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

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1 Created on 9/26/2014 4:22:00 PM

2 Table of Contents... 1 Fundamentals... 1 Understanding the BuyWays Process... 1 Understanding BuyWays Roles... 3 Understanding BuyWays Terminology... 5 Understanding BuyWays Vendor Catalogs... 7 Navigating the UMASS BuyWays Phoenix User Interface (Phoenix)... 8 Setting Profiles Setting User Identification, Preferences, and Ship-to Address Setting User Identification, Preferences, and Ship-to Address (Phoenix) Adding a Requisitioner Shopping for Items Shopping Overview Shopping Overview (Phoenix) Creating a Shopping Cart Adding Items from a Punch-out Supplier Removing a Punch-out Item from Your Cart Entering Non-Catalog Orders Ordering Non-Catalog Items Tracking Your Order Finding an Order Managing Favorites Creating Your Favorites Folder(Phoenix) Managing Your Cart Items Acting on a Returned Cart Acting on a Returned Cart(Phoenix) Moving Items into a New or Existing Cart Moving Items into a New or Existing Cart (Phoenix) Page ii

3 Fundamentals This section describes UMass BuyWays fundamentals. Upon completion of this section, you will be able to describe the BuyWays: Process Roles Terminology Vendors. Understanding the BuyWays Process UMass BuyWays is the University's one-stop shopping system for eprocurement users. This topic describes the benefits of BuyWays and the general procure-to-pay process. Upon completion of this topic, you will be able to describe the UMass BuyWays process. Procedure Consider this scenario: Your goal is to review the UMass BuyWays process. Page 1

4 1. UMass BuyWays provides you with an easy route to all your purchasing needs and is where you will complete all your day-to-day purchasing activity. 2. UMass BuyWays will provide many benefits to the University. Page 2

5 3. The graphic below provides an overview of the UMass BuyWays Procure-to-Pay process. 4. Congratulations! You have reviewed the Understanding the UMass BuyWays Process topic. End of Procedure. Understanding BuyWays Roles There are four roles for users of UMass BuyWays: Shopper Requisitioner Approver Receiver Upon completion of this topic, you will be able to describe UMass BuyWays roles. Procedure Consider this scenario: Your goal is to review UMass BuyWays roles. Page 3

6 1. There are four roles used in UMass BuyWays. 2. The Shopper and Requisitioner roles are described below. Page 4

7 3. The Approver and Receiver roles are described below. 4. Congratulations! You have reviewed the Understanding BuyWays Roles topic. End of Procedure. Understanding BuyWays Terminology There are several terms you will see in UMass BuyWays. This topic lists the terms and provides definitions. Upon completion of this topic, you will be able to define terms commonly used in BuyWays. Procedure Consider this scenario: Your goal is to review BuyWays terminology. Page 5

8 1. Here are some terms you will see in BuyWays with their definitions. 2. and a few more... Page 6

9 3....and a few more. 4. Congratulations! You have reviewed BuyWays terminology. End of Procedure. Understanding BuyWays Vendor Catalogs There are two types of catalogs in UMass BuyWays: Punch-Out Catalogs Hosted Catalogs Upon completion of this topic, you will be able to describe BuyWays vendor catalogs. Procedure Consider this scenario: Your goal is to review BuyWays vendor catalogs. 1. Punch-out Catalogs are integrated external links to a supplier's web-based catalog. You will be able to click a link to the supplier's site to search and select products from their web catalog and then return the items to the BuyWays shopping cart. Page 7

10 2. Hosted Catalogs are housed directly in BuyWays. Items in hosted catalogs can be easily searched and added to Favorites lists. 3. Congratulations! You have successfully reviewed the Understanding BuyWays Vendor catalogs topic. End of Procedure. Navigating the UMASS BuyWays Phoenix User Interface (Phoenix) This topic is an overview of how to navigate in the UMASS BuyWays Phoenix User Interface. Procedure UMASS BuyWays has introduced a new user interface (ui) called Phoenix. Phoenix will eventually replace the original interface that is referred to as Classic. The Phoenix UI offers a streamlined approach to enhance the user navigation experience. Consider this scenario: Your goal is to become familiar with how to navigate the new Phoenix User Interface. 1. The BuyWays "Classic" interface has been upgraded to a new interface called "Phoenix". You can manually switch over to the Phoenix interface via your User Profile settings. Page 8

11 2. Click the Profile link. 3. Click the Personal Settings tab. Page 9

12 4. Click the User Interface Style dropdown. Page 10

13 5. Click the Phoenix list item. 6. Click the Save button to save your selection. 7. The Phoenix User Interface is now displayed. Please Note: If you wanted to switch back to the Classic Interface, you can select the User Interface Style Dropdown and select Classic. 8. Navigate to your Home page. Click the Home Page icon. 9. There are 3 main areas of the Phoenix Interface: Side slide out menu Main Work Area Top Banner 10. The Phoenix interface features a side slide out menu. Menu items stay out of the way until they are needed for a less cluttered site. Page 11

14 11. The Main Workspace is where you will view and manage your work activity. For example, if you are working in your main shopping page the page will display in the main workspace as shown below. As you access other areas of the application, only the main workspace changes. The side navigation menu and top banner will remain in place. At all times, the main workspace will display breadcrumbs* that tell you what page you are on and the navigation path to the page. 12. The top banner will consistantly appear on every page you navigate to. 13. Users access their own profile by selecting the drop-down menu beside the user's name. Click the Dropdown arrow. 14. The user profile menu groups similar profile tasks in a logical manner. 15. Click the View My Profile link. 16. Options are grouped by similar tasks and Quick Links contain the most commonly used tasks. 17. Click the Bookmarks icon. 18. Use bookmarks to create custom bookmarks for your most frequently used or "favorite" pages. 19. Click the Items link. 20. Items are accessible from any page in BuyWays. 21. Click the Notifications link. 22. In addition to the notifications that you receive, you will be able to access any notifications from this page as well. Page 12

15 23. Click the Shopping Cart link. 24. A quick view of your active shopping cart is displayed. Page 13

16 25. Click the Search icon. 26. Quick Search is availble from all pages but is hidden until you select the Icon to display it. 27. Menu options are grouped by related tasks making them easier to locate. 28. Click the Shopping Cart icon. 29. Accessed directly from the Shop menu, product Quick Search allows you to do a simple item search by keyword, catalog number or CIS number. Notice that the shopping submenu also provides access to Advanced Search, Favorites and Forms. 30. Click the Orders and Documents icon. 31. Document Search tasks are accessed from the Document Search sub menu. 32. Click the Approvals sub-menu. Page 14

17 33. All tasks related to approvals are available on the Approvals sub-menu, including "My Approvals", "Approval Notifications", "My Recent Approvals" and "Assign Substitute Approvers". 34. Click the Catalogs and Contracts icon. 35. All options for contract management are displayed. 36. Click the Accounts Payable icon. 37. The Accounts Paybale menu contains all tasks related to invoices and receipts. From the Invoices and receipts sub-menu you can access the AP Dashboard. Users with AP administration permissions will be able to access the AP Administration menu. From this menu, you can configure the AP Settings and matching rules and tolerances. 38. Click the Site Administration icon. 39. The most commonly used Site Administration options are user management and supplier management. Other submenu options available are shopping settings, find and fix errors, managing imports and accessing self-help tools. 40. Click the Search icon. 41. You can search on menu keywords to locate that particular menu in the application. In addition to the menu option link, the search results display breadcrumbs that show you the path to the menu item. In addition to accessing the Menu Search from the side navigation bar, you can use the quick-access key combination Alt + M anywhere in the application. 42. Congratulations! You have successfully navigated the UMASS BuyWays Phoenix User interface. End of Procedure. Setting Profiles The UMass BuyWays profile is used to review and update personal user information - ranging from assigned roles, approver information, preferences, and more. Upon completion of this section, you will be able to: Page 15

18 SetUser Identification, Preferences, and Ship-to Address Add a Requisitioner. Setting User Identification, Preferences, and Ship-to Address This topic describes the procedures for updating and changing areas of your profile. Upon completion of this topic, you will be able to view and/or set: User Identification Preferences Ship-to Address. Procedure Consider this Scenario: Your goal is to set User Identification, Preferences, and a Ship-to Address in your BuyWays profile. Key Information: Select Address Template: Fairhaven KAPUT Page 16

19 1. Begin by navigating to the User Identification tab. Click the profile link. 2. The User Settings tab opens to the User Identification sub-tab. Review the following fields: First Name Last Name Phone Number Address 3. If your information is not correct, contact Human Resources to make the correction. If your phone number is not correct, enter the appropriate number. Page 17

20 4. To view preferences, click the Preferences link. Page 18

21 5. The Preferences screen reflects preferences that have been pre-set for you. It is recommended that these not be changed. 6. If user permission allows, adjust the values. Then, click the Vertical scrollbar. 7. And click the Save button. 8. To view or change a Ship-To address, click the Purchasing link. Page 19

22 9. Click the Addresses link. 10. The Ship-To tab allows you to edit or add shipping addresses. Page 20

23 11. To view or change a shipping address, select the address. In this example, click the Fairhaven SMAST link. 12. Review the Ship-To information and make adjustments where necessary (for example, attn. to, building, or floor). 13. To add a new shipping address, click the Select Addresses for Profile button. Page 21

24 14. Click the Select Address Template list. Page 22

25 15. For this example, click the Fairhaven KAPUT list item. 16. If this is your default address. click the Default option. Page 23

26 17. Review the new Ship-To information and make adjustments where necessary (for example, attn. to, building, or floor). 18. Click the Save button. 19. Congratulations! You have successfully set User Identification, Preferences, and a Ship-to Address in your profile. End of Procedure. Setting User Identification, Preferences, and Ship-to Address (Phoenix) This topic describes the procedures for updating and changing areas of your profile. Upon completion of this topic, you will be able to view and/or set: User Identification Preferences Ship-to Address Procedure Consider this Scenario: Your goal is to set User Identification, Preferences, and a Ship-to Address. Key Information: Page 24

27 Select Address Template: Pres Office - Shrewsbury 1. Begin by navigating to the Shopping Home Page. 2. Click the User Identification menu. Page 25

28 3. Click the View My Profile menu option. 4. Click the User's Name, Phone Number, , etc. link. Page 26

29 5. A name, , and user name is displayed. If the name or information is not correct, contact Human Resources to make a correction. If your phone number is not correct, enter the appropriate number. 6. To view preferences, click the Preferences option. Page 27

30 7. The Preferences screen reflects preferences that have been pre-set for you. If user permission allows, you may adjust the values. Note: It is recommended these settings not be changed. 8. Scroll to the bottom of the window. Page 28

31 9. Click the Save button. Page 29

32 10. To view shipment addresses, navigate to My Profile. Click the User Identification menu. 11. Click the View My Profile option. Page 30

33 12. Click the Default Addresses link. 13. The shipping addresses associated with the account appear. Page 31

34 14. Click the Select Addresses for Profile button to add a new shipping address. 15. Click the Select Address Template dropdown menu. Page 32

35 16. For this example, click the Pres Off Shewsbury list item. Page 33

36 17. If this is your default address, click the Default checkbox. For this example, click the Default checkbox. 18. Edit the shipping details for delivery and click the Save button. Page 34

37 19. To edit the shipping details of an existing entry, click the entry under Shipping Address. For this example, click ITS Shrewsbury. Page 35

38 20. The selected shipping address can now be edited for proper delivery details or be set to default. Be sure to click save after the entry has been edited. 21. Congratulations! You have successfully set User Identification, Preferences, and a Ship-to Address. End of Procedure. Adding a Requisitioner As a Shopper, you are required to assign your cart to a Requisitioner before it is submitted for approval(s). Identifying a list of your requisitioners and/or setting a default Requisitioner on your Profile will save you the time of having to search for their name every time you need to assign a cart. You can still override that value at the time of assignment, if necessary. Upon completion of this topic, you will be able to add a Requisitioner. Procedure Consider this scenario: Your goal is to add a Requisitioner to your Profile. Key Information: Requisitioner: John Hancock Page 36

39 1. Begin by navigating to the Cart Assignees tab. Click the profile link. 2. Click the Purchasing link. Page 37

40 3. Click the Cart Assignees link. Page 38

41 4. Use the Cart Assignees tab to add requisitioners to your profile. One or more may already exist. 5. Click the Add Assignee... button. 6. On the User Search screen, enter the desired information into the Last Name field. Enter "Hancock". 7. Enter the desired information into the First Name field. Enter "John". 8. Click the Search button. Page 39

42 9. Click the Hancock, John link. Page 40

43 10. To choose a default requisitioner, click the Set as Preferred button. 11. To remove a requisitioner from your list, click the Remove button. 12. Congratulations! You have successfully added a requisitioner to your profile. End of Procedure. Shopping for Items This section provides an overview of the general shopping experience in UMass BuyWays. Upon completion of this section, you will be able to: Describe the BuyWays shopping environment Create a shopping cart Add items from a punch-out supplier Remove a punch-out item from your cart. Shopping Overview This topic provides an overview of the BuyWays shopping environment, including the links, tabs, and information available on the home/shop page. Upon completion of this topic, you will be able to describe the BuyWays shopping environment. Procedure Consider this scenario: Your goal is to review the BuyWays shopping environment. Page 41

44 1. The home/shop page contains information on tasks that require attention, the organization message, and quick access to several ways to add items to the shopping cart. The home/shop page is accessed by selecting the home/shop menu item or by clicking the BuyWays logo in the top left corner. 2. User information is displayed in the upper left corner. The User Name is displayed in this box, as well as a link to the user's profile and the logout link. 3. As you navigate through BuyWays the title of the current screen will be displayed. 4. The upper right corner displays a summary of the shopping cart. By default, the cart name includes the date, the user name, and the sequential order number for the day. Click this link to go directly to the cart page where the cart details can be reviewed and updated. 5. The Search for feature allows you to perform a variety of searches from anywhere within the application. 6. Navigation tabs are displayed across the top of the page. The tabs that you have access to will change according to the permissions you have within BuyWays. 7. Use the favorites tab to create and review your Personal and Shared favorite folders and items. 8. Use the forms tab to access forms for specialized detail and/or approvals. You will need to verify with your campus whether forms are available to shoppers. 9. Use the carts tab to view, modify, or delete current shopping carts, create new carts, and/or prepare carts for processing. Page 42

45 10. Use the document search tab to view requisitions and purchase orders, as well as other documents. 11. Use the settlement tab to access present and past voucher information. 12. Use the profile tab to edit your profile settings, such as notifications, ship-to address information, and assignees. 13. Items describes the number for pending and/or completed Requisitions and Purchase Orders. 14. The university welcome message introduces new suppliers and provides links to training materials and forms. 15. The Showcased Vendors area highlights catalogs for the most frequently used vendors at your campus. Each campus will have a customized view. 16. The Showcased Vendors - Punch-out Catalogs section features catalogs that punch-out directly to the vendor. Punch-out is when you leave BuyWays to shop at a vendor's website, then bring the items you select back to your BuyWays cart to submit the order. 17. The Showcased Vendors - Hosted Catalogs section features catalogs that are housed directly in BuyWays. 18. Congratulations! You have reviewed the BuyWays Overview topic. End of Procedure. Shopping Overview (Phoenix) This topic provides an overview of the BuyWays shopping environment, including the links, tabs, and information available on the home/shop page. Upon completion of this topic, you will be able to describe the BuyWays shopping environment. Procedure Consider this scenario: Your goal is to review the BuyWays shopping environment. Page 43

46 1. The home/shop page contains information on tasks that require attention, the organization message, and quick access to several ways to add items to the shopping cart. 2. The home/shop page is accessed by selecting the home/shop menu item or by clicking the home icon in the top left corner. 3. User information is displayed in the top center of the screen. The User Name is displayed in this box, as well as a link to the user's profile and the logout link. 4. As you navigate through BuyWays the title of the current screen will be displayed on the navigation bar. 5. The upper right corner displays a summary of the shopping cart. By default, the cart name includes the date, the user name, and the sequential order number for the day. Click this link to go directly to the cart page where the cart details can be reviewed and updated. 6. The Search for feature allows you to perform a variety of searches from anywhere within the application. 7. Navigation links are displayed on the left of the page. The tabs that you have access to will change according to the permissions you have within BuyWays. 8. Use the carts tab to view, modify, or delete current shopping carts, create new carts, and/or prepare carts for processing. 9. Use the document search tab to view requisitions and purchase orders, as well as other documents. Page 44

47 10. Use the User Identfication menu to edit your profile settings, such as notifications, ship-to address information, assignees, and many more options. 11. The university welcome message introduces new suppliers and provides links to training materials and forms. 12. The Showcased Vendors area highlights catalogs for the most frequently used vendors at your campus. Each campus will have a customized view. 13. The Showcased Vendors - Punch-out Catalogs section features catalogs that punch-out directly to the vendor. Punch-out is when you leave BuyWays to shop at a vendor's website, then bring the items you select back to your BuyWays cart to submit the order. 14. The Showcased Vendors - Hosted Catalogs section features catalogs that are housed directly in BuyWays. 15. Congratulations! You have reviewed the BuyWays shopping environment. End of Procedure. Creating a Shopping Cart A Shopping Cart is a virtual shopping cart that holds various items you've selected to purchase. Carts are capable of holding items from multiple suppliers. Carts in BuyWays can have different statuses. The Active cart is the cart where items will currently be added. Draft carts are carts that have been created but have not either been assigned to a requestor or sent for approval (if created by a requestor). Assigned carts are carts that have been assigned to a requestor, but have not yet been submitted for approval. After a cart has been submitted for approval, it becomes a requisition. Upon completion of this topic, you will be able to create a shopping cart. Procedure Consider this scenario: Your goal is to create a shopping cart. Key Information: Shopping Cart Name: Office Supplies 1_13 Page 45

48 1. The "active" shopping cart is always displayed in the upper right hand corner of the BuyWays home/shop page. A cart is automatically given a unique name, based on the user name and the date it is created. It also shows the number of items in your cart and the dollar amount. 2. To create a new shopping cart, click the carts link. Page 46

49 3. The active cart information displays. Click the draft carts link. Page 47

50 4. You can use the draft carts page to view all of your draft shopping carts. 5. Click the Create Cart button. 6. The cart will be given a default name. You can change the name to make it more descriptive if you wish. 7. Optionally, enter the desired information into the Name this cart field. For this example, enter "Office Supplies 1_13". Page 48

51 8. Click the Update button. 9. The cart is now displayed as the "active" cart in the upper right hand corner. Page 49

52 10. To begin adding items to your cart, click the Continue Shopping link. 11. Congratulations! You have successfully created a shopping cart. End of Procedure. Adding Items from a Punch-out Supplier Punch-out catalogs are integrated external links to a supplier's web-based catalog that contain university-specific pricing. By clicking a link to the supplier's site in BuyWays, you can search for and select products from their web catalog and then return the items to BuyWays for processing. Since each punch-out site is maintained by that external supplier, the navigation and functionality in each punch-out site will vary. Once you have completed adding items to your cart on the punch-out site, you will need to finalize your order. Since each punch-out site is different, the terminology for bringing the order back into BuyWays may vary. Some terms used by punch-out suppliers may include: Check out, Submit Cart, Transfer Cart, Finalize Order, and Return to eprocurement site. After the cart is brought into BuyWays, it will follow catalog appropriate workflow routing. Upon completion of this topic, you will be able to add items to your cart from a punch-out supplier. Procedure Consider this scenario: Your goal is to add an item from a punch-out catalog to your shopping cart. Key Information: Item: Blinding White Copy Paper, 8 1/2" x 11" Page 50

53 1. On the home/shop page, the Showcased Vendors - Punch-out Catalogs area highlights the most frequently used punch-out vendors at your campus. Each campus will have a customized view. 2. Punch-out is when you leave BuyWays to shop at a vendor's website, then bring the items you select back to your BuyWays cart to submit the order. 3. For this example, we need office supplies. Click the WB MASON CO INC button. Note: If you get a security message, select the NO option. Page 51

54 4. The WB Mason site opens. Each punch-out site will have a different layout and the shopping experience for each may be a little bit different. 5. For this example, point to the Paper link. Page 52

55 6. Click the Copy & Multipurpose Paper link. 7. The results for Copy & Multipurpose Paper display. To see more information on the item, click the Blinding White Copy Paper, 8 1/2" x 11" link. 8. The Product Details window opens giving specifics about the item. 9. Since this is the paper we want, click in the Qty field. 10. The Qty field defaults to 1. Click the Add to Cart link. Page 53

56 11. For this example, we are finished shopping. Point to the Shopping Cart link. 12. Click the Proceed to Cart link. Page 54

57 13. Verify that the WB Mason cart is accurate. If, for any reason, you change your mind about the purchase, you can click the Cancel Punch-out button. 14. In this case we'll proceed to checkout. Click the vertical scrollbar. 15. And click the Proceed to Checkout link. Page 55

58 16. The BuyWays shopping cart displays the purchase information. 17. Click the Proceed to Checkout button. Page 56

59 18. Click the Assign Cart button. 19. Use the Assign Cart box to select your requisitioner and add instructions using the Note to Assignee field. 20. Click the Assign button. 21. Congratulations! You have successfully added an item from a punch-out supplier. End of Procedure. Removing a Punch-out Item from Your Cart Occasionally you may find the need to remove a punch-out item from your BuyWays shopping cart. Upon completion of this topic, you will be able to remove punch-out items. Procedure Scenario: Your goal is to remove a punch-out item from your BuyWays shopping cart. Key Information: Page 57

60 Product: BLZ Begin by navigating to your shopping cart. Click the Shopping Cart button. Page 58

61 2. In this case our BuyWays shopping cart displays 2 items. We want to remove the first item in the list. 3. Click the MODIFY ITEMS link. Page 59

62 4. You are directed to the punch-out site where the order was placed. The Remove function will vary by vendor. In this case, we are returned to the WB Mason punch-out site. 5. Point to the Shopping Cart link. 6. Click the Proceed to Cart button. Page 60

63 7. In this case, click the BLZ41200 option. 8. Click the Select dropdown button to activate the menu. Page 61

64 9. Click the Remove list item. 10. The item is removed from the cart. Click the vertical scroll bar. 11. Click the Proceed to Checkout button. Page 62

65 12. The BuyWays shopping cart displays with the unwanted item removed. 13. Congratulations! You have successfully removed a punch-out item from your BuyWays shopping cart. End of Procedure. Entering Non-Catalog Orders UMass BuyWays allows you to shop for items that are not in a punch-out or hosted catalog. Upon completion of this section, you will be able to: Order non-catalog items. Ordering Non-Catalog Items Non-catalog items should be entered when a Shopper/Requisitioner cannot find the item needed in a catalog. Upon completion of this topic, you will be able to order non-catalog items. Procedure Consider this scenario: Your goal is to order a non-catalog item. Key Information: Page 63

66 Vendor: Remy Corporation Product Description: Consulting Services Catalog Number: NA Quantity: 1 Price Estimate: Packaging: EA 1. Begin by navigating to the Non-Catalog Item order template. Click the non-catalog item link. Page 64

67 2. The Non-Catalog Item order template opens. If you know the supplier's name, you can start typing it in the Enter Vendor field and potential matches will display. You need a minimum of 3 characters. 3. Enter the desired information into the Enter Vendor field. Enter "Rem". Page 65

68 4. Click the REMY CORPORATION link. Page 66

69 5. Enter the desired information into the Product Description field. Enter "Consulting Services". 6. Enter the desired information into the Catalog No. field. Enter "NA". 7. Enter the desired information into the Quantity field. Enter "1". 8. Enter the desired information into the Price Estimate field. Enter " ". 9. Since you have finished shopping, click the Save and Close button. Note: If a shopper needed additional lines, choose the "Save and Add Another" button. 10. To verify the items have been added to your cart, click the shopping cart button. Page 67

70 11. The non-catalog item has been added to your shopping cart. 12. Click the Proceed to Checkout button. Page 68

71 13. Click the Assign Cart button. 14. Use the Assign Cart box to select your requisitioner and add instructions using the Note to Assignee field. 15. Click the Assign button. Page 69

72 16. A message displays stating that your cart has been successfully assigned. 17. Congratulations! You have successfully ordered a non-catalog item. End of Procedure. Tracking Your Order Tracking an order in BuyWays can be done through the Document Search tab. Upon completing this section, you will be able to: Find an Order. Finding an Order You can find an order using the Document Search tab. Searches can be performed for a requisition or a purchase order. Note: You can only view a requisition after it has been submitted for approval by the Requisitioner. Upon completion of this topic, you will be able to find an order. Procedure Consider this scenario: Your goal is to find and view the status of an order. Page 70

73 Key Information: Requisition No.: Begin by navigating to the document search tab. Click the document search link. 2. Note: As a shopper, you can view the status of your requisitions or purchase orders by clicking the appropriate link. As a requisitioner, any requisition that was started by a shopper or had the "prepared for" changed at the time of entry, will not show up under my requisitions or my purchase orders. Document search must be used. Page 71

74 3. For this example, click the my requisitions link. Page 72

75 4. By default, the document search tab displays all of your requisitions for the last 90 days. You can use the filter options on the left side to further refine the results. 5. The icon to the left of the Requisition No. indicates the workflow status of the item. In this example, the status is pending. 6. To view a specific requisition link, click the Requisition No. link. For this example, click the link. 7. The Summary tab provides General, Shipping, Accounting, and line item information related to the requisition. 8. Click the PR Approvals link. Page 73

76 9. The PR Approvals tab displays all of the approval steps that the requisition has been through, along with who performed the action for that step. 10. To view changes that have been made to this requisition, click the History link. Page 74

77 11. The History tab displays details for all of the changes that have been made to this requisition. 12. Congratulations! You have successfully found an order. End of Procedure. Managing Favorites Creating Your Favorites Folder(Phoenix) Upon completion of this topic you will be able to create a favorites folder for personal use or to share with other users. Procedure Consider this Scenario: Your goal is to create a Favorite folder and sub-folder. Key Information: Top level folder name: Project items Sub-folder name: Project Favorites and forms 1. Begin by navigating to the Home/Shop Page. Page 75

78 2. Click the favorites link. 3. The Favorites Page is displayed. Page 76

79 4. There are two types of Favorites items. 1. Personal Favorites 2. Shared Favorites Personal Favorites are those that an individual identifies for future purchasing. With personal favorites, folders, and sub-folders can be created to manage the favorites; users have full control over items in their personal folders. Shared Favorites and Folders are set up by administrators, and can be set up viewing/use for the entire organization or subset - such as department, specific users, or specific role. Shared favorites typically represent frequently ordered products or suggested products for purchase. This tutorial will teach you how to create a Personal Favorites Folder and subfolder. 5. Click the New Folder button. Page 77

80 6. Click the Top level personal folder link. Page 78

81 7. Enter the desired information into the Name field. Enter "Project Items". 8. Enter the desired information into the Description field. Enter "Report orders for current project". 9. Click the Save button. 10. A new folder is created. 11. Click the New button. Page 79

82 12. Click the Subfolder of selected folder link. Page 80

83 13. Enter the desired information into the Name field. Enter "Project Favorites and Forms". 14. Enter the desired information into the Description field. Enter "Items that the project manager purchases frequently and forms specifically for the projects". 15. Click the Save button. 16. Congratulations! You have successfully created a Favorite folder and sub-folder. End of Procedure. Managing Your Cart Items Upon completion of this section, you will be able to: Act on a returned cart Move items to a new or existing cart. Acting on a Returned Cart If a cart has been returned to a Shopper, the Shopper will receive an notifying them that the cart has been returned, along with the reason for returning it. The Shopper should then go into BuyWays, make the requested change, and reassign the cart. Upon completion of this topic, you will be able to act on a returned cart. Procedure Consider this scenario: Your goal is to act on a returned shopping cart. Key Information: Returned Cart: shopper33 01 Move To Cart: shopper33 02 Page 81

84 1. Begin by navigating to the cart. Click the carts tab. Page 82

85 2. Click the draft carts link. 3. Use the draft carts page to find the returned shopping cart. 4. Click the Shopping Cart Name for the returned cart. For this example, click the shopper33 01 link. Page 83

86 5. To view the comments added by the Requisitioner when the cart was returned, click the Proceed to Checkout button. Page 84

87 6. Click the Comments tab. 7. In this example, an item needs to be moved to a different shopping cart. 8. To move the item, click the draft carts link. Page 85

88 9. Click the name for the returned shopping cart. Click the shopper33 01 link. Page 86

89 10. Click the More s list for the item to be moved. 11. Click the Move to Another Cart list item. Page 87

90 12. A warning displays. For this example, click the Yes button. Page 88

91 13. Click the Select a cart list. 14. Click the name of the shopping cart where the item will be moved. Click the shopper33 02 list item. 15. Click the Move button. Page 89

92 16. Click the Close button. 17. Since the item has been moved, you can reassign the cart to the Requisitioner. Page 90

93 18. Click the Proceed to Checkout button. 19. Click the Assign Cart button. Page 91

94 20. Verify that the cart is assigned to the correct Requisitioner. 21. Enter the desired information into the Note To Assignee field. Enter "I moved paper to another cart.". 22. Click the Assign button. Page 92

95 23. Your cart has been assigned for further review. 24. Congratulations! You have successfully acted on a returned cart. End of Procedure. Acting on a Returned Cart(Phoenix) If a cart has been returned to a Shopper, the Shopper will receive an or notification letting them know that the cart has been returned, along with the reason for returning it. The Shopper should then go into BuyWays, make the requested change, and reassign the cart. Upon completion of this topic, you will be able to act on a returned cart. Procedure Consider this scenario: Your goal is to act on a returned shopping cart. Key Information: Returned Cart: ctrn2 01 Move to Cart: ctrn2 01 Page 93

96 1. Begin by navigating to the returned cart. Click the Items link. Page 94

97 2. Click the My Returned Requisitions link. 3. The Shopping Cart - Drafts page displays. 4. Click the Shopping Cart Name link for the returned cart. Page 95

98 5. To view the comments added by the Requisitioner when the cart was returned, click the Comments tab. Page 96

99 6. In this example, an item needs to be moved to a different shopping cart. 7. Click the Return to shopping cart link. 8. Click the More s list. Page 97

100 9. Click the Move to Another Cart list item. Page 98

101 10. Click the Select option for the Shopping Cart Name where the cart will be moved. 11. Click the Move button. Page 99

102 12. A success message displays. Click the Close button. Page 100

103 13. You can now assign the updated cart to the Requisitioner. Click the Shop menu. 14. Click the My Carts and Orders link. Page 101

104 15. Click the View Draft Shopping Carts link. Page 102

105 16. Click the Shopping Cart Name link for the updated cart. 17. Click the Proceed to Checkout button. Page 103

106 18. Click the Assign Cart button. Page 104

107 19. On the Assign Cart box, enter the desired information into the Note to Assignee field. Enter "Cart has been moved.". 20. Click the Assign button. 21. Your cart has been assigned for further review. 22. Congratulations! You have successfully acted on a returned cart. End of Procedure. Moving Items into a New or Existing Cart If a cart contains an item that logically belongs in another cart or a separate cart, it can easily be moved to another cart. Upon completion of this topic, you will be able to move an item to a new cart. Procedure Consider this scenario: Your goal is to move an item into a new cart. Page 105

108 Key Information: From Cart: requisitionerd 02 To Cart: requisitionerd Begin by opening the cart that contains the item you wish to move. Click the carts link. Page 106

109 2. Click the draft carts link. 3. To view the complete list, click the vertical scroll bar. Page 107

110 4. Click the requisitionerd 02 link to open the cart. 5. Click the More s button for the item you wish to move. Page 108

111 6. Click the Move to Another Cart link. Page 109

112 7. A warning about ordering delays displays. For this example, click the Yes button. 8. Click the Select a cart list. 9. Select the cart where you wish to move the item. Click the requisitionerd 01 list item. Page 110

113 10. Click the Move button. Page 111

114 11. A success message displays. Click the Close button. 12. To view the cart the item was moved to, click the draft carts link. 13. To view the complete list, click the vertical scroll bar. Page 112

115 14. Click the requisitionerd 01 link. 15. You can see that the item has been moved to the selected cart. Page 113

116 16. To move multiple items to a new cart, click the checkbox to the right side of each item. 17. Click the checkbox to the right side of the first item. 18. Click the checkbox to the right side of the second item. 19. Click the Perform an action on list. Page 114

117 20. Select the Move to Another Cart option. 21. Congratulations! You have successfully moved an item to a new cart. End of Procedure. Moving Items into a New or Existing Cart (Phoenix) If a cart contains an item that logically belongs in another cart or a separate cart, it can easily be moved to another cart. Upon completion of this topic, you will be able to move an item to a new cart. Procedure Consider this scenario: Your goal is to move an item into a new cart. Key Information: From Cart: ctrn8 02 To Cart: ctrn 01 Page 115

118 1. Begin by opening the cart that contains the item you wish to move. Click the Shop menu. Page 116

119 2. Click the My Carts and Orders link. 3. Click the View Draft Shopping Carts link. Page 117

120 4. Click the Shopping Cart Name link for the appropriate cart. Page 118

121 5. Click the More s list for the item you with to move. 6. Click the Move to Another Cart list item. Page 119

122 7. Click the Select option for the cart where you wish to move the item. Page 120

123 8. Scroll to the bottom of the box and click the Move button. 9. A success message displays. Click the Close button. Page 121

124 10. To view the cart the item was moved to, click the Shop menu. Page 122

125 11. Click the My Carts and Orders link. 12. Click the View Draft Shopping Carts link. Page 123

126 13. Click the Shopping Cart Name link for the cart where you moved the item. Page 124

127 14. You can see that the item has been moved to the selected cart. 15. To move multiple items to a new cart, click the checkbox to the right side of each item. 16. Click the checkbox to the right side of the first item. 17. Click the checkbox to the right side of the second item. 18. Click the Perform an action on list. 19. Click the Move to Another Cart list item. 20. Congratulations! You have successfully moved an item to a new cart. End of Procedure. Page 125