of Regents Student Information System/Financial Aid Human Resources/Finance Information System Banner 9 Training Guide Date 9/26/2018 This training assumes that the user has completed

More information

South Dakota Board of Regents Human Resources/Finance Information Systems. Fastenal Punchout Training Guide Version Number 2.

South Dakota Board of Regents Human Resources/Finance Information Systems. Fastenal Punchout Training Guide Version Number 2. South Dakota Board of Regents Human Resources/Finance Information Systems Version Number 2.0 Date: 2/4/2015 Table of Contents Purchasing Page Introduction 2 Overview 2 Intended Audience 2 Documentation

More information

Mustang Market Requisitioner Guide

Mustang Market Requisitioner Guide Mustang Market Requisitioner Guide Western Financial Services Contents Overview... 4 Introduction... 4 Objectives of this guide... 4 How to use this guide... 4 Where to go for additional support... 4 Mustang

More information

Mustang Market Approver Guide

Mustang Market Approver Guide Mustang Market Approver Guide Western Financial Services Contents Overview... 3 Introduction... 3 Objectives of this guide... 3 How to use this guide... 3 Where to go for additional support... 3 Mustang

More information

Requester Quick Reference

Requester Quick Reference Accessing BearBuy 1. Log into MyAccess and select the BearBuy link. a. By default, you will be directed to the Shopping Homepage, unless you set your homepage to a different BearBuy page. b. If you are

More information

Commodity Code Functionality

Commodity Code Functionality Purchasing South Dakota Board of Regents Human Resources/Finance Information Systems Commodity Code Functionality Version Number 15.3 New 3/21/2016 Page 1 Commodity Code Functionality Purchasing Introduction

More information

Goddess Purchasing Portal Quick Reference Guide. Welcome to the Goddess Purchasing Portal!

Goddess Purchasing Portal Quick Reference Guide. Welcome to the Goddess Purchasing Portal! Goddess Purchasing Portal Quick Reference Guide Welcome to the Goddess Purchasing Portal! URL http://www.goddessproductsinc.com/arkansas.html Login Password Your HSU Email Addres Welcome1 (case sensitive)

More information

Quick Reference Guide

Quick Reference Guide [Type text] North Carolina A&T State University Quick Reference Guide 08/20/2012 VERSION 5 NorthNN TABLE OF CONTENTS I. Navigation Information...4 A. Navigation Tabs 4 1. Home/Shop 4 2. Favorites 4 3.

More information

MMP QUICK REFERENCE Table of Content

MMP QUICK REFERENCE Table of Content MMP QUICK REFERENCE Table of Content Glossary.. 2 Accessing MMP... 3 Personalize Your Shopping Profile.. 4 Quick Steps for Creating Shopping Carts & Adding Products Creating and Renaming a Cart.. 4 Adding

More information

Cart & Assign. 6. Enter an optional Note to the Assignee and click the Assign button.

Cart & Assign. 6. Enter an optional Note to the Assignee and click the Assign button. Revised 11/18/13 Cart & Assign Modify The Shopping Cart You may Unassign the shopping cart only until the Requester has submitted it. 1. Click the Shop icon, hover over My Carts And Orders, and click View

More information

People. Processes. Integrating Globally.

People. Processes. Integrating Globally. People. Processes. Integrating Globally. Course: isupplier for Suppliers Table of Contents Table of Contents Course Introduction...4 L1: Vendor Registration... 6 Register for isupplier using SteelTrack

More information

i. Shipping Address 6

i. Shipping Address 6 USER GUIDE USER GUIDE Table of Contents I. Accessing the System II. System Functions 4 a. User Rolls 4 b. Profile Setup 6 i. Shipping Address 6 ii. Billing Address 9 iii. E-Mail Preferences iv. Funding

More information

CUBuyplusR. Browser s Guide

CUBuyplusR. Browser s Guide CUBuyplusR Browser s Guide This guide will review how to search for products and add them to your cart. In addition, the procedure for generating a purchase request will be outlined as well as tracking

More information

SunRISE. HigherMarketsTraining

SunRISE. HigherMarketsTraining SunRISE HigherMarketsTraining 1 March 29, 2007 Table of Contents SunRISE HigherMarketsTraining... 1 Introduction... 4 Module 1: The Basics... 4 Navigating... 4 Profile Update... 5 Exercise 1: Updating

More information

Welcome to the Goddess Purchasing Portal!

Welcome to the Goddess Purchasing Portal! Goddess Purchasing Portal Quick Reference Guide Welcome to the Goddess Purchasing Portal! URL http://www.goddessproductsinc.com/arkansas.html Login Password Your State of Arkansas Email Address Welcome1

More information

User Manual. Version 4

User Manual. Version 4 usource User Manual Version 4 INTRODUCTION 4 Accessing usource 5 User Roles 6 User Profile 8 Searching for Documents 16 Bookmarks and Keyboard Shortcuts 20 SHOPPER 21 Basic Shopping 22 Sharing a Shopping

More information

Office of Shared Information Services. eshop for Shoppers Training Manual

Office of Shared Information Services. eshop for Shoppers Training Manual Office of Shared Information Services eshop for Shoppers Training Manual Table of Contents Overview... 2 Accessing eshop... 2 Navigation... 3 Creating a Cart... 3 Ordering from a Punch-Out Catalog... 4

More information

SelectSite/HigherMarkets. Requisitioner Handbook

SelectSite/HigherMarkets. Requisitioner Handbook SelectSite/HigherMarkets Requisitioner Handbook SELECTSITE / HIGHERMARKETS R E Q U I S I T I O N E R H A N D B O O K M A R C H 2 0 0 9 P R O D U C T V E R S I O N : S E L E C T S I T E 9. 1 H A N D B O

More information

Navigating BearBuy Quick Reference

Navigating BearBuy Quick Reference 1. UC BearBuy Logo 2. User Information 8. Quick Menu 4. Action Items 6. Cart Summary 9. Navigation Menu 10. Shop at the Top 3. My Bookmarks 5. Notifications 7. Quick Search 11. BearBuy News 12. Punch outs

More information

Shopper Guide v.3: 3/23/16

Shopper Guide v.3: 3/23/16 Shopper Guide v.3: 3/23/16 SMARTOCI: ADMINISTRATOR Table of Contents 1) Getting Started...4 What is smartoci?...4 Shopper Browser Versions...5 Logging in...6 Issues Logging In (smartoci Access Issues)...6

More information

BUYWAYS Requisitioning Created on 9/26/2014 4:18:00 PM

BUYWAYS Requisitioning Created on 9/26/2014 4:18:00 PM Created on 9/26/2014 4:18:00 PM Table of Contents... 1 Requisitioner Basics... 1 Creating Your Own Cart... 1 Creating Your Own Cart (Phoenix)... 4 Finding and Viewing an Assigned Cart... 9 Finding and

More information

Welcome to Shopfront. Your distributor will supply your user name, password, and the website address for your login page.

Welcome to Shopfront. Your distributor will supply your user name, password, and the website address for your login page. User Guide Table of Contents Login... 3 Choose a Location... 4 Home Page... 5 Header Bar... 6 My Catalog... 6 Menu Bar... 7 My Profile... 8 Contact Us... 9 Change Location... 10 Shopping Lists... 11 Quick

More information

PlanWell 4.0 User Guide

PlanWell 4.0 User Guide PlanWell 4.0 User Guide Contents Finding Planwell and Logging On 2 Planwell Access Portals 2 Document Selection 3 Build a Set 4 Most Current Set 4 Custom Packages 4 Issue Tree 5 Standard Order Process

More information

Quick Reference Guide Welcome to the SUNY TierOne Diversity Site

Quick Reference Guide Welcome to the SUNY TierOne Diversity Site Quick Reference Guide Welcome to the SUNY TierOne Diversity Site HOMEPAGE CONTRACT Select Contract from your location dropdown to shop SUNY Pre-approved items. NON-CONTRACT Select NonContract from your

More information

Version Number: 1.0 Date: 8/31/2011

Version Number: 1.0 Date: 8/31/2011 Purchasing South Dakota Board of Regents Human Resources/Finance Information Systems Version Number: 1.0 Date: 8/31/2011 Page 1 Table of Contents Purchasing Introduction 2 Overview, Intended Audience,

More information

FOUR SEASONS MARKETPLACE BUYER TRAINING

FOUR SEASONS MARKETPLACE BUYER TRAINING FOUR SEASONS MARKETPLACE BUYER TRAINING Table Of Contents 1. INTRODUCTION... 2 2. LOGIN SCREEN... 3 3. FRONT PAGE... 5 3.1 LOGO PANEL... 6 3.2. SEARCH PANEL... 9 3.3 FRONT PAGE TABS... 10 3.4 CATALOGS

More information

Browser s Guide Contents

Browser s Guide Contents Browser s Guide Contents Browser s Guide... 1 Browser Role... 2 Logging In... 2 Contact Information... 2 My Account Settings... 2 Key Concepts... 3 Searching... 3 Supplier Searching... 3 Product Searching...

More information

Checkout Western Marketplace

Checkout Western Marketplace Checkout Western Marketplace Checkout Screen Layout 1 2 1. Icon area Icon availability will change depending upon the status of the order. Archive - Places order in Archives (recommend do not use) Trash

More information

TXSMARTBUY ONLINE ORDERING SYSTEM

TXSMARTBUY ONLINE ORDERING SYSTEM TEXAS COMPTROLLER OF PUBLIC ACCOUNTS TXSMARTBUY ONLINE ORDERING SYSTEM USER GUIDE May 2015 1 Page TxSmartBuy.com User Guide Table of Contents WHO CAN USE THIS SYSTEM?... 4 SYSTEM REQUIREMENTS AND BROWSER

More information

MyFloridaMarketPlace. equote Training State Agencies

MyFloridaMarketPlace. equote Training State Agencies MyFloridaMarketPlace equote Training State Agencies 1 What is an equote When to use an equote Benefits Creating an equote Managing equotes Awarding & Viewing Results Resources Agenda What is an equote

More information

HP Inc. Punchout Training Guide

HP Inc. Punchout Training Guide Purchasing South Dakota Board of Regents Human Resources/Finance Information Systems HP Inc. Punchout Training Guide Version Number: 18.3 Date: 12/07/2018 Page 1 Table of Contents Purchasing Page Table

More information

Falcon s Purch Guide REQUESTORS AND SHOPPERS. 1 Revised 7/16/18

Falcon s Purch Guide REQUESTORS AND SHOPPERS. 1 Revised 7/16/18 Falcon s Purch Guide REQUESTORS AND SHOPPERS 1 Table of Contents General Shopping & Requisitions... 3 Punchout, Hosted Catalogs and Non-catalog Items... 3 Splitting Between Multiple Budgets... 4 Foundation

More information

WELCOME to Qantas Group isupplier

WELCOME to Qantas Group isupplier WELCOME to Qantas Group isupplier A manual for suppliers Welcome to our isupplier help manual. You re receiving this manual as you are one of our preferred suppliers with access to the isupplier Portal.

More information

Version Number: 1.0 Date: 4/18/2014

Version Number: 1.0 Date: 4/18/2014 Purchasing South Dakota Board of Regents Human Resources/Finance Information Systems Life Technologies Punchout Training Guide Version Number: 1.0 Date: 4/18/2014 Page 1 Table of Contents Purchasing Page

More information

PlanWell Enterprise. User Manual

PlanWell Enterprise. User Manual PlanWell Enterprise User Manual 1 Table of Contents Finding PlanWell and Logging On... 4 Public Projects... 5 Guest Access... 5 Login to your Account... 6 Populating Shopping Cart... 6 Most Current Set...

More information

Approver. Approver Approver v 13.3 Page 1 Questions? Call or Revised 11/18/13

Approver. Approver Approver v 13.3 Page 1 Questions? Call or  Revised 11/18/13 Table of Contents I. Welcome Message... 3 II. Overview... 4 III. Email Notification Of A Requisition To Approve... 4 IV. Notifications & Action Items... 6 V. Basic Tasks Of An... 8 VI. Carts Assigned To

More information

Oracle isupplier. Supplier User Guide

Oracle isupplier. Supplier User Guide Supplier User Guide Table of Contents isupplier Application, Help and Support... 3 Registration... 3 For Help... 3 Overview... 4 User Registration... 5 Login to isupplier... 7 isupplier and Sourcing Responsibility

More information

Using McKesson Specialty Care Solutions US Oncology Order Center

Using McKesson Specialty Care Solutions US Oncology Order Center Using Specialty Care Solutions US Oncology Order The, mscs.mckesson.com, is an online destination that provides easy access to everything you need to manage your purchasing relationship with Specialty

More information

WEBSITE TRAINING GUIDE MY OFFICE PRODUCTS. Office Supplies & Business Print

WEBSITE TRAINING GUIDE MY OFFICE PRODUCTS. Office Supplies & Business Print WEBSITE TRAINING GUIDE MY OFFICE PRODUCTS Office Supplies & Business Print Table of Contents Log In... 2 Updating My User Information... 4 Creating Favorites List... 6 Viewing Saved Carts... 9 Creating

More information

SAP Shopping Cart for Custodians

SAP Shopping Cart for Custodians BUSINESS & PRODUCTIVITY TECHNOLOGY & INFORMATION SYSTEMS SERVICES DIVISION USER SUPPORT SERVICES: EMPLOYEE BUSINESS TRAINING SAP Shopping Cart for Custodians Revised: October 2010 TABLE OF CONTENTS OVERVIEW...

More information

Shopper & Requisitioner

Shopper & Requisitioner Shopper & Requisitioner User Guide Contents Chapter 1: Accessing eshop... 1 Chapter 2: My Profile... 5 Chapter 3: Shopping eshop... 12 Chapter 4: Filling Out eshop Forms... 29 Chapter 5: Tracking and Searching

More information

Table of Contents. Buyer Functions Buyer Responsibilities: Create and submit orders for approval and manage personal profile and preferences.

Table of Contents. Buyer Functions Buyer Responsibilities: Create and submit orders for approval and manage personal profile and preferences. Table of Contents Buyer Functions Buyer Responsibilities: Create and submit orders for approval and manage personal profile and preferences. Web site Login Page # Login Process 3 Reset Password 4 Authorize

More information

Login/Navigation/Preferences

Login/Navigation/Preferences Login/Navigation/Preferences Table of Contents How to Log into AggieBuy... 1 How to Navigate in the New User Interface Phoenix... 2 Top Panel... 3 Profile and Home Page... 3 Bookmarks... 4 Action Items...

More information

Ferguson estore Guide

Ferguson estore Guide Ferguson estore Guide Access VALO Commerce To access VALO Commerce, go to https://ferguson.inwk.com. Before your first login, you will need to click the Create an Account link. You are taken to a User

More information

FedEx Office Print Online Corporate

FedEx Office Print Online Corporate Quick Reference Guide Getting Started Log in to FedEx Office Print Online Corporate 1. Open your browser and navigate to: https://printonline.fedex.com/nextgen/abbott-amo 2. Input User ID and Password

More information

Contents Introduction Terminology Login Home Page Features Catalog Order Non-Catalog Order...

Contents Introduction Terminology Login Home Page Features Catalog Order Non-Catalog Order... User Guide Contents Contents... 1 Introduction... 2 Terminology... 2 Login... 3 Home Page Features... 4 Catalog Order... 5 Non-Catalog Order... 18 Approval Routing... 34 View Order Status... 34 Delete

More information

Working in iprocurement and the UVA Marketplace

Working in iprocurement and the UVA Marketplace Working in iprocurement and the UVA Marketplace Finance Outreach & Compliance http://foc.virginia.edu Table of Contents PO-Purchasing... 1 Introduction to the UVA Marketplace... 2 Accessing the UVA Marketplace...

More information

User Guide. Avery Dennison Web Ordering Solution for Steinmart

User Guide. Avery Dennison Web Ordering Solution for Steinmart User Guide Avery Dennison Web Ordering Solution for Steinmart March 2012 Copyright 2012 A very Dennison The information in this document is subject to change without notice and should not be construed

More information

ISUPPLIER PORTAL USER MANUAL ADERP VERSION 1.0

ISUPPLIER PORTAL USER MANUAL ADERP VERSION 1.0 ISUPPLIER PORTAL USER MANUAL ADERP VERSION 1.0 Contents Contents... i Oracle isupplier Portal Overview...1 Recommended Browsers and Settings...2 Advanced Settings...2 Turn-off pop-up blocker or Allow pop-up

More information

Coupa Requester User Guide

Coupa Requester User Guide Coupa Requester User Guide To be used by R1 Users, Approvers and Corporate Personnel April 2017 Coupa User Guide Legend Please note that the following icons are used throughout this document to assist

More information

FedEx Office Print Online Corporate

FedEx Office Print Online Corporate FedEx Office Print Online Corporate Quick Reference Guide Upload and Print Log in to FedEx Office Print Online Corporate 1. FedEx Office Print Online Corporate is accessible to University Faculty and Staff

More information

VALO Commerce. Beam Suntory User Guide

VALO Commerce. Beam Suntory User Guide VALO Commerce Beam Suntory User Guide Beam Suntory User Guide Access Your VALO Commerce Site through CONNECT Navigate to https://intlconnect.beamsuntory.com and click on the InnerWorkings tile to access

More information

User Training Guide Version 2.0 December

User Training Guide Version 2.0 December User Training Guide Version 2.0 December 2016 1 Table of Contents Helpful Hints... 3 General Site Overview & Navigation... 4 Logging In... 4 Top Navigation... 5 Secondary Navigation... 7 Navigating Categories

More information

What s My Profile? REVISION 1. JANUARY

What s My Profile? REVISION 1. JANUARY What s My Profile? Profiles in BennyBuy help make the buying and paying process more efficient by allowing Users to customize and default information, Setting up shipping and billing addresses Save frequently

More information

TechBuy. Administration and Finance Information Systems Management. AFSIM Page 1

TechBuy. Administration and Finance Information Systems Management. AFSIM Page 1 TechBuy Administration and Finance Information Systems Management AFSIM 06.17 Page 1 Introduction to TechBuy TechBuy is a shopping mechanism used jointly by Texas Tech University System, Texas Tech University

More information

Shopping & Cart. Shopping & Cart v 13.3 Quick Reference Guide Questions? Call or page 1.

Shopping & Cart. Shopping & Cart v 13.3 Quick Reference Guide Questions? Call or  page 1. Revised 11/18/13 Shopping & Cart In addition, you will be listed as one of several Approvers for a specific Cost Center (account number); any requisition with items charged to this particular account number

More information

ADERP ISUPPLIER PORTAL USER MANUAL VERSION 1.2

ADERP ISUPPLIER PORTAL USER MANUAL VERSION 1.2 ADERP ISUPPLIER PORTAL USER MANUAL VERSION 1.2 Document Control Change Record 4 Date Author Version Change Reference 12-Dec-2016 DOF 1.0 08-Feb-2017 DOF 1.1 Updated with new URL links 23-Mar-2017 DOF 1.2

More information

School Specialty New Release Manual

School Specialty New Release Manual School Specialty New Release Manual Version 11.1 Table of Contents: Registration Entering Orders Search Options Search by Catalog Number Search by Keyword Digital Catalogs Upload File Add to Shopping List

More information

Scholastic Oracle Cloud Supplier Portal User Guide

Scholastic Oracle Cloud Supplier Portal User Guide Scholastic Oracle Cloud Supplier Portal User Guide Table of Contents Introduction to the Supplier Portal... 3 What is the Supplier Portal?... 3 Navigating the Supplier portal... 3 Logging in... 3 Homepage

More information

UNIVERSITY OF NEW MEXICO FIN PU-101 Purchasing Processes for Departments Lab. Participant Guide

UNIVERSITY OF NEW MEXICO FIN PU-101 Purchasing Processes for Departments Lab. Participant Guide 0 UNIVERSITY OF NEW MEXICO FIN PU-101 Purchasing Processes for Departments Lab Participant Guide Version 3.0 11/02/2010 Table of Contents Confidentiality and Sensitive Information 2 Course Pre-requisites

More information

Texas Tech University Health Sciences Center Finance & Administration. Document Search

Texas Tech University Health Sciences Center Finance & Administration. Document Search Texas Tech University Health Sciences Center Finance & Administration Document Search This chapter will focus on finding documents within TechBuy using the Document Search feature. The Document Search

More information

Online Ordering Manual

Online Ordering Manual Online Ordering Manual for the Pay-LESS website www.paylessoffice.com Customer Log In... 2-3 Finding Your Account Number... 4 Searching for Products... 5-6 Quick Order... 7-8 Product Comparison... 9-10

More information

Hilltop Shop User Reference Guide USF Shopper

Hilltop Shop User Reference Guide USF Shopper Hilltop Shop User Reference Guide USF Version 1.1 Updated 9/28/2017 Table of Contents Overview of the Session 4 Agenda 4 About Our Learning Objectives 4 Hilltop Shop Business Process 4 Learning Objectives

More information

BBVA Compass Spend Net Payables

BBVA Compass Spend Net Payables User Guide BBVA Compass Spend Net Payables User Guide Vault Services Table of Contents Introduction 2 Technical Requirements 2 Getting started 3 Sign In 3 General Navigation 4 Upload/Create Payment 5

More information

Scholastic Oracle Cloud Supplier Portal User Guide

Scholastic Oracle Cloud Supplier Portal User Guide Scholastic Oracle Cloud Supplier Portal User Guide Table of Contents Introduction to the Supplier Portal... 3 What is the Supplier Portal?... 3 Navigating the Supplier portal... 3 Logging in... 3 Homepage

More information

How to Create a Dell Punchout in PeopleSoft. A Quick Reference Guide for Dell Punchout Procurement February 2016

How to Create a Dell Punchout in PeopleSoft. A Quick Reference Guide for Dell Punchout Procurement February 2016 A Quick Reference Guide for Dell Punchout Procurement February 2016 Table of Contents What are the Advantages of using Dell Punchout Page 2 How to Create a Dell Punchout in Creating an equote Pages 3-10

More information

ADVANTAGE Financial System User Guide County Manager David Hankerson

ADVANTAGE Financial System User Guide County Manager David Hankerson ADVANTAGE Financial System User Guide September 2015 ADVANTAGE Financial System User Guide County Manager David Hankerson 2 *This page is fully linked. Please click the page you wish to view. Table of

More information

USER GUIDE. Shopping Approving Receiving Running Reports

USER GUIDE. Shopping Approving Receiving Running Reports USER GUIDE Shopping Approving Receiving Running Reports July 5, 2017 Contents Getting Started... 1 Requesting Access to the Marketplace... 1 Office 365 eprocurement Western Marketplace Public Group...

More information

SharePoint General Instructions

SharePoint General Instructions SharePoint General Instructions Table of Content What is GC Drive?... 2 Access GC Drive... 2 Navigate GC Drive... 2 View and Edit My Profile... 3 OneDrive for Business... 3 What is OneDrive for Business...

More information

TRAINING GUIDE - REGISTERED SUPPLIER GUIDE Lamprell Energy Limited Procurement and Supply Chain. Version: 1.0

TRAINING GUIDE - REGISTERED SUPPLIER GUIDE Lamprell Energy Limited Procurement and Supply Chain. Version: 1.0 TRAINING GUIDE - REGISTERED SUPPLIER GUIDE Lamprell Energy Limited Procurement and Supply Chain Version: 1.0 Table of Contents Introduction... 3 Login... 3 Login Assistance... 3 Homepage... 4 Sourcing...

More information

New BoundTree.com User Guide Fall Version 6

New BoundTree.com User Guide Fall Version 6 New BoundTree.com User Guide Fall 2016 Version 6 Table of Contents Overview Navigating the Home Page Creating an Account Logging into an Existing Account Forgot Your Password? Reviewing Your Account Editing

More information

On Monday, July 26 th SunRISE will have a different look & feel. We think you will be happy with the changes!

On Monday, July 26 th SunRISE will have a different look & feel. We think you will be happy with the changes! Shopping: Simple Search On Monday, July 26 th SunRISE will have a different look & feel. We think you will be happy with the changes! The simple or standard search allows users to enter one or more keywords

More information

Membership Portal Manual

Membership Portal Manual Membership Portal Manual Table of Contents Login... 4 Contact Tab... 6 Contact Information Dropdown...6 Features on the Contact Information Dropdown... 6 Account Information Dropdown...6 Features on the

More information

BearBuy Icons - Quick Reference

BearBuy Icons - Quick Reference What do all the BearBuy Icons Represent? Use this guide to learn about what various icons mean in BearBuy. The definition of many icons can also be determined by hovering over each icon to view descriptions

More information

8. To return to the Profile screen, click My Profile on the top left of the page, above your name.

8. To return to the Profile screen, click My Profile on the top left of the page, above your name. Overview Use this instruction guide to set up your User Profile in myuf Market with information saved for use later when completing a cart or requisition. This saves you from retyping items into carts,

More information

Supplier Portal. Instruction Manual

Supplier Portal. Instruction Manual This manual provides information necessary to become a registered Supplier with the Hillsborough County Aviation Authority Procurement Department. Supplier Portal Instruction Manual 0 Introduction to Supplier

More information

SharePoint 2010 Tutorial

SharePoint 2010 Tutorial SharePoint 2010 Tutorial TABLE OF CONTENTS Introduction... 1 Basic Navigation... 2 Navigation Buttons & Bars... 3 Ribbon... 4 Library Ribbon... 6 Recycle Bin... 7 Permission Levels & Groups... 8 Create

More information

Innovative Office Solutions Punchout Training Guide Version Number: 16.3 Date: 11/2/2016

Innovative Office Solutions Punchout Training Guide Version Number: 16.3 Date: 11/2/2016 Purchasing South Dakota Board of Regents Human Resources/Finance Information Systems Innovative Office Solutions Punchout Training Guide Version Number: 16.3 Date: 11/2/2016 Page 1 Table of Contents Purchasing

More information

Step-By-Step Guide. ecommerce

Step-By-Step Guide. ecommerce Step-By-Step Guide ecommerce TABLE OF CONTENTS ecommerce Step-By-Step Guide Overview... 3 Customer Registration... 5 Log on to Grainger.com... 9 Search... 11 Online Catalog... 14 Compare Products and Item

More information

USER PROFILE MANAGEMENT

USER PROFILE MANAGEMENT What s My Profile? Profiles in BennyBuy help make the buying and paying process more efficient by allowing users to customize and default information, shopping addresses, frequently used FOAPAL elements,

More information

buylu Approver Manual Published by: Finance Infrastructure January 2017

buylu Approver Manual Published by: Finance Infrastructure January 2017 buylu Approver Manual Published by: Finance Infrastructure January 2017 Table of Contents I. Approval Email and Notifications...3 II. Approving Carts within a Workflow... 4 A. Email Notification... 4 B.

More information

Design Gallery User Guide

Design Gallery User Guide Design Gallery User Guide Table of Contents Placing an Order... 3 For Stock and Print on Demand Items... 4 For Customizable Items... 5 Advanced Location Search in Shopping... 7 Your Shopping Cart... 8

More information

A Distributor Services Site Features and FAQ s

A Distributor Services Site Features and FAQ s A Distributor Services Site Features and FAQ s October 2015 Rev 2.12 Table of Contents Registering/Logging in Page 3 Services Available after Logging In Page 4-5 Frequently Asked Questions Page 6 Log In

More information

OM Marketplace. October, 2017

OM Marketplace. October, 2017 OM Marketplace October, 2017 1 CONTENTS Contents Page # OM Marketplace Basics 3 About OM Marketplace 4 Login 5 User Preferences 8 Order Management 17 Place An Order 18 Quick Key 27 Upload Order 29 View

More information

ActivePay CARDHOLDER GUIDE

ActivePay CARDHOLDER GUIDE ActivePay CARDHOLDER GUIDE PNC - ACTIVEPAY CARDHOLDER TRAINING MANUAL TABLE OF CONTENTS Accessing the PNC ActivePay Web Application 2 Self Registration for Cardholders.. 3 Forgotten Username or Password

More information

This guide outlines how to Search for products/services, and send requisitions for approval to become purchase orders.

This guide outlines how to Search for products/services, and send requisitions for approval to become purchase orders. Buyer Training Guide This guide outlines how to Search for products/services, and send requisitions for approval to become purchase orders. Logging In 1. Open your web browser 2. Log into and find the

More information

REQUISITION APPROVAL. Requisition and Purchase Order Approval Basics ABOUT WORKFLOW

REQUISITION APPROVAL. Requisition and Purchase Order Approval Basics ABOUT WORKFLOW REQUISITION APPROVAL Before an order can be completed, it will have to go through an approval process. In this process, requisitions are assigned to one or more approvers via steps in the workflow. Approvers

More information

.WELCOME TO OFFICE DEPOT ONLINE

.WELCOME TO OFFICE DEPOT ONLINE .WELCOME TO OFFICE DEPOT ONLINE This user guide is designed to show you how to use the Office Depot Online to its full potential. Its aim is to give you detailed instructions from logging in, to placing

More information

FedEx Office Print Online Corporate

FedEx Office Print Online Corporate Quick Reference Guide DocStore Catalog Log in to FedEx Office Print Online Corporate 1. Open your browser and navigate to: https://printonline.fedex.com/nextgen/wu 2. Input User ID and Password and click

More information

FedEx Office Print Online Corporate

FedEx Office Print Online Corporate Log in to FedEx Office Print Online Corporate 1. Open your browser and navigate to: https://printonline.fedex.com/nextgen/sprint_wl 2. Input User ID and Password and click Log in. 3. Click the From DocStore

More information

Enhanced new user experience with simple to use navigation and better buying experience. Trade accounts will see current order status, and history

Enhanced new user experience with simple to use navigation and better buying experience. Trade accounts will see current order status, and history NEW FEATURES AT ATLANTIC.REXEL.CA What s New? Enhanced new user experience with simple to use navigation and better buying experience Updated search functionality Trade accounts will see current order

More information

Online Store. General Store Front User Guide

Online Store. General Store Front User Guide Online Store General Store Front User Guide March 2018 Version 2.3 shop.bunzl.com.au 1 Table of Contents TABLE OF CONTENTS... 2 1 INTRODUCTION... 4 2 USER ROLES AND PERMISSIONS WITHIN ONLINE STORE... 5

More information

Table of Contents. I need LennoxPROs.com help. Where should I go? How to receive a customer number How to register for LennoxPROs.com...

Table of Contents. I need LennoxPROs.com help. Where should I go? How to receive a customer number How to register for LennoxPROs.com... How To Guide 1 Table of Contents I need LennoxPROs.com help. Where should I go?... 3 How to receive a customer number... 3 How to register for LennoxPROs.com... 5 How can users join an existing LennoxPROs.com

More information