on the ERP tab (all employees with access to SAP will see the ERP tab)

Transcription

1 Create a New Shopping Cart in Shop (Wizard) The following step-by-step instructions will walk you through the process of creating a new Shopping Cart order, formerly a Requisition in the MSAF Purchasing System, using the Shop (Wizard). Log in to the Employee Portal to access ERP on the ERP tab (all employees with access to SAP will see the ERP tab) The Universal Worklist page will open. The tabs and functions will display according to your role within SAP. on the Procurement tab From the Procurement page, on the word Shop or on the icon to open the Shop options Page 1 July 2010

2 From the Finance page, on the Shop (Wizard) option Note: The Shop (One Screen) is another way to create Shopping Cart orders. The benefit of using the Shop (One Screen) is that you can set a default funding structure for your Shopping Cart order. The Shop (Wizard) page will display. The Shop (Wizard) is a 3 step process: 1. select goods/service and add them to the shopping cart, 2. review your shopping cart, and 3. order your shopping cart. Individual Catalogs Describe Requirement option You can add items to the shopping cart by searching in the individual catalogs displayed on the page. If you are unable to find it in the catalog, use the Describe Requirement option. [For information on how to use the Describe Requirement option see page 12.] Page 2 July 2010

3 Step 1 - Select Goods/Service Search for goods/services using an individual Catalog. on the desired catalog (ex. M-DCPS CATALOG) The list of categories will display. Scroll down to view all the categories. Click on a category to view the subcategories to find the product you are looking for. on the desired category (ex. OFFICE SUPPLIES, GENERAL) The items overview screen will display. Page 3 July 2010

4 Step 1 - Select Goods/Service (Continued) Select the item(s) from the list or do a search to locate an item. Use a wildcard (*) asterisk (ex. *furniture*) to locate a specific item when doing a search. Click on the item description to show details for that item. Click to display rows per page. Type the page number or click on next page. Click on the link to go back to previous screen. Scroll to view other items on the page. Type the quantity the add items to shopping cart icon, in the action column You may also select the item by clicking on the blue box and click on the Add to Shopping Cart button. Item(s) will be added to your Shopping Cart. Page 4 July 2010

5 Step 2 - Shopping Cart Display and verify the item(s) added to the Shopping Cart. To view the item details and basic data, Use the link or the Back button to go back to Step 1 to add further items. the Details icon The Basic Data for the item will open. Page 5 July 2010

6 Step 2 Shopping Cart (Continued) You can make changes to the basic data. Changes are updated automatically. Set the Required on date to four weeks from the date you are creating the Shopping Cart. This time period will allow enough time for processing the order, in case additional time is needed. The Required on date is not the ship date, delivery date, and/or received date. on the calendar icon in the Required on column Select the date (four weeks) Open the Cost Assignment to enter the account structure to be used for this Shopping Cart. on Cost Assignment Page 6 July 2010

7 Step 2 Shopping Cart (Continued) The G/L Account (Object) will be automatically updated at the time the items are added to the Shopping Cart. the Details icon to open the Account Assignment Overview The Account Assignment Item Details 1 will open. Enter the account structure to be used for this Shopping Cart. [See the table below for new account structure configuration.] Type the fund (ex ) Type the functional area (Program and Function) (ex ) MSAF SAP CHANGES Fund Fund Drop first 0 and add three 0 at the end Object G/L Account Add two 0 at the end Location Cost Center Add a 1 in the beginning and two 0 at the end Program Functional Area Add four 0 at the end Function Functional Area Add two 0 at the end on the Documents and Attachments to open the section Page 7 July 2010

8 Step 2 Shopping Cart (Continued) Use the Document and Attachments section to write a note to the vendor, to write an internal note, and/or to attach a document. [Please note that internal notes do not print on the Purchase Order, notes to the vendor must be entered as Vendor Text.] Click on Vendor Text to enter additional information for the vendor. Text will print on the P.O. Click on the Internal Note to enter information to identify and characterize an item. Text will not print on the P.O. Use the Vendor Text to enter additional information for the Vendor. Click on the Vendor Text link, and then enter the text in the Vendor Text box. Use the Internal Note to enter text to identify and characterize an object or activity. This text will not be printed on the Purchase Order. Click on the Internal Note link, then type the text in the Internal Note text box. To add attachments, Type Select a description for the attachment in the Description field on Browse the document on Add The document will be attached to the Shopping Cart. on the Ship-To Address/Performance Location to open the section Page 8 July 2010

9 Step 2 Shopping Cart (Continued) If the item is to be delivered to a different address, you enter the new address here. The Name and Country fields are required. on the Source of Supply/Service Agents to open the section. Sources of Supply / Service Agents section displays the vendor that will be used to order the goods/services for this Shopping Cart. When finished viewing all the information, on Continue Page 9 July 2010

10 Step 3 - Complete and Order In this step, you can order your Shopping Cart, or you can hold it and order it on a later date. You can add further items to your Shopping Cart in Step 1 Select Goods/Service. By default, your employee number, date, and time displays as the Name of Shopping Cart. It should be changed to signify what the Shopping Cart is for. Delete the original name and enter a new name. Type Type the new shopping cart name (ex. Yellow pads or Fifth grade) notes in the Notes for Approval field Use the Approval Overview to view the approver information and status, to add reviewer and/or add approver. [For instructions see the user guide Create a Shopping Cart Using Shop One Screen.] on Check to check the Shopping Cart for errors Correct any errors if necessary. Errors and warnings display at the top of the page. If no errors were found, the message Shopping Cart has no errors and can be ordered will display. Order The Action Performed Successfully page will display. The Shopping Cart name and number will display on the page. Page 10 July 2010

11 Step 3 - Complete and Order (Continued) You can now print the Shopping Cart, display additional information, using the Check Status function. You can display whether the Shopping Cart has been approved or whether a purchase order has already been created. Page 11 July 2010

12 Using the Describe Requirement Option The Describe Requirement option will allow you to enter the information required to order the goods/service that cannot be found in any of the catalogs. on Describe Requirement The option will expand to enter the item information. Type the item description (ex. Chair with arm rests) In the Internal Note field, Type the vendor name and the item number (ex. Office Depot, Item #12345) Type the quantity on the Unit drop down menu Select the three dots to open the Find Unit of Measurement list Page 12 July 2010

13 Find the appropriate unit of measurement and select it. on EA for each The list will close and the word Each will display on the Unit field. Type Select the amount in the Price/Currency field on the Category drop down menu appropriate category (ex. FURNITURE: OFFICE) To search for a category, Select Type the three dots to open the Find Product Category the category name (ex. *furniture*). Use a wildcard (*) when doing a search Start Page 13 July 2010

14 The Search Result Entries list will display. Select a category description from the list The category selected will display on the Category field. Set the Required on date to four weeks from the date you are creating the Shopping Cart. This time period will allow enough time for processing the order, in case additional time is needed. The Required on date is not the ship date, delivery date, and/or received date. on the calendar Select the date from the calendar window (four weeks) Add to Shopping Cart Item will be added to your Shopping Cart. [Follow the procedures starting on page 4, Step 2 Shopping Cart, to continue with the Shopping Cart order.] Page 14 July 2010

15 Logging Off It is important to log off from SAP and any other system application when you are done, to prevent access by others. on the Log Off link, on the upper right of the page From the ERP Portal, on the Logout, on the upper right of the page on the to close the page Whom to Contact for Assistance For questions or comments, please complete a Self Service Incident at: Page 15 July 2010