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

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1 South Dakota Board of Regents Human Resources/Finance Information Systems Version Number 2.0 Date: 2/4/2015

2 Table of Contents Purchasing Page Introduction 2 Overview 2 Intended Audience 2 Documentation and Disclaimer 2 Instructions 3 Contract Information 3 Accessing the Punchout Catalog 3 My Store 4 Stock Availability Indicators 6 Searching Methods 8 Using the Find Products Tab 8 Using Category Search to Find Products 11 Using Keyword Search to Find Products 12 Shop-At-The-Top SmartFind Level II 14 Fast Order Pad 15 Order Templates 17 Ordering Using the Order Template 18 equote to Order 19 Non-Catalog Item Orders to Fastenal 24 External Notes 24 Shipping 24 Time Outs 24 Decimal Places 25 Order Acknowledgements & Shipment Notices 26 Returns, Cancellations and Changes 28 Page 1

3 Introduction Purchasing Overview The purpose of this manual is to discuss the functionality of the Fastenal punchout catalog. This document will provide step-by-step procedures for use of this punchout so that end-users will have success in submitting requisitions to SDezBuy with the use of this catalog. Intended Audience This manual will be used by super-users and Requestors in the SDezBuy application. Documentation and Disclaimer None Page 2

4 Instructions Purchasing Contract Information The Fastenal punchout catalog was created to allow users a simple way of ordering their hardware supplies that are on our state contract through the Western States Contracting Alliance (WSCA #16168). The Fastenal punchout contains over 131,000 items at WSCA pricing which includes 1400 Market Basket items that are at a deeper discount than our standard WSCA contract pricing. Accessing the Punchout Catalog 1. Access SDezBuy from the SNAP portal and enter your User ID and Password in the appropriate fields on the. 2. Click on the Fastenal punchout button on the Home/shop screen to access the punchout catalog. The Fastenal punchout home screen appears. Page 3

5 My Store In the upper-left hand corner of the home screen for the Fastenal punchout there is a My Store link which stores information about the Fastenal local branch stores. This feature allows the user to see stock availability at their local store. The user will have to choose a local Fastenal branch to view accurate availability information. 1. Click on the My Store icon at the top of the home screen to the right of the Fastenal logo. This will open a Store Locator search. 2. Select an option from the drop-down box which includes Zip Code, City & State, Country, and Store Code (5 Letter). For our example, select Zip Code from the drop-down. 3. Type your zip code in the blank field. 4. Click on the Make SDYAN your local store option. Page 4

6 5. Click the OK button in the pop-up message, SDYAN is now your local store Purchasing 6. Your local store now shows next to the My Store icon. Page 5

7 Stock Availability Indicators Within the Fastenal punchout catalog, stock availability indicators provide the user with useful information as to when they can expect to receive items they would like to order. By default (before a user selects My Store and specifies their location, the status indicators will display as a non-account customer and will display with the following colored dots to indicate availability. Once the user follows the My Store instructions above, and selects a store, the user is considered an on-account customer and the availability indicators will show accurate availability for that store. Green Yellow Red Usually ships in 1 day Usually ships in 3-7 days is a request to contact your local Fastenal branch store for information about availability. Stock Availability Indicators (before selecting My Store) Page 6

8 Stock Availability Indicators (Cont.) Once a store is chosen a location, the Availability message will reflect the same matrix that is used for an on-account customer The Check Local Store for Availability link will no longer be displayed. Stock Availability Indicators (after selecting My Store) Inventory Status Indicator Product Details/Search Results Display Shopping Cart/Check Out Display Lead Time Value Store has inventory for full amount Green Available Now Available Now 1 Store has partial amount; servicing hub has remaining order Store has partial amount; ihub has remaining order Store has partial amount; other hub has remaining order Store has partial amount; no hubs have inventory Green Green Yellow Yellow Partial Order Available Now, Backorder 1-2 days Partial Order Available Now; Backorder 2-5 days Partial Order Available Now; Backorder 3-7 days Partial Order Available Now: Contact phone number for Availability on Backorder Available Now, Backorder 1-2 days Available Now: Backorder 2-5 days Available Now: Backorder 3-7 days Partial Order Available Now: Contact phone number for Availability on Backorder Blank Store does not Green Available in 1-2 days Available in 1-2 days 2 have inventory - Servicing Hub has all Store and Servicing Green Available in 2-5 days Available in 2-5 days 2 Hub do not have inventory IHUB has full order Store, Servicing Yellow Available in 3-7 days Available in 3-7 days 4 Hub and IHub do not have inventory, but another HUB does have full order DSP item Ships from Manufacturer in x Ships from Manufacturer in x Blank No Hubs have inventory Red Contact phone number for Availability Contact phone number for Availability Blank Page 7

9 Searching Methods There are three Search methods for searching the Fastenal punchout catalog. They include: Find Products search, Category search, and Keyword search. Using the Find Products Tab 1. Hover over the Find Products button at the top of the screen with your mouse. A list of categories appears with the same categories as appear on the home screen. 2. Click on the desired category from the drop-down list. 3. Click on the desired sub-category from the exposed list. Note the Special Interests area to the left of the screen denoting Green products and Supplier Diversity. Page 8

10 4. In addition, there is a Manufactures link which when clicked on displays a number of manufacturers that have product within your sub-category list. You may proceed by selecting another displayed category or selecting a known manufacturer from the list. 5. Selecting another sub-sub category narrows down the list of matches and displays the list of products within the category. 6. Click on the Add to Cart link once you find a product you would like to order. Market Basket Items at a deeper discount have a notation within the line. Page 9

11 7. Change the quantity desired. 8. Click on the Add to Cart button. 9. Continue to add desired items to the cart in this manner until all items have been added. 10. Scroll to the top of the screen and select the Shopping Cart button. Note that the button indicates the number of different lines in the cart. When hovered with the mouse, the cart contents and the total cost of the cart are indicated. 11. Click on the REMOVE button to remove an unneeded line or change the quantity of a line and click on the UPDATE button to save the change. 12. Click on the Check Out button to begin the checkout process. 13. Click on the Complete Checkout button to bring the contents of the shopping cart back to SDezBuy. 14. Proceed to Checkout if there are no changes. Click on MODIFY ITEMS to return to the punchout to make changes to the cart contents. Page 10

12 Using Category Search to Find Products Using the Categories on the home screen and drilling down yields an Attribute search. 1. Click on one of the categories under the Categories heading. Continue to select sub-categories until an Attributes list appears on the screen. In this example Safety->Head Protection->Hard Hat Liners was the drill-down search. 2. Click on an Attribute from the displayed list to narrow the search results to just a few. 3. Click on Add to Cart for your selection within the search results. 4. Enter the quantity desired. 5. Click on the Add to Cart button. 6. Click on the Check Out button to begin the checkout process. 7. Click on the Complete Checkout button to bring the contents of the shopping cart back to SDezBuy. Page 11

13 Using Keyword Search to Find Products Keyword search is the third method for searching and works much like it does with all SDBOR punchout catalogs. The keyword field is an open text field that can accept letters, numbers and special characters. If you know the Fastenal part number, manufacturer s part number or SKU, or a product description such as screw, nut, or dimensions such as 1/2-16 x 4, type it in the Keyword Search field. 1. Enter a keyword in the open field to the left of the Search button. In this example a manufacturer part number (SKU) is entered. 2. Click on the Search button. 3. Search results are displayed. Since the search was for a specific part number, only one item was returned from the search. 4. To view additional information regarding the searched for item, click on the first line of the product description. When hovered over with the mouse, this line changes color. Page 12

14 5. This full-page description and product information sheet will provide all the specifications of the product. In addition, depending on the item, MSDS sheet links as well as pages from the Fastenal Printed Catalog are present. To order the item, enter a quantity and click on the Add to Cart button. 6. Click on the Check Out button when you re ready to place your order. If other items are needed, perform another search using the Find Products tab, Categories or Keyword Search. Example of MSDS Link MSDS Link Click Here Page 13

15 Shop-At-The-Top Items from the Fastenal punchout can be displayed in search results when using keywords outside the punchout in the Shop-At-The-Top on the Home/shop screen in SDezBuy. Using the Shop-At-The-Top will search all hosted catalogs as well as those punchouts with this functionality resulting in more search results returned. 1. Enter a keyword in the keyword search field on the Home/shop screen in SDezBuy. 2. Click on the Go button. 3. The search results will display the product description, supplier, part number and manufacturer along with an Order from Supplier link. 4. Click on the Order from Supplier link. This will open the Fastenal punchout catalog. 5. The searched for product should appear with full product description, availability indicator, part number, etc. 6. Click in the Quantity field and enter quantity if other than Click on the Add to Cart button. Checkout or continue shopping. Page 14

16 Fast Order Pad The Fast Order Pad allows the user with known Fastenal part numbers (SKU s), to quickly and easily find products and order them. The Fast Order Pad can be found after adding an item to the shopping cart. 1. Perform a search using one of the search methods above. 2. Click on Add to Cart for the desired item. 3. Click on the Shopping Cart tab along the top. 4. Click on the Fast Order Pad. 5. Type the known SKU in the Sku: field. 6. Click on the Lookup button. Page 15

17 7. Type the quantity desired in the Quantity field. 8. Click on the Add to Cart button. 9. The items are added to the shopping cart. The total cost is updated. Page 16

18 Order Templates The Fastenal Order Templates are another way to store favorites within the punchout. Here is an example of how to use order templates. Should prices of items change between uses of the Order Template, be rest-assured that the prices will be updated in the Order Template. 1. Go to the Home screen of the punchout anytime by clicking on the Fastenal logo. 2. Search for items and add them to your shopping cart using one of the three aforementioned search methods. 3. Click on the Shopping Cart tab to the right of the Fastenal logo. This will bring up cart contents. 4. Click on the UPDATE button for each line to save changes, if you make a change to the quantity. 5. Click on the Go button next to New Order Template Page 17

19 6. Enter a name for the template in the Template Name field. Try to use something that will make it easy to differentiate from another template in the future. 7. Enter a template description in the Template Description Field. It can be the same as the template name as used above. 8. Click in the Share Template checkbox if others from your department will need access to the template. 9. Click in the Allow Others to Edit checkbox, if that is needed. 10. Click on the Submit button to save the template for future use. Ordering Using the Order Template 1. Click on the Order Templates tab. 2. Click on the template name in the first column if you need to view or edit the template product contents. 3. If you do not need to view or edit the template product contents, click on the Add to Cart link. In this example, the order will need to be adjusted. 4. Click in the checkbox in front of each line to select that line to be added to the cart. 5. Click on the Add Selected Item(s) to Cart button below the list of items. 6. Click the Check Out and the Complete Checkout buttons to send the above two items to the cart in SDezBuy. Page 18

20 equote to Order The Fastenal punchout catalog has quote functionality whereby the local branch store uploads a custom quote to the site. If the user is ordering a large quantity of a single item or large quantity of multiple items, this could provide for a deeper discount than the current prices in the punchout or if it is a custom order, an equote would be beneficial. The user then adds the quote to the cart and the cart contents are auto-populated from the quote. Here is an example of the equotes functionality. 1. User contacts local branch for a quote on specific items and when ready asks the local branch representative to upload the quote to the punchout. 2. The branch store will the customer with the equote number (example below). Page 19

21 3. Click on the equotes tab at the top of the home page of the Fastenal punchout. A list of quotes appears and if you have My Store selected, only those quotes for that store will appear. 4. You can also enter your quote number in the Quote Number field and search for it. 5. Click on the quote number (number in 2 nd column from left). The contents of the quote appear. Page 20

22 6. Click on the Add to Cart button after the quote contents are revealed. Purchasing Page 21

23 7. Note that after you add the items to the cart, each item s availability status will appear. 8. Click on the UPDATE button if you decide to change quantity in the quantity field for any line. 9. Click on the REMOVE button if any of the lines in the Order Template are not needed at this time. 10. You may save this as a new template by clicking on Go and providing a new name. 11. Click on the Check Out button. 12. Click on the Complete Checkout button to return cart contents to SDezBuy. Note that when in SDezBuy, the MODIFY ITEMS link is visible, if you need to return to the Fastenal punchout to make changes to the cart. 13. If no changes are desired, edit the cart name and click on the Proceed to Checkout button. Page 22

24 14. When you return to the Fastenal punchout, you will note that the equote number is removed from the equotes pending list. However, it is still available from the equotes Approved list. 15. To pick up on an equote that has already been processed, click in the Approved checkbox, then click on the Search button. The equote can be added to the cart multiple times. Page 23

25 Non-Catalog Item Orders to Fastenal Begin a non-catalog item order from the SDezBuy Home/shop screen and click on the non-catalog item link. Non-catalog item orders to Fastenal will be distributed to the supplier via . One warning - do not to combine a non-catalog item order with a punchout order to Fastenal. External Notes External notes to the supplier are supported by Fastenal at both the line and header level. Notes are sent in the cxml integration stream to Fastenal and read by the local Fastenal Branch prior to order placement and acknowledgement. Shipping WSCA contract pricing generally includes shipping costs. Occasionally, there may be a specially sourced item or items provided by a 3 rd party carrier (will call) that may carry a shipping cost. If this happens, the Fastenal local branch will contact the end-user noted on the purchase order for pre-approval of the shipping charge. If approval is received, the charge will appear on the invoice. Although a PO revision is not necessary for Fastenal, if it is over the general Banner tolerance levels, a call to the purchasing office may be necessary to process a change order so that the resulting invoice can be paid. Time Outs The Fastenal punchout catalog will time-out after 20 minutes of inactivity within the site. Saved items will remain in the cart for 24 hours. It is suggested that if a user intends to leave the site, the user Checkout and send the cart contents to SDezBuy. Then, if changes, additions or deletions are necessary, use the MODIFY ITEMS link after returning to purchasing functions to make any necessary changes to the cart contents and then once ready, Checkout to send the completed order to SDezBuy. Page 24

26 Decimal Places The Fastenal punchout is configured for 4 decimal places. SDezBuy and Banner are compatible with this configuration. Fastenal Punchout (4 decimal places on these items) SDezBuy same items as above (4 decimal places on these items) SDezBuy PO same items as above (4 decimal places on these items) Banner PO same items as above (4 decimal places on these items) Page 25

27 Order Acknowledgements and Shipment Notices The end-user will receive an order acknowledgement after a PO is submitted to Fastenal. It will look similar to this screenshot. (Note: Non-Catalog Item orders are excluded from receiving acknowledgements or shipping notifications). The end-user will receive shipping notifications via from Fastenal such as the one below. Page 26

28 Order Confirmations and shipping notices are also tracked on the Shipments tab on the Fastenal punchout PO in SDezBuy. 1. Search for the PO. 2. Click on the Shipments tab. Under Shipments you can view the Confirmation or Ship Notice by clicking on the view link after the number. For our example, click on the view link after KEAK View of Shipping Notice from SDezBuy Shipments tab. Page 27

29 Returns, Cancellations and Changes The end-user must call their Fastenal Local Branch to discuss returns, cancellations and changes to purchase orders that have distributed to Fastenal. Here is local branch store contact information. Page 28