1 easypurchase Magellan User Reference Guide v1.12.13
Table of Contents Getting Started... 3 Initiating your Account... 3 Logging In... 3 Shop... 4 Creating an Order... 4 Hosted Catalogs... 4 Punchout Catalogs... 4 Non-Catalog Orders... 5 Adding Items... 5 Cart... 6 Items in my Cart... 6 Checkout... 7 Completing my Order... 7 ESM Solutions is a registered trademark of ESM Solutions Corporation. All Rights Reserved.
Getting Started Initiating your Account When your system administrator sets you up as a user in the easypurchase application, you will receive an email from us inviting you to complete your easypurchase registration. The body of that email will resemble Figure 1, and you will want to click the link that says click here to set up a security question and a password. Figure 1 Logging In Once you have set up your password, you will be able to access the application by going to www.esmsolutions.com and selecting the login button in the upper right-hand corner. The next page will show you several options for places to log in, and you will want to select the ESM Magellan Version (Figure 2). This will take you to the login page for our easypurchase application. You will need to put in your email address and the password you set up for yourself, and click the login button to enter the application. Figure 2 3
Shop Creating an Order When you are logged in to the application, you will see a page that looks like Figure 3. This page will allow you to shop for any of the items you need. We will go through creating a Cart from 2 different types of catalogs, as well as creating a non-catalog order. Figure 3 Hosted Catalogs When you order from a hosted catalog, you are pulling information from a list of items that a supplier provided ESM Solutions with. This information is used to create a catalog that is then stored in our application. Any of the item information provided there is what the supplier has specified. You will find a group of hosted catalog images on your Shop page, and they will keep you inside the application, showing you item detail on the page once you select the hosted catalog (Figure 4). You can also search for items across multiple hosted catalogs using the Keyword Search field (Figure 5). Figure 4 Figure 5 Punchout Catalogs Punchout catalogs allow you to shop directly from a supplier s website, and continue through your normal purchasing process in the easypurchase application. You will find punchout catalogs in the group of catalog images on your Shop page. When you select a punchout catalog, you will be taken to the supplier s website in a pop-up (Figure 6). This window will allow you to shop on the supplier s website. When you go through the checkout process on that website, the application will pull the Cart back into our system to allow you to go through your normal purchasing process. Figure 6 4
Non-Catalog Orders Non-Catalog orders allow you to order any item that you cannot find in the catalogs that you have available to you. Under the Shop tab, you will find an option for Non- Catalog Item. When you click this option, you will be able to search for any supplier that your System Administrator has entered into the system (Figure 7). When you find the supplier that you want to make a non-catalog order for, you will select the option for New Item. A blank item template will come up (Figure 8), and you will be able to input the information manually on the item you plan on ordering. Figure 7 Adding Items You will notice that as you add items to your order from any of these catalogs and non-catalog options, you Cart will automatically update to reflect the number of items you have ordered so far. Figure 8 5
Cart Items in my Cart When you have located and added the quantities of the items you wish to order, you will navigate to the Cart tab. The Cart is a staging point for all of your items, prior to applying them to a requisition. From within the Cart, you will be able to modify the quantities of any items that you have previously specified. Additionally, the Cart will outline an order summary, including Total Items, Number of Suppliers, and Order Totals, at the bottom of the page. At the top of the page, you will see a line that states Convert Cart to X transaction(s), with a green Continue button next to it (Figure 9). For a Cart with multiple suppliers in it, the system will split the cart into separate orders for each supplier, and note this on that line. If you click the Continue button, you will be taken directly to the Checkout page. Figure 9 6
Checkout Completing my Order Once an order has been moved from Cart to Checkout, you will see Header-level information for the order displayed (Figure 10). You can confirm order information and specify a payment method (Credit Card or Purchase Order). Figure 10 If you select the blue triangle next to the order number, the order information will expand to show you line item detail and Footer-level information for the order (Figure 11). You are able to modify the Bill To and Ship To information if need be, as well as specify Account Codes at the line item level, instead of the entire order if you prefer. Figure 11 Once you feel comfortable that your order is complete and ready to move to the next step, you can hit the Update button to save any changes you have made. Then you can take one of the following actions (highlighted in Figure 12): 1. If your order requires approval, you can choose the option for Request Approval in the field marked Next Step. 2. If your order does not require approval, and is released from a central business office, you can Route to Back Office, and the order will be sent to those users to be released to the supplier. 3. If you release your own orders, you can choose the option to Release, or Prepare CC order and input the necessary Credit Card information. Figure 12 7