Purchasing South Dakota Board of Regents Human Resources/Finance Information Systems McMaster-Carr Supply Co Punch-out Training Guide Version Number: 17.3 Date: 3/26/2018 Page 1
Table of Contents Purchasing Page Table of Contents 2 Introduction 3 Overview 3 Intended Audience 3 Documentation and Disclaimer 3 General Information 4 Contract 4 Shipping Costs 4 Delivery Schedule Adding Non-Catalog Items to a Punch-out Order 4 Smartfind NOT Included with this Punch-out 4 Changes to a Punch-out Cart 4 External Notes & Attachments 4 Order Distribution 4 Order Confirmation and Shipping Confirmations 4 Urgent Orders 4 Change Orders 4 Saving Orders 4 Instructions 5 Home Page 5 Help & Returns 6 Shopping 7 Narrow By 8 Order a Product 11 Order Using a Part Number 11 Save Your Order 13 Quick Order 14 Returns & Exchanges 15 Contact Information 15 Page 2
Introduction Purchasing Overview The purpose of this manual is to discuss the general use of the McMaster-Carr punch-out catalog to be used when ordering Maintenance, Repair and Operating Supplies. This document will provide an overview of the various functions of the catalog so that all end-users will have success in submitting an order using the punch-out. Intended Audience This manual will be used by users of the SDezBuy application that SHOP to place orders electronically. Documentation and Disclaimer None Page 3
General Information Purchasing Contract Terms and conditions have been negotiated and comply with state requirements. Shipping Costs - Shipping costs are additional, but should be less than the 15% tolerance and cause no issues for invoice payment. Expedited or overweight orders may be above the 15% tolerance and require a SDBOR buyer to process a change order adding a line for S/H. Delivery Schedule 98% of orders ship from stock and orders are generally delivered next day at standard ground rates. Adding Non-Catalog Items to a Punch-out Order - Non-Catalog items are NOT to be added to a punch-out order after the cart is returned to SDezBuy. Smartfind is NOT Included with this Punch-out - This means that items are found during a keyword search from within the punchout. Changes to a Punch-out Cart - Users can make changes once the shopping cart is returned to the SDezBuy application. Click the MODIFY ITEMS link in the Shopping Cart under the supplier information. External Notes and Attachments - External notes and attachments are not accepted and are not sent to the vendor. Order Distribution All punch-out orders are sent to the vendor through a cxml integration portal and all non-catalog orders are sent via fax to customer service representatives. Order Confirmation and Shipping Confirmations - These will be emailed to the email address listed in the Ship To section of the PO. Urgent orders Delivery dates on the PO will not flow over to McMaster-Carr via the cxml PO workflow. If an order is urgent, then it is best to contact customer service. If it is a normally stocked item, generally it will ship the next day. Change Orders Once a PO has gone to McMaster-Carr, it will be ordered. If you notice a mistake, please call McMaster-Carr at the Contact Us number noted in the punch-out or on the last page of this guide. A new order will have to be generated and a return and credit issued. Saving Orders - Save your order often using the SAVE instructions in this guide. Page 4
Instructions Purchasing Click on the McMaster-Carr logo at any place while in the punch-out to return to the Home screen. Once you access the McMaster-Carr punch-out through the SDezBuy system, the Home Page gives you access to all supported features. Note: you do not need to log in to this punchout. Home Page A Find (Search) B Choose a Category C Contact Us customer service information and send a message D Order for Quick Order use part numbers to quickly order E Order History view past order history F Log in create an account so that you will be able to view past order history Getting to Know the Home Screen Logo/Home button Search Browse categories Page 5
Clicking on the Help link at the bottom of the Home Page opens an online tutorial on how to use this punch-out catalog. Clicking on the Returns link at the bottom of the Home Page opens the McMaster-Carr Returns and Exchanges policy. Page 6
Shopping Add items to your order Search: Search by keyword or item number in the Find area. As you enter the description, a list will appear suggesting best matches that updates as you continue to type. Click a suggestion, click the search icon, or you will be automatically taken to the products that are a close match. You can enter a part number or a catalog page number and click the search icon to go directly to that product or page in the catalog. You can also click on an image to get to product. Choose a Category: Browse the online categories in the left-hand column to show images only for that category Quick Order: Enter item numbers and quantities and click Add and quickly check out. Your Lists: Quick access to your frequently ordered items. Top 5 closest matches to the search Page 7
Narrow By Choose products using Narrow By Choose specifications in Narrow By to filter products displayed on the right side of the screen. Clicking on a description or image on the screen reveals products. For some searches, Narrow By will not be displayed and you ll only see a brief description and images or products. Making selections in Narrow By filters your search The number of products changes as your make selections in Narrow By Clicking a name, image, or description reveals products Page 8
After selecting a specification, the section will collapse. To make multiple or different selections, click Show. Clicking the specification a second time removes your selections and expands the section. You do not need to click a specification in each section. For some sections, additional information about a specification is available to help guide your choices. Clicking Clear All removes all selections Entering a size in the search box returns the matching sizes Clicking Show reveals hidden options so you can make multiple or different selections Page 9
As your selections narrow the number of products, descriptions expand automatically to reveal part numbers and product details. Clicking here displays additional information about products Clicking here shows catalog pages related to your selections Page 10
Order a Product Click on the product to add it to your order. A description of the product along with current pricing and availability will appear below the part number. Enter the quantity and click. To view the product in more detail, click the Product Detail link below the part number. Enter the quantity and click Add to Order Click here to view product detail Order Using a Part Number 1. Click in the Find field and enter a known part number. 2. Click on the search icon in the field. Page 11
3. Enter the quantity desired in the field. 4. Click on the button. 5. Click on Order, when you are ready to checkout. 6. Change quantity or Delete as needed. 7. Click the button. This will submit the order to SDezBuy. Page 12
8. Change the order by clicking on the MODIFY ITEMS link in the shopping cart in SDezBuy. This will launch the punchout once again. Save Your Order 1. If you are logged in, or if your browser is set up to accept cookies, the site will save your current order until you place it. If you would like to save an order for later and start building a new order, click Save. If you have entered a purchase order, the site will save it under the purchase order name, or you can enter a new name for the order. It will then be listed under your saved orders. Page 13
2. In the pop-up window you will need to add a name, so you can locate it at a later date. 3. Then, click on the Save button. 4. To retrieve your saved order at a later date, click on the X Saved Order below the Save icon. 5. Click on the order name to open the order. You may make changes and add to the order. 6. Click on the button. This will submit the order to SDezBuy. Quick Order 1. As you enter part numbers and quantities product descriptions will begin to appear. Page 14
2. Click on the button to add additional items to the quick order. 3. When all items have been added, click on the button. Purchasing Returns & Exchanges To return or exchange a product, send it to the nearest McMaster-Carr location. You will be given credit upon receipt of the material. When exchanging a product, return the product and place a new order. A Return Authorization Number is not required. McMaster-Carr Chicago 600 N County Line Rd. Elmhurst, IL 60126-2034 Contact Information Sales Desk and Customer Service: (630) 833-0300 (630) 600-3600 chi.sales@mcmaster.com Fax: (630) 834-9427 Ventas y Servicio (Española) (630) 833-7100 TTY for Hearing Impaired: (630) 834-8844 Will Call Hours: Monday-Friday 7:00am 6:00 pm CST Saturday 7:00am 2:00 pm CST Page 15